Subtasks vs. Checklists vs. Descriptions | Beginner ClickUp Tutorial to Create SOPs and Templates

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In this ClickUp tutorial video, you'll learn the differences between Subtasks and Checklists (and Task Descriptions with the Checklist slash command/bullet). Layla at ProcessDriven also shares pro tips about when you should use the free or paid version of ClickUp.
In this video, I'll cover:
0:00 - Introduction
0:59 - Quick Tour
1:44 - What are Subtasks & Checklists?
2:05 - Description (Bullet Checklists)
3:23 - Checklists
5:12 - Yes, you can template!
5:22 - Subtasks
7:14 - Note about Visibility
8:51 - Pro Tips
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[@LaylaPomper]

You know it's gonna be a good Feature Friday when you're so excited about it that you release it on a Tuesday! Ha! Did you learn anything new in this video? Please share your thoughts in the comments! Your likes, comments, and questions help this video reach more views AND helps me know what to cover in future videos.

[@codyjorsch7206]

Thank-you. You make learning clickup way more lively. THis is dry stuff but you make it interesting.

[@LaylaPomper]

🥳🥳🥳

[@DodaGarcia]

Omg I had no idea you could give names to the checklists and have more than one in the same task 🤯

[@LaylaPomper]

Right!? It’s the little things!! ☺️

[@mariathompson3686]

I have a love/hate relationship with subtasks. This helped a ton. Thanks!

[@LaylaPomper]

Happy to help!

[@jdogcisco1]

This was a helpful video for this newbie

[@SaintLegerRealEstate]

I know this sounds weird but... I've fallen in love with a progress bar. I didn't even realize you were there the whole time boo!

[@LaylaPomper]

Oh that isn't weird around here! We love seeing that progress in real time!

[@laurenepetrullo]

This was great. I appreciate how organized your video was.

[@LaylaPomper]

Thanks! I try my best. ☺️

[@curlsandbeyond]

This was SO helpful, I feel so much clearer on the difference now.

[@LaylaPomper]

Aw, I'm so happy to hear that! Thanks for the comment, Janet!

[@amircalahan62]

I think you are doing a great job Layla, appreciate it!

[@LaylaPomper]

Thank you so much! I appreciate YOU!

[@evyatarsilberschatz460]

Just wanted to let you know your content is a huge help! thanks for posting all of this.

[@LaylaPomper]

Thanks so much for this comment. Happy to help! ☺

[@debbiedouglas2927]

Thank you Layla! All of the tips were super helpful to this newbie.

[@LaylaPomper]

Ha! 😄 I'm so glad this was helpful to you, Debbie! Newbies have great questions, so if there are any other topics you're curious about, please do let me know!

[@garyschasteen9440]

Thank you so much! The description of when to use the Subtasks Vs Checlists is extremely helpful! Also I really liked the pro tips (all of them!) and the idea of just taking action to get the process out of your head and the emphasis that what's important is getting stuff done, technology agnostic and keeping it simple!

[@LaylaPomper]

Hey Gary! I'm so glad to hear that this helped you find clarity!! 😊

[@MsMikesteven]

I have been going back and forth between monday and clickup and could not decide which is better. with your videos, I was able to understand the "system" I should follow and hence which software to use. thanks a lot

[@LaylaPomper]

Hey Mike! Just getting caught up on comments 🙈 I'm so glad the content helped!

[@marnicdreams]

Love the fact that we can add multiple checklists as well as the nested task feature! Thanks for pointing that out.

[@LaylaPomper]

Hey Nikki! Absolutely -- it's so helpful!

[@embernavarro1541]

im coming back to you to just hammer simplicity in me LOL! it's almost like writing a book and outlining everything. wehehe! ENJOY THE RIDE PEOPLE! to assignee, the best is to tell them that they are a team and figure it out LOL!

[@KKBStarstuff]

I always find great nuggets of information from your videos! I had not yet used progress custom field and saw how you were using it. Now I have set it up. Also I tend to use subtasks in our Click Up as my day job is an agile (scrum) shop and setting up something similar for my side job which uses click up. Treating tasks as "stories" and subtasks as "tasks" . Seeing how that is going to work for us.

