ClickUp: Free project management software

https://clickup.com/

Hello, all. I would like to introduce you to ClickUp, a completely free productivity management tool for all your current and future projects. Development teams, personal projects and even non-development activities such as marketing can be hosted and managed within ClickUp easily. I like to think of ClickUp as a better Trello.

I would like to say firsthand that as a user of ClickUp, this tool better suits my needs than Trello. I may still use Trello on occasion for some personal tracking and such, but otherwise I have plans to completely abandon Trello-based management and switch over to ClickUp.

It’d be much better to experience ClickUp and play around with it on your own time, so I’ll just talk briefly about what it is and why I’ve decided to share it here. I will be using Trello as an opposing example for showing why ClickUp has worked better for me.


What is ClickUp?

ClickUp is a free management tool that you can use for your projects. When I say free, I don’t mean that you can just start an account and have access to limited features - ClickUp has an abundance of features available to free plans for a wide variety of usage. Free plans are not trial periods, they are full plans packed with useful features. Paid plans (per team) contain very minimal gains that the occasional team may need to go above and beyond, such as:

  • Unlimited storage (file attachments)

  • More cross-platform integrations (Google Drive, DropBox, GitHub, etc)

  • Full reporting access (Worked on, team points, who’s behind, time tracked and time estimated)

  • Unlimited features (free plans have 100 uses of certain features, e.g. custom fields)

  • Permission access (viewing, commenting, editing - defaults to edit on free)

  • Two-Factor Authentication (somewhat of a bummer that payment is required to use this)

Sounds like Trello though. Why not use that?

Trello is a very limited platform where you have single-layer access. You create a team, you create a board in that team and that’s about it. Members are either admins, members, commenters or nothing. There are two paid plans; Gold and Business Class. Even then, you are very limited to what you can do. Gold offers very little expansion to a free plan and Business Class doesn’t quite suffice for teams either.

As for Trello powerups and features within plans, let’s compare them to ClickUp.

  • Trello Free allows you one powerup per board, three with Gold, unlimited with Business Class. ClickUp Free allows you to use six (or more, haven’t checked) extensions and unlimited extensions with all paid plans.

  • Trello Business Class allows you to view activity across boards. ClickUp allows you to view activity across workspaces and projects, regardless of the plan you’re using. Paid plans give you more tools to do precision inspection of space and project activities via the Reporting menu.

  • Trello Business Class allows you to create collections of boards for organisation. ClickUp FREE will allow you to do the same, in a much more organised fashion.

    • Trello Business Class: You get to create a team and within that team are several boards without much coherent organisation. The collections feature allows you to associate boards and create collections of boards to give further organisation to that mess.

    • ClickUp All Plans: You get to create a team, to which you can also create multiple spaces in. Each of these spaces can support a different topic (Development, Marketing, Corporate Plans, Community Engagement, etc). This is already organised in itself without needing to pay or do anything extraneous. Then, even more organisation! You can create projects and lists of tasks for those projects. Even more, you can view the tasks for either a single project or all projects in a list view or Trello-like board view!

When you talk about ClickUp, you mention “spaces” and “projects”. What do you mean?

Ah, the best part of a ClickUp organisation. If we’re going to compare the two, think of it like this:

  • Trello cards are tasks in ClickUp, except ClickUp tasks have more to offer. Instead of just checklists, you can have nested checklists and subtasks (subcards in Trello terms, though Trello isn’t as cool to have those).

  • Trello lists are task statuses in ClickUp, except ClickUp task statuses are cooler and have much more organisational use than lists or cards with labels. You can display statuses in a list view or a Trello-like board view. You can change task status (list) colours, names and perform actions on parts of an entire list.

    • A note on labels: Trello labels are like tags in ClickUp, except you have access to an entire colour pallette instead of ~9 basic colours with Trello. Once you’ve organised your tasks into various statuses, you can even further organise them with tags. The amount of organisation ClickUp offers you is crazy.
  • Trello boards are lists and projects in ClickUp. Lists are part of projects that contain sets of tasks to be handled, while projects contain those lists. Projects can have many lists and you can view the tasks of all lists or isolated lists. This allows you to divide projects up into different subjects.

  • Trello teams are spaces and teams in ClickUp. Spaces can be used to split up topics. Like, you can have a Development space containing projects related to development and a Marketing space that allows members of your Marketing team to handle tasks. Each space can support different task statuses for projects and can be assigned to varying members of a team. Teams are like Trello teams, except they contain all your spaces and such in one convenient place.

Can we see some examples to better understand the difference?

Of course! I will show an example of two different development boards, one in Trello and one in ClickUp. A lot of details are omitted from both boards for obvious reasons, but there’s just enough to show you each of them at work.

Keep in mind that these are all real boards used in active projects I am working on. They are not examples from the ClickUp team, nor are they boards I created off the fly to demonstrate their usefulness. I have used them both.

Trello without Gold or Business Class

ClickUp without a paid plan


Feel free to drop me a response if you have any comments or questions about ClickUp or Trello, I’d be happy to answer them to the best of my ability. I’ve done what I could to showcase ClickUp hopefully enough to entice you to give it a try. :slightly_smiling_face:

It may require some playing around-with in the beginning, but once you learn how to get around a bit after some time using it, it comes very naturally. I already have three ClickUp teams running at the moment and it’s been less than three months since I first started using it (one I’m a member of a fairly large team, the other two are personal teams).

