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Are you feeling overwhelmed by task overload and wish there was a way for ClickUp to present exactly what you need when you need it? You’re in luck. With the right setup, ClickUp has the ability to cut through the noise and give you clarity in the middle of chaos.
Yvonne shows how you can take full control of your workspace using ClickUp’s Custom Views.
Instead of scrolling through endless tasks or feeling buried under notifications, Custom Views allow you to build a system that works with your brain—not against it.
Whether you’re managing client work, internal projects, or personal to-do lists, mastering this feature opens the door to a streamlined, focused, and personalized experience that adapts to your unique working style.
Understanding the Power of ClickUp Custom Views
Custom Views in ClickUp are more than just a tool—they’re a powerhouse for productivity. Yvonne emphasizes the often-undervalued potential of this feature. With ClickUp’s Custom Views, you can configure your workspace to display specific information in a way that resonates with how your brain processes data best. Whether you’re creating a simple to-do list highlighting urgent tasks or designing a client tracker pinpointing necessary actions, ClickUp Custom Views provide immense flexibility tailored to your needs.
Introduction to ‘Me Mode’ and Its Functionalities in ClickUp
The first step toward mastering ClickUp Custom Views involves “Me Mode,” a feature available within the platform. Me Mode in ClickUp allows you to focus solely on your tasks, eliminating team tasks from your view. Yvonne highlights an important aspect of this feature: once activated, it persists across all areas of ClickUp, ensuring consistent focus wherever you navigate within your workspace.
However, a unique aspect surfaces when exploring its interaction with the Everything View. While Me Mode typically remains active everywhere, customizing it within specific views allows for personalization—displaying tasks relevant to the individual user based on who is logged in to ClickUp.
Diving into ClickUp’s ‘Everything View’
ClickUp’s Everything View acts as an all-encompassing lens into your workspace, showcasing every task and project across spaces, folders, and lists. As pointed out by Yvonne, a potential limitation exists: full-on guests, or unpaid members, don’t have access to this feature. For paid accounts, the ClickUp Everything View offers an overarching perspective, essential for complete visibility of your team’s workload.
Custom Views Unpacked: The Framework of ClickUp’s Flexibility
The magic truly unfolds when you start constructing Custom Views in ClickUp. This feature thrives on customizing the display of identical information across different views. Yvonne explains how it adheres to ClickUp’s hierarchy: a Custom View placed under “Everything” integrates data from all spaces and folders beneath it, whereas a view at the space level pulls from folders and lists within that space alone.
One compelling customization for a Custom View in ClickUp is creating a dynamic task list where the layout and functionality resonate with personal preferences and project demands. Yvonne guides through configuring these views—altering layout options, sorting tasks by priority or due date, and addressing the need for clarity through settings like showing subtask parent names and task locations.
Building a Custom Task List in ClickUp
For users whose core requirement is managing daily tasks efficiently, crafting a My Tasks view in ClickUp under the Everything space proves advantageous. This involves selecting the appropriate view—be it list, Kanban, or box—based on your preference, and setting parameters around what becomes visible.
Under layout options, by default, tasks can be filtered and sorted according to individual needs, enabling you to readily identify what warrants immediate attention. With simple toggles, sortings by due date or priority can be manipulated to ensure your highest-priority tasks surface prominently in ClickUp.
Harnessing the Full Potential of Custom Views
In closing, Yvonne Heimann reaffirms the boundless potential of ClickUp Custom Views to transform chaotic task environments into calm and focused productivity frameworks. The utility lies not merely in viewing tasks but in personalizing those views to reflect each user’s unique workflow demands.
Whether aiming at team-specific views or workflow-based configurations, ClickUp’s adaptive nature is clear: it molds to you, putting the power in your hands without forcing process changes. This journey into Custom Views is only a glimpse into what’s possible, hinting at further explorations and optimizations available through Yvonne’s comprehensive ClickUp training offerings.
Final Thoughts
Embrace the potential of ClickUp Custom Views to streamline your workload and maximize productivity. For those eager to delve deeper into ClickUp’s offerings, Yvonne’s free training sessions provide in-depth strategies for its robust features. Click the sign-up link HERE
And join these invaluable sessions and stay ahead on your productivity journey.
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Video Transcription:
Yvonne Heimann [00:00:00]:
Today we are diving into one of my absolute most favorite features in ClickUp. Custom Views. And after watching this, you know exactly why. Now you might be thinking Custom Views. It’s nothing fancy. Oh my God. You would not believe how much power is in there and how undervalued this feature really is. If you are tired of drowning in task overload and wish ClickUp would just show you what you need like right now, this is going to be your game changer.