[@LaylaPomper]

Oh, that's so great to hear! The auto progress custom field is definitely a great one! Love the idea of stores and tasks -- what a great use case for Subtasks!

[@davidpaez_co]

Thank you Layla. I've been using tasks and subtasks, but today I finally wanted to understand checklists, so I came directly to your channel. Great explanation and tips. Now that I understand the differences I think I will be using checklists a lot.

[@LaylaPomper]

Hey David! Just getting caught up on comments🙈 Thank you so much! I'm so glad this helped!

[@natewillsheets]

Thank you! Your videos are very helpful!

[@LaylaPomper]

You're very welcome! So glad it helps!

[@soyluisrueda]

loved the nested checklist function

[@LaylaPomper]

Hey Luis! So glad you love it!

[@jiju1185]

you're my go to for any clickup related question!

[@LaylaPomper]

Thank you! I'm glad we provide good information!

[@cidadaojoaocr]

Awesome video! Thankss

[@TheRabbleAt22]

Thanks, as always, Layla. I get the distinct impression ClickUp has two tech teams... 1) The “Let’s start lots of new things as quickly as possible and become Masters of the Collaboration Universe” team and 2) The “Now, let’s have a good think about what makes sense, tidy things up and create some consistency and coherence across the whole platform” team :-) I hope Team 2 gets busy again soon :-)

[@LaylaPomper]

HA! 😂 This comment made me laugh out loud. I'm here rooting for Team 2, too. I spend so much client time explaining things with the preface, "First, let me acknowledge that this doesn't really make sense. Second, here's how you do it..."

[@50shadesofskittles9]

I agree with this but I gotta say, I love how feature rich this service is. I also love that it's growth is not stagnant.

[@50shadesofskittles9]

A lively presentation with a smile. Also, nice and thorough. You have a new sub! 😍

[@LaylaPomper]

Aw! So glad to hear! ☺️

[@IndustrialSmith]

Thank you!

[@LaylaPomper]

Hey Justin! Just getting caught up on comments 🙈 I'm so glad this helped!

[@microice-]

Thanks for the video, very well done 👌🏼

[@LaylaPomper]

Thanks Jose! I appreciate the comment and I’m so glad it helped you. ☺️

[@yolanda.vasquez]

Holy moly - I can name my checklists!!! 😲 Thank you!!

[@LaylaPomper]

Yesss!!!

[@CameronCox_1969]

You're on a content role boss. :-) another great quality video.

[@LaylaPomper]

Much appreciated, Cameron!

[@lumoborteidoku]

Now I understand why there are all the rave reviews on this video in the comments section. Thanks for sharing and providing clarity. I'm now finding my way around and my takeaway will be to start simple with descriptions and work my way to checklists and then subtasks as and when needed.

[@LaylaPomper]

So happy to hear this helped you! Thanks so much for this comment. ☺️

[@mikenichols7085]

Great video and perfect for the predicament that I am in. One important difference that I don't believe you mentioned is that checklists embedded in the description also dont have any audit trail of who or when they were clicked. For important processes where audit trails are needed, thats a huge difference and worth mentioning. Unfortunately, checklists within the description are just so much more usable as you can offer multiple checklists and put each in a text block separated by banners and other markdown as well as instructions and even links to some other process that needs to be done. I can't really even get there with subtasks, at least not in a way that allows me to put the subtasks in a given order with some description and links around each of them. Yes, I can use lots of subtasks and put descriptions in the subtasks but its not quite as good as a narrative of a process for doing one thing after another with descriptions and links to document the flow. I wish you could embed custom fields in the description .. then I could basically create a form with process instructions and links right into the form with the fields the user needs to answer. Any suggestions?

[@nurserecruitmentx]

thanks!

[@LaylaPomper]

You’re so welcome!