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Thanks for introducing this to me! I’ll probably use this over Trello now (mainly because it has a dark mode :stuck_out_tongue:)

The only problem for me is whenever I open a card, it takes a second for it to load, whereas on Trello, whenever you open a card, it instantly shows everything in it, aside from comments. Is there a fix for this or do I have to deal with it? It makes the whole website just feel really unresponsive to me.

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Oh, I just looked it up and in the beta 2.0 version, it is apparently smoother.

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I’m honestly not quite sure about loading times. In my experience, Trello loads everything immediately after a small buffer of time (<1 second usually), while ClickUp has an animation before opening the card (also ~1 second). The two speeds match each other for me and I haven’t had much issue in that regard.

I’m using ClickUp 2.0 by default (which you realised with the post below), so try switching over to that if you can and see how the website acts for you. ClickUp 2.0 is the content linked in the thread, I don’t know how ClickUp 1.0 functions.

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Alright, thanks. I’m using ClickUp 1.0, if you haven’t noticed.

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Over on my side of the fence, we’ve been successfully using ClickUp, up to and including managing our contractor’s task-assignment with extreme success!

Thanks for the great introduction to the platform! I’ll definitely be linking this to newcomers to our teams.

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ClickUp is a godsend and anybody who doesn’t use it is a :clown_face:. And BTW, 2.0 is only available to 5,000 teams right now. It will fully release some time in July.

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Ah, I need this for get over time 10k of ads… Manage my group in a game, that good. I have a suggestion, we can do ads if you have beta access?

Just to add on…
Clickup is really good especially I’ve been using for roughly a year now and it’s reliable and stable with a little exception of their app on iOS and Android as it’s a bit glitchy other than that it’s really good especially to monitor training sessions if you have a group. You can also create your own API Apps. I really do love this application as you can see, lol.

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I don’t understand what you’re trying to say when you’re saying ads?
I might be misunderstanding.

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Yikes. I might be completely confusing 1.0 and 2.0, lol. For the time being, I’ve clipped that out of the post (and it’s not particularly relevant to include there either). They look similar so I just assumed that I’m working with ClickUp 2.0, but that may not be the case.

If anyone knows what the version I pictured is, please do feel free to leave a comment for the sake of knowledge. It’d help to clarify the back and forth (mostly in the first four posts) to understand what version is at work when you sign up for and create a ClickUp team or space.

Even so, it wouldn’t matter too much; ClickUp 2.0 will eventually be publicly released as mentioned, so the features will be available once it’s fully released. I’ll make a little note when that happens if I remember and update the post accordingly.

:slightly_smiling_face:

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I don’t know what 2.0 looks like, so I can’t say which version the images are from, but unless you have an option to switch to 2.0 in your profile dropdown, it’s 1.0. Also, here’s where I got the information about the 2.0 release date: https://docs.clickup.com/articles/2966771-how-to-switch-to-2-0.

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Time to upgrade. :wrench:

Let’s see this in action soon™.

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I’ve been using ClickUp for a while now and this article is great! I’m sure that many others will give this a try and this will definitely improve organization for many.

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I agree with you, I have been extremely successful with using ClickUp. I am able to expertly manage my tasks and goals with ease and proficiency. With the addition of the IOS app, I am able to easily add tasks to my spaces while I am away. ClickUp truly is a blessing to us all.

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You don’t compare ClickUp at all with hacknplan. Maybe because hacknplan is lesser known, but it seems to provide more features than ClickUp. Hacknplan has default sorting for programming, art, marketing, etc, as well as cards, subtasks, dependencies, due dates, statistics, and more. Pretty much everything is free, and the only major limitation is upload space which I don’t really reach anyways. Is there any reason I should change to ClickUp from hacknplan?

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After looking at both of the services, the biggest break for me is the DevOps integration in ClickUp, while hacknplan does have devops, there is a paywall regarding that aspect. This is just my own personal take on both of these services, devops runs a very important role for some of my projects and hacknplan just doesn’t seem to cut it for me. I personally won’t be using either of those services since I’m already settled with other software, but it’s nice to know about the competitors in the market.

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I specifically chose Trello to go up against ClickUp because I have personally used both services and I see Trello very commonly used on Roblox either as a substitute database via it’s GET API or as a full project management center.

I’ve never actually used hacknplan and it’s not very well known on the Roblox platform from what I can see. I can’t quite offer you any concrete comparison between the two.

As far as I’ve seen by briefly skimming over it though, it seems that hacknplan is more dedicated towards game design and development. I don’t know if you can get more usage out of it aside from just, however ClickUp is productivity management for any team that supports a concept-to-reality flow. I also see:

  • ClickUp Unlimited (per user) is a cheaper option at CA$6.56/user/month and covers everything I’d actually need, plus a few features I may need for larger teams (e.g. permissions).

  • HacknPlan Studio is a more expensive option at CA$8.94/user/month. It unlocks features that I would need for some of my teams such as permissions, templating and importance.

    • Why not Personal Plus? Because that only gives me benefits, not my team. I may need some of my team to access locked features, therefore I can’t pay only for myself. I am a fan of accommodating my employees the best I can.

    • Personal Plus unlocks features that you receive in ClickUp FREE plans for ALL members. This includes multiselection, time tracking and integrations (although has a low cap, you realistically don’t need more than the cap of Free integrations).

I may need to look at the actual software to get a glimpse of which one may be better and how I can convince you to believe my pitch. For now though, as far as a brief skim goes, I’m not biting the hook that HnP is better than ClickUp or offers more. It might, but at a cost, whereas ClickUp offers those options free and works for all forms of productivity.

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Whats the little tags you have?
Under some tasks it says: “gameplay”, “major”, etc.
I can’t find that in Clickup

ClickUp allows you to create custom tags.