ClickUp Automation

Comprehensive skill for automating ClickUp workspace and task management.

Core Concepts

Workspace Hierarchy

CLICKUP HIERARCHY:

┌─────────────────────────────────────────────────────────┐

│ 🏢 WORKSPACE                                            │

├─────────────────────────────────────────────────────────┤

│   ├── 📁 SPACE: Engineering                             │

│   │   ├── 📂 FOLDER: Q1 Projects                       │

│   │   │   ├── 📋 LIST: Feature Development             │

│   │   │   │   ├── ✅ Task: Implement Auth              │

│   │   │   │   │   └── ☑️ Subtask: OAuth setup          │

│   │   │   │   └── ✅ Task: Build API                   │

│   │   │   └── 📋 LIST: Bug Fixes                       │

│   │   └── 📂 FOLDER: Infrastructure                    │

│   │                                                     │

│   ├── 📁 SPACE: Marketing                               │

│   │   └── 📋 LIST: Content Calendar                    │

│   │                                                     │

│   └── 📁 SPACE: Operations                              │

└─────────────────────────────────────────────────────────┘

Task Structure

task_structure:

  required:

    name: "{{task_name}}"

    list_id: "{{list_id}}"

  optional:

    description: "{{description}}"

    assignees: ["user_id_1", "user_id_2"]

    tags: ["feature", "priority"]

    status: "Open"

    priority: 2  # 1=Urgent, 2=High, 3=Normal, 4=Low

    due_date: "2024-01-20"

    start_date: "2024-01-15"

    time_estimate: 28800000  # milliseconds (8 hours)

  custom_fields:

    - id: "field_id"

      value: "custom_value"

  checklists:

    - name: "Acceptance Criteria"

      items:

        - name: "Requirement 1"

          resolved: false

Automation Rules

Built-in Automations

automations:

  - name: auto_assign_on_create

    trigger:

      type: task_created

      list_id: "list_123"

    conditions:

      - tag_contains: "design"

    actions:

      - add_assignee: "design_lead_id"

      - set_priority: high

  - name: due_date_reminder

    trigger:

      type: due_date

      before: 1_day

    actions:

      - send_notification:

          to: assignees

          message: "Task due tomorrow: {{task.name}}"

      - add_tag: "due-soon"

  - name: status_change_workflow

    trigger:

      type: status_changed

      to: "In Review"

    actions:

      - remove_assignee: "{{previous_assignee}}"

      - add_assignee: "reviewer_id"

      - add_comment: "Ready for review @reviewer"

  - name: complete_parent_task

    trigger:

      type: all_subtasks_done

    actions:

      - set_status: "Complete"

      - add_comment: "All subtasks completed ✓"

Advanced Automations

advanced_rules:

  - name: sprint_rollover

    trigger:

      type: schedule

      cron: "0 0 * * 1"  # Monday midnight

    conditions:

      - status_not: "Complete"

      - due_date_passed: true

    actions:

      - move_to_list: "{{next_sprint_list}}"

      - update_due_date: "+7 days"

      - add_comment: "Rolled over from previous sprint"

  - name: escalation_workflow

    trigger:

      type: task_blocked

      duration: 48_hours

    actions:

      - set_priority: urgent

      - notify: manager

      - add_watcher: "manager_id"

      - add_tag: "escalated"

Views & Layouts

View Types

views:

  list_view:

    type: list

    group_by: status

    sort_by: priority

    columns:

      - name

      - assignees

      - due_date

      - priority

      - time_estimate

  board_view:

    type: board

    group_by: status

    card_fields:

      - assignees

      - due_date

      - tags

      - subtasks_count

  calendar_view:

    type: calendar

    date_field: due_date

    color_by: priority

  timeline_view:

    type: timeline

    start_field: start_date

    end_field: due_date

    dependencies: true

  workload_view:

    type: workload

    capacity_field: time_estimate

    group_by: assignee

Dashboard Widgets

dashboard:

  widgets:

    - type: sprint_burndown

      list_id: "current_sprint"

    - type: workload

      space_id: "engineering"

      period: this_week

    - type: task_status

      filter:

        assignee: me

    - type: time_tracked

      group_by: project

      period: this_month

    - type: goals_progress

      folder_id: "q1_goals"

Time Tracking

Time Entry Configuration

time_tracking:

  settings:

    billable_default: true

    rounding: 15_minutes

    require_description: false

  entry:

    task_id: "task_123"

    start: "2024-01-15T09:00:00Z"

    end: "2024-01-15T11:30:00Z"

    duration: 9000000  # 2.5 hours in ms

    billable: true

    description: "Development work"

  reports:

    - type: user_summary

      period: this_week

      group_by: task

    - type: project_summary

      period: this_month

      group_by: user

Time Reports Dashboard

TIME TRACKING - THIS WEEK

═══════════════════════════════════════

TOTAL: 32h 45m

BY PROJECT:

Feature Dev   ████████████████ 18h 30m

Bug Fixes     ████████░░░░░░░░ 8h 15m

Meetings      ████░░░░░░░░░░░░ 4h 00m

Admin         ██░░░░░░░░░░░░░░ 2h 00m

BY DAY:

Mon    █████████████████ 7h 30m

Tue    ███████████████░░ 6h 45m

Wed    ██████████████░░░ 6h 15m

Thu    ████████████████░ 7h 00m

Fri    ███████████░░░░░░ 5h 15m

BILLABLE: 28h 00m (85%)

Goals & OKRs

Goal Structure

goals:

  - name: "Q1 Product Goals"

    type: folder

    targets:

      - name: "Ship v2.0"

        type: true_false

        due_date: "2024-03-31"

      - name: "Reduce bug count"

        type: number

        start: 45

        target: 10

        unit: "open bugs"

      - name: "Increase test coverage"

        type: percentage

        start: 65

        target: 85

    key_results:

      - task_list: "v2.0_features"

        measure: tasks_completed

Goal Dashboard

Q1 GOALS PROGRESS

═══════════════════════════════════════

Ship v2.0

████████████████████ 100% ✓

Completed on March 28

Reduce Bug Count

████████████████░░░░ 78%

Current: 15 | Target: 10

Increase Test Coverage

██████████████░░░░░░ 72%

Current: 79% | Target: 85%

OVERALL Q1: 83% Complete

Templates

Task Templates

task_templates:

  - name: "Bug Report"

    status: "Open"

    priority: high

    tags: ["bug"]

    description: |

      ## Bug Description

      {{description}}

      ## Steps to Reproduce

      1.

      2.

      3.

      ## Expected Behavior

      ## Actual Behavior

      ## Environment

      - Browser:

      - OS:

      - Version:

    checklists:

      - name: "Bug Fix Workflow"

        items:

          - "Reproduce bug"

          - "Identify root cause"

          - "Implement fix"

          - "Write tests"

          - "Code review"

          - "Deploy"

  - name: "Feature Request"

    status: "Backlog"

    custom_fields:

      story_points: null

    checklists:

      - name: "Feature Workflow"

        items:

          - "Requirements defined"

          - "Design approved"

          - "Implementation"

          - "Testing"

          - "Documentation"

Integrations

Slack Integration

slack_integration:

  notifications:

    - trigger: task_created

      channel: "#project-updates"

      include: [name, assignees, due_date]

    - trigger: status_changed

      to: "Complete"

      channel: "#wins"

      message: "✅ {{task.name}} completed by {{user.name}}"

  commands:

    /clickup:

      - create_task

      - my_tasks

      - log_time

GitHub Integration

github_integration:

  branch_naming:

    pattern: "{{task.id}}-{{task.slug}}"

  automations:

    - trigger: branch_created

      actions:

        - set_status: "In Progress"

        - add_comment: "Branch created: {{branch.name}}"

    - trigger: pr_opened

      actions:

        - set_status: "In Review"

        - link_pr: "{{pr.url}}"

    - trigger: pr_merged

      actions:

        - set_status: "Complete"

API Examples

Task Operations

// Create Task

const task = await clickup.tasks.create(listId, {

  name: "Implement user authentication",

  description: "Add OAuth2 support",

  assignees: [userId],

  priority: 2,

  due_date: Date.now() + 7 * 24 * 60 * 60 * 1000,

  time_estimate: 28800000,

  custom_fields: [

    { id: "field_id", value: "5" }

  ]

});

// Update Task

await clickup.tasks.update(taskId, {

  status: "In Progress",

  assignees: { add: [newUserId] }

});

// Add Time Entry

await clickup.timeEntries.create(taskId, {

  start: Date.now() - 3600000,

  duration: 3600000,

  billable: true

});

// Create Checklist

await clickup.checklists.create(taskId, {

  name: "Acceptance Criteria"

});

Best Practices

• Hierarchy Design: Spaces → Folders → Lists

• Consistent Statuses: Standardize across lists

• Custom Fields: Track key metrics

• Automations: Reduce manual work

• Time Tracking: Enable for capacity planning

• Templates: Standardize task creation

• Goals: Align tasks with objectives

• Views: Configure for different needs