[@marco.nascimento]

The great thing about it is the freedom, I guess. But the feature is there if you wanna use it! Unlike Notion where you have basically to invent a functionality, and I'm not finding that practical anymore. Switching to ClickUp and loving it. Awesome video :)

[@LaylaPomper]

Hey Marco! Just getting caught up with comments 🙈 I'm so glad this helped!

[@YgorCortes]

Print descriptions on subtasks is very important to me, so I find it hard to imagine why I'd use checklists instead. This video really did help clarify things, thank you!

[@LaylaPomper]

So true!

[@GordonJohansen]

Great video again Layla. Thanks for posting these. I loved the perspective on when to use or not use the subtasks and checklists because of the advantages of each. I had no idea the automation treated tasks and subtasks as the same thing so thanks for pointing it out. Hopefully, this is just a bug that will get fixed and not a "feature" as I see it really limiting the use of automation related to both. I think you have covered Custom Fields somewhat but a focus on those and how you could use them in different situations and even for different types of businesses might be a good video (or series). There's a lot of options with them and it's a little overwhelming.

[@LaylaPomper]

Thanks for this comment, Gordon! I completely agree with you in the bug vs. feature distinction. A simple condition of "Is Subtask" would be great. Interesting ideas about Custom Fields! Just to make sure I'm understanding you -- and you picturing something like "Here's what custom fields a CRM would need...Here's what custom fields a case management system would need...Here's what custom fields a team directory should need..." That kind of thing? 🙂

[@GordonJohansen]

That's exactly the kind of thing I was thinking about but it might be more applicable to your group as a bonus since they are paying. Video could also be about best practices for the Custom Fields Your comment about not going overboard with statuses in this video is a prime example of what I mean. I think many of us did it and then had to remove them. Another video idea could be on how to clean up the mess you made when you started with Clickup and some of the tricks to make it easier to do.

[@LaConyaMurray]

Thank you so much for your videos. They are very helpful. I'm wondering if there is a way to have subtasks associated with a specific status?

[@LaylaPomper]

Not directly, but you can do this using ClickUp automations! :)

[@melanieeason4036]

I learned a lot but there is so much more to learn

[@LaylaPomper]

Oh, I know. Progress over perfection though! ☺️

[@melanieeason4036]

@@LaylaPomper I would like to have you as a consultant as soon as I figure out what I need to focus on first. I have so many questions. I will go through your tutorials that I have already subscribed to and then maybe that will narrow it down. Thanks for having this channel

[@emanueletonetti]

Hi Laya and thanks for this video! You said that subtasks have “almost” the same functionality as a task. Could you elaborate a bit more on what subtasks do not have compared to tasks? Or if you have a video or an article I could read about that, thanks!

[@LaylaPomper]

Hey Emanuele! Just getting caught up on comments🙈 Here's a video that answers your question: kzbin.infoHFcmU5b0EXA

[@JoseEspinoza-ij9lb]

Hi Layla, I love your style and the way you explain clickup. I was looking to know how to link a google doc within a checklist but I can't find anyhting

[@LaylaPomper]

Ahhh, checklists themselves do not “open” like Subtasks do, so to link I’d suggest creating a NESTED Checklist item (you can do this by clicking Tab to indent it) and pasting your link directly into the Checklist name. Click will automatically recognize it’s a link and make it clickable. ☺️ Thank so much for your kind words, too!

[@stanislawlorenz]

i hate clickup... bit big thank you for Layla for lindering my pain at least👍🏻😂

[@LaylaPomper]

It's definitely not for everybody! There are lots of other tools out there :)

[@angieoderigo1383]

Hi Layla! Great video! I have a question: can subtasks have different status than the task to which they belong?

[@LaylaPomper]

They can have a different Value, but the options of what the Status can be is always the same!

[@katy.boykin]

If you had a list called "KZbin" that only had two statuses (open and completed) with a custom field called "stage" that contained 1 through 6 different stages in a dropdown... and you wanted to have a list with all of the processes needed to take that video idea from "in queue" to "published", would you use a checklist with subheadings to separate the to-do list based on stage or would you use subtasks? Or is there a way to have a certain set of to-dos applied when the status changes from stage 2 to 3 and then have another set of to-dos applied when it changes from 3 to 4? I'm on the business plan...

