The Optimal Flowlearn
Work systems
ClickUp

Teamwork in ClickUp

Learn to organise and update work in ClickUp, find relevant information and coordinate with your team through tasks, views and shared working agreements.

Introductory8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you need a shared way to find tasks, update work and leave context for others in ClickUp.

Another option to consider

ClickUp workspace administrationIf you are responsible for designing hierarchies, statuses, fields and access, choose workspace administration.
Hours and sessions
8 hours live · 4 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Create and update tasks with clear context, owners and dates.

  2. 02

    Use views and filters to find and organise individual and shared work.

  3. 03

    Leave useful documentation and communicate progress or handovers within the team's agreed workflow.

A proposed programme

You will follow the preparation of a monthly delivery for a fictional client: find their requests, update a task and pass the work for review. The workspace and statuses will already be set up. Practise viewing the same tasks from different perspectives and leaving the information a colleague needs to continue without creating another copy.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Navigate the workspace

Hierarchy, tasks and views to understand where each type of work belongs.

You will work on

  • Explore the practice workspace and distinguish the Space, Folders where used, Lists and tasks involved in the process.
  • Find the delivery for the correct period and open the documentation linked from its task.
  • Recognise that List and Board views present the same tasks in a different arrangement.
Practice
Find the fictional client's delivery List and retrieve the current month's task from two views, checking that it is the same task.
How you will check it
The participant finds the right task, identifies its List and finds the reference without duplicating the work.
02

Prepare and track tasks

Statuses, owners, dates and filters applied to your process.

You will work on

  • Complete a task with an owner, date, description and delivery criterion in the available fields.
  • Update its status to match the actual work and find tasks by assignee, date or status using filters.
  • Check the period of each recurring delivery to distinguish a new edition from a task that is still outstanding.
Practice
Prepare the monthly delivery, assign its review and find it using a filter; compare its dates and period with the previous delivery.
How you will check it
A task for the correct period with consistent details and a filter for finding it, without presenting an old delivery as a new one.
03

Coordinate without duplication

Comments, documents and agreements for updating information and communicating blockers.

You will work on

  • Link shared instructions and record changes in the task, avoiding contradictory documentation.
  • Write a handover comment with completed work, outstanding work and who continues; check they have access.
  • Handle a review that requests changes and close the task only when its result meets the agreed criterion.
Practice
Pass the delivery to another participant, who will identify an outstanding detail in the draft; record the correction and repeat the review.
How you will check it
A handover with a shared reference and a traceable review; the task remains open while the necessary detail has not been checked.

A monthly delivery someone else can continue

Teaching example

Suggested practice: organise a department's recurring requests in a prepared list, update its tasks and document the handover of one task to a colleague. The exercise and agreements are defined around the group's experience and work.

Fictional classroom case. A team prepares a monthly report for client Faro. The practice List contains tasks for two periods and shared instructions. Ana prepares the draft and Diego reviews the information before delivery.

Starting point
The task “Client report” does not identify the month or reviewer. It links to an old copy of the instructions and one detail in the draft is still outstanding.
First attempt
The first attempt creates a new task to request the review, leaving the original marked complete. The two tasks separate the review comment from the draft and the outstanding detail becomes hidden.
What we review
The trainer asks the participant to return to the current period's task, keep it in review, link the shared instructions and record the outstanding detail in the handover to Diego. The filter must include the review status so the task does not disappear from view.
Result
The task identifies its period, retains the draft and conversation and names Diego as responsible for the review. The outstanding detail remains visible; the delivery is closed after it has been checked, without creating another task for the same review.

One task, from draft to delivery

  1. Prepare

    • October report

      Ana · draft and instructions linked

  2. Review

    • Check outstanding detail

      Diego · keep the review open

  3. Close

    • Delivery checked

      Close when the agreed criterion has been met

Teaching illustration of a fictional case; this is not a ClickUp screenshot.

Before calling it complete

  • The task belongs to the current period and can be found using the exercise's filter.
  • Shared instructions, the draft and the comment can be found from the same task.
  • Diego can open the information and knows which detail to review before closing.

Four sessions to put it into practice.

Reference edition · 8 h live

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice and review take place during the sessions in a prepared workspace, with features adapted to the available plan and permissions. Any preparation or additional work is agreed before the programme starts.

  1. Session 12 h

    Find work for the correct period

    Explore the prepared structure and use List and Board views to find a delivery and its instructions.

    By the end

    A task identified with its period and shared reference.

  2. Session 22 h

    Update and retrieve tasks

    Practise owners, dates and statuses; use filters to prepare follow-up for the monthly delivery.

    By the end

    An updated task the participant knows how to find again.