Yvonne Heimann [00:00:34]:
A total game changer for productivity. A total game changer for focusing on what needs to get done. Custom Views are like having your own personal command center. Within ClickUp you can take all of that information that is living in your workspace and display exactly what you need and how your brain best processes information. Whether you want a simple to do list that only shows you your most urgent tasks, or a client tracker that highlights exactly what needs attention today, you can build it. And really simple. What you about to watch is a snippet from one of my free ClickUp webinars where I break down powerful features like this one. And if you’re loving these tips and want more productivity tips, tricks, hacks, trainings, webinars, whatever you want to call it, the link to join our next session is waiting for you in the description.
Yvonne Heimann [00:01:33]:
And now let’s jump in and transform just how you use ClickUp. Now, the first thing I wanted to make sure you know right in the beginning. Me Mode. Me Mode is possible in two different variations. That’s our first one. Me mode is once a button right up here. You can find this anywhere and everywhere in ClickUp. So if I go into a space level and I’m actually in a list view, there’s the Me Mode button. You can choose what Me mode does if it’s Me mode for your comments, your subtask, your checklists, all of it.
Yvonne Heimann [00:02:15]:
Me mode ensures you only see your tasks, your team tasks are gone. Everything that is not assigned to you now suddenly disappears. Little bit of a downside and that’s actually where we are coming into the next feature already is when you turn on Me mode, it stays on. It is everywhere. No matter where you go, in any kind of folder, in any kind of list, this Me mode stays on. Where this feeds into our next feature is the Everything view. I love the Everything view. And I was surprised out of the last webinar we did that some didn’t know what the Everything view does.
Yvonne Heimann [00:03:02]:
The Everything view itself shows you everything. Every little space, every little folder, every little list, everything that is happening. Little bit of A downside, your guests do not have Everything view. Now when I say guests, I mean full on guests. I don’t mean company guests that are still paid. So anybody that is free in your account that you do not pay for that type of guest and click Lookup does not have Everything view because they can’t be added to spaces. Now how these two features connect the everything view with the Me mode, you can see it’s turned on right here, right now. However, if I go into another list, it’s not turned on.
Yvonne Heimann [00:03:51]:
Me mode is off here. If I go into everything into my task list, it’s turned on. And I just told you when you turn on Me mode, it’s on everywhere. So what’s happening here? In this specific case we set up a custom list view. Little hint that might be our next feature. We are talking about where we went in and actually customized this view. So this specific view was set up in a way that I have a daily running list of my tasks. And now when we go into customize this view, you have a whole bunch of different settings in here where you can choose how you want things to be shown. Under the layout options.
Yvonne Heimann [00:04:41]:
We turned on the default meote. Whole bunch of stuff happening there. Me Mode using the button on the top right turns it on across your whole workspace and stays on. If you are in a specific custom view which we dive into here in just a second and you turn it on in the custom view settings on top under layout options, you default it to Me mode. It is only going to default to Me mode in that specific list. Now what does that mean? That means you potentially can build a list of tasks that says my tasks. Perfect running to do list of what’s overdue, what’s due today, what’s due tomorrow. And you default it to me mode which means if you go there, you see all of your to do tasks. If Amanda goes there, she sees all of her tasks because it’s Me mode.
Yvonne Heimann [00:05:42]:
She is the one going there. Her tasks are the ones shown. So with that you can build kind of like an interactive to do list that is based on who is logged in and who is looking at it. With this, I already gave you a little bit of an idea when it comes to custom lists. We got a couple of things that are getting now really fun. Custom views is this fun stuff up here where we can click the view button and build things. Custom views is a different way of showing the same information in different views. That means it also follows the ClickUp hierarchy. If we put a custom View in everything.
Yvonne Heimann [00:06:34]:
I’ll show you visually here in just a second. It pulls information from all the spaces and all the folders and all the lists underneath. It always follows that hierarchy of ClickUp. You can also build a custom view in a space level, which means it only pulls the information from that specific space, those folders in that specific space, and those lists in those specific space. Same play. You can build a custom view in a folder and it’s going to pull only all of the lists in those folders. Where that is important is if you build a custom view and you build a custom field, you pull a custom field into that view. As of right now, I know ClickUp is working on this.
Yvonne Heimann [00:07:19]:
It holds that custom field up. Custom views again, same information, different view. You’ve already seen the list view. This is what you see behind. We got the Gantt charts, we got the calendar views. We can pull in docs, we can do the Kanban view. We can have forms. Forms however are not available all the way on top because it collects information that needs to go into a list.
Yvonne Heimann [00:07:46]:
So a form is only connected to a list. We have table views, we have all kinds of views. Where I want to start you today so you start getting a good understanding of custom views is a specific list view. What this does is for example in everything view with everything going on everywhere, a perfect custom view is a my task view. We have the use case of I just need a to do list. I just need to know what I need to get done today. So how we do this is again in everything view which means only full member have access to this capability and this feature. We go into view and we choose a list view.