[@LaylaPomper]

Any of these options are possible! I’d probably use Checklists with automations that add a Task Template (that contain the checklist) per Stage.

[@CameronCox_1969]

So on your Views Video, I actually was working with Template Views today and ran into some frustrations that after creating custom views with collapsed status columns on multiple views within a Folder structure within multiple list. I set the original views that I then templated at the folder level. Then I assumed when I templated each view with collapsed status columns that would store the collapsed column values with the template. It seems not ?

[@LaylaPomper]

Hey Cameron! Unfortunately the View Templates don't save collapsed/uncollapsed columns. It's extremely unclear what is or isn't captured in a View template right now, so it's a feature I've been reluctant to really rely on, too. Frustrating, I know!

[@MattyFettuccine]

Great video! I just discovered your content and as I transition my digital marketing agency away from Asana and into ClickUp, I'll be relying heavily on your stuff!! Question: You said to keep your statuses simple and use custom fields instead (eg - creating content with a million in-between statuses), but what would that look like? Would you create a second "status" custom field for those workflow stages?

[@LaylaPomper]

Yup! Drop down Custom Field for the stages. We have a whole video on the channel about “Status vs Stage” if it helps! ☺️

[@JillianExton]

Awesome video and clearly explained. Great tips - thank you!!

[@LaylaPomper]

Aw thanks! So glad to help! ☺️

[@marceloness]

Can subtasks progress affect overall progress %? I would like to see overall task percentage based on subtasks %. This would be helpful for projects that I can bill based on evaluation/stage. Now I still see task as 0% even tho it would probably be overall 23% based on the subtasks completion.

[@rukytijani1547]

This was EVERYTHING. I notice we cannot add pictures or screenshots to checklists or subtasks, at least in line. How do you recommend getting around this?

[@LaylaPomper]

You'll need to click INSIDE the Subtask (it opens up just like a Task!) to add images. :) Unfortunately, there's no way to do this with Checklists. :/

[@morenasexy809]

How would you keep track of time on status if using custom fields as a status instead of actual custom statuses?

[@LaylaPomper]

Hey Alex! Thank you for your patience as I'm just now getting caught up on all of these comments! If you still need support in this area, I think you'll love the ProcessDriven Collective! This is our free Facebook group where business owners and team leaders from all over the world come together to answer not only ClickUp specific questions but also process and systemization in general, including other platforms! Check it out here: processdriven.co/group

[@YasserDjoko]

As helpful as always, thank you! I have a question that I'm afraid was already answered in this video (and I was too dumb to notice) or elsewhere, but I'll ask anyway: Is there a setting to allow only the assignee to a checklist item/subtask to edit said item/subtask? And especially to check it off as Done? (I know you talked about people not wanting to misstep on others work but what about wanting to stop them from doing so -if possible-?). In case more context is needed: The main task is a complex one where multiple people are to intervene, so I wanna assign a subtask to a certain person and want only that person to be able to edit it, same with a checklist item. Also when one assignee creates a checklist item or a subtask, another assignee can edit it, is this how it's supposed to be or is there a way to limit what every assignee can do? Sorry if I'm repeating myself! (And we have the Business Plan btw and those assignees are Guests).

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Sort of! There's an access level called "Comment Access" that provides adjustability only if you're the assignee on a Task.

[@mujtabaalam3935]

7:50 is a task is assigned to me, will I get inbox notifications for each checklist or just one for the overall task?

[@LaylaPomper]

In this case, the notification will be sent just to say the Task has been assigned to you. ☺️

[@Kmkola6]

Hi Laya! Let's say, I check all my checklist boxes and mark my reoccurring task complete. Next week, I will see my reoccurring task, but all of my checklist boxes are still checked. Can checklists reoccur (aka uncheck) with the reoccurring task? If not, should I just make those checklist items a subtask? I am trying to avoid seeing all those checklist items in my workload. They also aren't nested within the hierarchy in "my work" under Home so it looks very unorganized. I know there are brackets to indicate so but they are not necessarily listed close to the main task. Make sense? Please help! Thanks!