  3. Session 32 h

    Document and hand over for review

    Link instructions, write a useful handover and check that another person can continue the work.

    By the end

    A delivery awaiting review with context and an owner.

  4. Session 42 h

    Correct and close the case

    Simulate a requested change, correct the draft and check the delivery criterion before closing the task.

    By the end

    A traceable review and working agreements for the next period.

If your team needs to go further

  • Designing hierarchies, permissions, statuses for multiple teams, templates or automations is covered in ClickUp administration and requires a separate scope.
  • Configuring automatic recurrence, integrating apps or migrating real projects requires agreed rules and permissions; this edition practises tracking deliveries that are already prepared.

Learn with someone who designs work systems.

Guillermo Mascaraque Piña

Guillermo Mascaraque Piña

Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

ClickUp Solutions Partner

ClickUp Solutions Partner

Our experience as a ClickUp Solutions Partner helps put the organisation of spaces, projects and work processes into context.

Our partner profile ↗

The partnership belongs to The Optimal Flow. Learn’s certificate is issued by TOF; it is not a vendor certification.

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

Work systems

Teamwork with agile methods

To agree priorities, capacity and reviews alongside the work recorded in ClickUp.

View course

What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnClickUp

Teamwork in ClickUp

Learn to organise and update work in ClickUp, find relevant information and coordinate with your team through tasks, views and shared working agreements.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice and review take place during the sessions in a prepared workspace, with features adapted to the available plan and permissions. Any preparation or additional work is agreed before the programme starts.

Who it is for

Teams starting with ClickUp or consolidating its everyday use for tasks and projects. No workspace administration knowledge is required.

By the end you will be able to

  • Create and update tasks with clear context, owners and dates.
  • Use views and filters to find and organise individual and shared work.
  • Leave useful documentation and communicate progress or handovers within the team's agreed workflow.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Find work for the correct period

    Result: A task identified with its period and shared reference.

  2. Session 2 · 2 h

    Update and retrieve tasks

    Result: An updated task the participant knows how to find again.

  3. Session 3 · 2 h

    Document and hand over for review

    Result: A delivery awaiting review with context and an owner.

  4. Session 4 · 2 h

    Correct and close the case

    Result: A traceable review and working agreements for the next period.

Before we begin

A ClickUp account, access to a practice workspace and a working example as a reference. Features are adapted to the available plan and permissions; this everyday-use course does not require participants to configure or administer the workspace.

We will prepare a List with statuses and deliveries for two periods, fictional documentation and List and Board views. We will check that participants can edit tasks, comment and practise filters in the agreed environment. Configuring workspace hierarchies, statuses or automatic recurrence is not required.

Your trainer

Guillermo Mascaraque Piña
Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/training/courses/clickup-teamworkinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnTeamwork in ClickUp

What we will work on

Navigate the workspace

  • Explore the practice workspace and distinguish the Space, Folders where used, Lists and tasks involved in the process.
  • Find the delivery for the correct period and open the documentation linked from its task.
  • Recognise that List and Board views present the same tasks in a different arrangement.

Practice: Find the fictional client's delivery List and retrieve the current month's task from two views, checking that it is the same task.

Prepare and track tasks

  • Complete a task with an owner, date, description and delivery criterion in the available fields.
  • Update its status to match the actual work and find tasks by assignee, date or status using filters.
  • Check the period of each recurring delivery to distinguish a new edition from a task that is still outstanding.

Practice: Prepare the monthly delivery, assign its review and find it using a filter; compare its dates and period with the previous delivery.

Coordinate without duplication

  • Link shared instructions and record changes in the task, avoiding contradictory documentation.
  • Write a handover comment with completed work, outstanding work and who continues; check they have access.
  • Handle a review that requests changes and close the task only when its result meets the agreed criterion.

Practice: Pass the delivery to another participant, who will identify an outstanding detail in the draft; record the correction and repeat the review.

A fictional classroom case

A monthly delivery someone else can continue

Fictional classroom case. A team prepares a monthly report for client Faro. The practice List contains tasks for two periods and shared instructions. Ana prepares the draft and Diego reviews the information before delivery.

By the end of the exercise: The task identifies its period, retains the draft and conversation and names Diego as responsible for the review. The outstanding detail remains visible; the delivery is closed after it has been checked, without creating another task for the same review.

Extensions agreed separately. Designing hierarchies, permissions, statuses for multiple teams, templates or automations is covered in ClickUp administration and requires a separate scope. Configuring automatic recurrence, integrating apps or migrating real projects requires agreed rules and permissions; this edition practises tracking deliveries that are already prepared.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/training/how-we-teach
Course online · theoptimalflow.com/en/training/courses/clickup-teamworkinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026