Yvonne Heimann [00:08:30]:
If you prefer a Kanban view or I think they renamed it finally it used to be box view. You can do so too. The filtering is going to be the exact same thing. So let’s do this My daily tasks. So you name your list view. What do we want to have happen in this specific custom view? We already talked about that. This is a me to do list. So we’ll default this to me mode.
Yvonne Heimann [00:08:59]:
Only my tasks are shown. I don’t need to know everybody else that’s going on. What kind of other things do we like to see here? We don’t need to show closed in there. I do want to see all of the tasks no matter if they are housed in other lists and the subtasks. By the way, great feature that rolled out ‘move the view’. We didn’t have that in the past. I do like to see subtask parent names. That’s the little breadcrumbs on top of your task.
Yvonne Heimann [00:09:31]:
That tells you where that what the main task name is but also the task location. You saw how this just popped up in here. When I turn this off I’m like cool, but where is that? Sometimes we can tell by the list view, but that’s going to change here in a second. I like to know which project those tasks are from, especially when you have a long collection list. Just turn on the task location and you see exactly what this is. I know this is for my podcast. If you are following a client delivery setup like I teached you will know exactly which client it is. We don’t need to pin the description.
Yvonne Heimann [00:10:13]:
I think for now we are all good on this one. You can pin this view meaning it stays over here on the left hand side. All the pins come first and then it might put a whole collection of views. If you have so many that it doesn’t fit in there, you can turn this into a private view which means only you can see it and there are people you invite to this view. And one thing that is a nice setting is protect view meaning when you work with a team only you can change it and the ones you add to it that are available to that you tell they get added rights. So either way they can just view and duplicate or they can do full on edit changes. That’s where you can lock your team out from just changing things around. Rough settings are done.
Yvonne Heimann [00:11:10]:
Let’s save this now I’m somebody I just want a to do list. I just want to be able to see a list so visually these boxes do not work for me. With that let’s go into the group: status. This is where we start to really customize how this thing looks like. And we turn off the group by list which now means we have let’s save this. Yes, you can turn auto save save on too which means every time you do a change it automatically saves it. We just turned off the group by list. As you can see it took off all of the boxes that told me where this thing is.
Yvonne Heimann [00:11:51]:
If I turn it back on you get these boxes and it tells you exactly where it is. However we turned on location, we know where it is. We don’t need the boxes. Bye. It is a nice clean to do list of. There’s our task one with this due date. Now this is grouped by status. Little sidetrack for a second. I have a YouTube video for you that dives deep into status versus stages. To explain status.
Yvonne Heimann [00:12:18]:
Status answers the question Is somebody working on it or not? Meaning to do in progress waiting internal meaning I’m waiting for a team member to do their thing so I can finish my work. Waiting external meaning I’m waiting for a contractor or the client to do something. A potential proof status. This needs to be checked and complete. Everything else is stages. Now with this we have this sorted by a status. We can change the sorting of this. I’m gonna, I’m gonna break my tongue on this one.
Yvonne Heimann [00:12:57]:
My German does not want to do these. You can change them simply by switching these two between ascending and descending. Did I say that right? I think I said that right. What this does is it goes by how you set up your statuses and it switches it top top to bottom. So based on how you see your statuses in that setup, it’s just gonna flip it around. Now we have the to do on top. An easy adjustment too is cool. I have to do’s on top now but there’s a whole bunch of open dates, not no due dates.
Yvonne Heimann [00:13:37]:
I need to know what’s actually important right now. So when we hover over due date, look at that Thursday and there’s actually past due to same we can do with priority. So as you can see with these list sortings we already start to really customize this view and you can choose what you want to sort by first. So I can easily. We have a sorting by due date and by priority and I’m like priority is more important than due date so we’ll just flop these around and now suddenly it’s sorts first by priority, then by due date. This is simple filtering and sorting in here. And here you have it. The incredible power of custom views in ClickUp.
Yvonne Heimann [00:14:23]:
And I promise you this is just the beginning. There is so much more possible using ClickUp custom views. So you see why I’m so obsessed with them? They are absolute magic to turning your chaos into clarity. And as you’ve seen, you can completely personalize how you interact with your tasks and projects. Whether you need team based views where everybody sees what matters most to them, or process based views that keep your workflows running smoothly, ClickUp adapts to you, not the other way around. This was just a snippet from one of my free ClickUp trainings where I share a ton of more strategies like this. If you want to join me for free in one of my next sessions, the sign up link is waiting for you in the description below.
Yvonne Heimann [00:15:14]:
And if these tips helped you, hit that like button and subscribe for more productivity tips and hacks. And don’t forget to check out any of my other videos where I share even more time saving ClickUp features. You’ll be optimizing your work like a pro in no time. See you in the next video.
