Beginner
How to set up spaces and folders on ClickUp
Quick Answer
Setting up spaces and folders in ClickUp involves creating organizational containers for your projects. Spaces act as top-level departments while folders group related lists and tasks within those spaces.
Prerequisites
- Active ClickUp account
- Admin or team owner permissions
- Basic understanding of project organization
- Access to a ClickUp workspace
1
Navigate to your workspace
Log into ClickUp and ensure you're in the correct workspace. Click on your workspace name in the top-left corner if you need to switch workspaces. You'll see the sidebar with your current spaces listed below the workspace name.
Tip
Make sure you have the necessary permissions to create spaces and folders in your workspace.
2
Create a new space
In the left sidebar, click the + New Space button or the + icon next to Spaces. Enter a descriptive name for your space (e.g., 'Marketing Team', 'Product Development'). Choose a color and icon to help visually distinguish this space from others.
Tip
Use clear, department-based naming conventions to make spaces easily identifiable by all team members.
3
Configure space settings
After creating the space, click on the Space Settings gear icon next to your new space name. Set privacy levels (Private or Public), add team members by clicking + Add Members, and configure permissions for different user roles. Enable or disable features like time tracking, custom fields, and integrations as needed.
Tip
Start with basic settings and adjust permissions later as your team's needs become clearer.
4
Create folders within the space
Inside your new space, click the + New button and select Folder from the dropdown menu. Name your folder based on project types or categories (e.g., 'Q1 Campaigns', 'Client Projects'). You can create multiple folders to organize different aspects of your work within the space.
Tip
Keep folder names concise but descriptive - aim for 2-3 words maximum for better readability.
5
Organize folder hierarchy
Drag and drop folders to reorder them within the space. Click on a folder and select Folder Settings to add descriptions, set colors, and configure folder-specific permissions. You can also create subfolders by right-clicking on an existing folder and selecting Add Subfolder.
Tip
Avoid creating too many nested levels - keep your hierarchy simple with maximum 2-3 levels for optimal navigation.
6
Add lists to folders
Click on a folder and then click + New List to create lists within your folder structure. Name your lists based on specific projects, workflows, or task categories. Configure list views, statuses, and templates according to your team's workflow requirements.
Tip
Use consistent naming patterns across lists to maintain organization as your workspace grows.
7
Set up folder templates and automation
In the folder settings, click on Templates to create reusable folder structures. Set up Automations by clicking the automation icon to streamline repetitive tasks like status updates and assignments. Configure Goals if you want to track progress at the folder level.
Tip
Templates save significant time when creating similar project structures repeatedly.
Troubleshooting
Cannot see the option to create new spaces
Check your user permissions - only workspace admins and owners can create spaces. Contact your workspace administrator to request space creation rights or ask them to create the space for you.
Folders are not appearing in the correct order
Use the drag-and-drop functionality to manually reorder folders within a space. Click and hold the folder name, then drag it to the desired position in the sidebar.
Team members cannot access created spaces or folders
Go to Space Settings and check the privacy settings. Add team members manually by clicking + Add Members and ensure they have appropriate permissions assigned.
Unable to delete or modify existing folders
Ensure you have admin rights for the space and that the folder is empty of active tasks. Move or complete all tasks first, then right-click the folder and select Delete Folder from the context menu.
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