[@LaylaPomper]

Great question! Our ProcessDriven Coaches can dive deeper into this inside our program. However, currently ClickUp does not allow a reoccurring checklist. One possibility is to look into a checklist template with an automation.

[@johnw7564]

Loved the video Layla... so much good info I've watched it three times now. Haha. One thing I don't understand that I wish you covered are those little colored boxes next to each sub task that relates to the statuses. I really dont know what to do with those or how those work. Do you have a video or other info that mentions that by chance?

[@LaylaPomper]

Oh I'm so glad to hear that! And this is a really good question -- I'm going to make sure it's added into our list, because this question comes up a lot but I haven't yet covered it. Basically, these "boxes" are like mini dropdowns that let you click between all of the statuses available for a Task. If you only have two statuses, this "box" magically transforms into a check icon that's either gray (active) or green (closed). :) They're just one way to change the status of Tasks without having to drag and drop them between sections (List View) or between column (Board View), etc.)

[@johnw7564]

@@LaylaPomper Oh my god thank you so much for the reply! You're You're amazing. I happily subbed! Ok so when you change those boxes between different statuses is it changing the full parent task between statuses or just that one sub task? Sorry for my thick skull! Want to understand so badly. Also, do you NEED to utilize those if you're using subtasks? Or are they somewhat optional?

[@LaylaPomper]

@@johnw7564 just the Subtask! (Both Tasks and Subtasks have their own unique statuses.)

[@LaylaPomper]

@@johnw7564 good questions, all! I’d say definitely use them if you use subtasks! 🙂 If you don’t find yourself using them, skip Subtasks entirely and just write your additional info entirely in the main Task *Description* and avoid the Subtask puzzle altogether!

[@johnw7564]

@@LaylaPomper Thank you! You're a life saver. Major fan! Keep up the great work!

[@bsar]

If you updated a checklist template is there any way to have this update across all projects?

[@LaylaPomper]

Hey Brendon! Unfortunately not. ClickUp template do not include version control, which I cover a bit in this older video (kzbin.info/www/bejne/mJ2Vf4duaqZlmrc) Wish I had better news! :)

[@mikegalligar9652]

Hi Layla I'm still learning from you! I have daily routines. They are subtasks of "AM Routines". Some subtasks don't get done. I finished my "AM Routines". Now (at the end of the day), How do I mark the subtask as: INCOMPLETE, or CANCELED? I would like to keep a historical record of what did or did not get done. Thanks

[@LaylaPomper]

Hey Mike! Just getting caught up on comments 🙈 You could choose to Archive Subtasks you skipped OR create a Status for Cancelled!

[@natpaler883]

Where can I activate the checklist green icon? I don’t see it my font editing bar?

[@LaylaPomper]

Hey Natasa! Just getting caught up on comments🙈 The ✅ is an emoji that should be within your phone/computer's system :)

[@zen-ventzi-marinov]

Are there some important/cool features we lose by keeping statuses simple and using custom fields?

[@LaylaPomper]

The only one that comes to mind is that “Grouped by Status” is the only View setup that shows the List Info at the top. with Grouping By Custom field, you need to click on the List to see List Info. 🙂

[@kendalltotten7160]

When I turned a subtask list into a template , it didn't copy the descriptions which felt like a primary advantage of using subtasks over checklists. Any ideas?

[@LaylaPomper]

I’d check your template setup settings. It definitely *should* copy descriptions as long as you have that I included in your template. 🤔

[@omranhaider8267]

Please help me بالنسبة للتساؤلات : How to assign basline to be compared to the updated schedule? How to activate the dependency between actiivites as after adding the relationship between 2 activities we cannot see any changes in the dates or shifting in the bars

[@LaylaPomper]

Hey Omran! Just getting caught up on comments🙈 "Shifting in the bars" makes me think you want to see this in Gantt view. So, to have this happen, you have to enable Reschedule Dependencies (help.clickup.com/hc/en-us/articles/6304547785367-Reschedule-Dependencies) inside of the ClickApp settings. Then inside the Gantt view, you can click on Show>Reschedule Dependencies. IF the Dependencies are added to the subtask - blocking - every time the parent tasks move, the subtask will follow. If they have the waiting-on dependency for the subtasks, the subtasks move the Parent Task in the Gantt view. I hope this helps!

[@omranhaider8267]

@@LaylaPomper many thx

[@amberferchaud734]

Can you create subtasks from answers in a form. Basically, I'd like answers that are put in a form to create subtasks on the main task.

[@LaylaPomper]

Not easily! 😔 You’d need to set up an Automation.

[@amberferchaud734]

@@LaylaPomper you are right about that. I ended up figuring it out. I used custom field changes, set a subtask automation. Had to create about 30 of them to get all the subtasks I needed. Yeeeeesssh. At least it's done.

[@dnewman20]

Love your video. Just a suggestion that maybe is only an issue for me but I just thought I would mention it. Your editing software seems to be removing all spaced time in your speech so it appears choppy and a little too quick for my mind. I slowed you down .75 and that helped. What it didn't help with is your screen which at time left me wondering what just happened and where you are. I had to play a couple items back to realize that you scrolled down the screen to another area you were demonstrating and then you scrolled back up. Just my 2 cents. Great content!

[@LaylaPomper]

I’m so grateful for the feedback! Thanks!

[@devarni]

I think Checklists and also Subtasks doesn't allow custom links.. this works only in the description because its only text. So the only workaround is to use subtasks and the description field?

[@LaylaPomper]

You can put links in the titles of subtasks or Checklists but, yes, Descriptions can also work!

[@tomtomico]

I actually found out that Comments are sometimes more useful, when wanting to include a picture alongside text/link

[@LaylaPomper]

Great tip!

[@evanparcon]

The funny voice though 8:56 😂 🤣

[@LaylaPomper]

😄

[@st.3m906]

Do you take notes on ClickUp? If so, do you do those via docs or tasks?

[@LaylaPomper]

Hey! We create Tasks for most things we're taking notes for and then take the notes directly in the Task. Hope this helps!

[@rafaelfeliciano2714]

Be my work wife, this was so helpful. lol

[@LaylaPomper]

😂😂😂

[@paperdaisies4811]

don't set up your status options to mirror your workflow? interesting b/c that's exactly how i was setting everything up!

[@LaylaPomper]

In most cases, no! It's easier to have simpler statuses so you can mix and match data types. :)

[@user-eq2ky6vc2o]

7:35

[@deb8911]

i just want to add the same description from a parent task to all sub-tasks

[@gdoompapi4759]

what happened at 1:58 ;-;

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Just an awkward edit! I like to think we're much better at editing now 🤣

[@darlingtonjonesimagery9247]

Pro Tip #1 is confusing what you're trying to get across. Watched the video like four times to understand and still dont think I get what you're saying

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Thanks for the feedback! I hope our more recent videos are clearer :)

[@Angelo1969s]

Thanks very helpful ! But, PLEASE, speak a bit more slowly ☺️ it’s difficult english for us

[@LaylaPomper]

Thanks for this feedback Angelo! I can't seem to shake the "east-coast" pace of speaking! I'll do my best to slow it down! 🙂 In the meantime, you can find a written transcript of this video here if it helps! processdriven.co/wiki/subtasks-vs-checklists-vs-descriptions-beginner-clickup-tutorial-to-make-sops-and-templates/

[@Superdupertyty]

Still wondering how dumb Clickup automations are -- I felt like she left us at a huge cliffhanger there :(

[@LaylaPomper]

😂

[@arayahomes4308]

I love your videos but your black and white joke at 10:45 or so was so cringeworthy. It was like one of the most cringeworthy jokes that I actually laughed haha. Terrible and funny, terribly funny... lol

[@LaylaPomper]

Yeaaaaah. Sometimes recording these videos I'm find myself going a wee bit crazy by the time I'm approaching the end of the clip. Just making sure we're all still awake! HA!