ClickUp to Maintain an Online Course (ClickUp Tour)

If you've been following this channel for a while, you're probably aware that I have a membership called Clicking Up Community where I teach people how to use ClickUp. And recently we released a how to use ClickUp mini course for the ClickUp basic features, basically teaching people how to learn ClickUp so they can build it out for themselves and not have to hire a consultant. But along this journey, while I've been sharing the highs and lows of figuring it all out, I've never really gone into how I am managing that whole whole basically this whole new business. Because prior to this year I was purely a service provider, mostly one on one services, private consulting around using ClickUp and building out processes and documentation. And with the birth of ClickingUp and how to use ClickUp, our business has completely changed overnight, mostly thanks to you guys here on YouTube. And the way I'm keeping it all straight is by using ClickUp. So what I want to do today is take you inside ClickUp and actually show you how I'm managing my online course and slash membership inside ClickUp itself. So without further ado, let's just dive right in here. You can see that we have a folder called Course Management, which is where all of the course stuff is really organized. At the folder level we have one public calendar view. Now the view itself isn't public, but when we share it it is public. And this allows us to show any tasks that have the public calendar tag in this folder. This allows us to get granular control over what tasks our public viewers are able to see for us. At ClickingUp, we use a calendar like this in order to embed it into the homepage of our membership to let people know of what events are occur. Using Settings, we can also choose to have certain custom fields visible, and for us that would be the URL. Right? We use airmeet, but you might also use Zoom or any other location for your virtual events. And having that URL visible here allows this calendar to be fully detailed for anyone who might want to use it. Now, unlike a Google Calendar, people cannot subscribe to this. So I think eventually we're probably going to upgrade to something that allows for that functionality. But for now, this is a great way to allow people to know what is going on and to have this dynamically embedded directly into your website using the sharing feature to the right, we have all tasks which I'll admit I almost never use, and a board view similarly almost never use. But if I go down a layer lower, we have the course, and this course area is where we're treating ClickUp more like a database. And basically we have one task equals one lesson in our course. You could also have one task equal module and use subtasks for your lessons, whatever you prefer. When we look at these here, we have an assignee and a due date. Visible assignee and due date in this application is the person who's charged with maintaining this lesson and and when the next maintenance round needs to happen. Because we have a membership on ClickUp who thought that was a good idea. Because we do have that, we are updating our course, which sounds insane to say out loud, but every week, every week some kind of update is coming out to ClickUp. So every week we are adding to the course or changing a lesson or amending a video or so on. So our due dates here are helping us keep track of when was the last time each video was updated. Time and status is more or less showing us the same thing. To the right. We have two custom fields, video status and course writing status. We're using the word status, but really we're stealing Evie's definition here of a stage. If you click on these, you'll see that how we keep track of the statuses our videos move through of, to plan, to record, to edit, to upload and publish. This is the same one that I use for my YouTube videos, so it's really easy to go with. And then course writing is the written portion of our lessons. So sometimes a lesson will have either or sometimes it'll have both. Nonetheless, this is how we keep track of it visually. If I scroll over to the right, you'll see a little bit more information about these. Where we have the video minutes, the action step for that lesson, which is just a text area and the module the course is a part of. This is just the overview view. And I would say most of the time this is not where I would go to look, but this is the overview in the course area. If I go to the other views that we have here, we have things grouped by module just to give us a summary of the curriculum. With a few custom fields visible here which are turned on because of the show. Custom fields. I like to see this this way. So that way I know kind of where do we stand on the maintenance tasks required. Other people might choose to just have the video minutes showing or something else. But this is how we have it organized to the right. We have writing status and video status as two collapsed kind of stacked views. This just allows us to see all of the content by those stages. Right? It Allows us to keep track of this. These views are really helpful when we have someone who's just doing writing, right? Like we have a content writer. So that content writer come in here and see the status of all of the written content in the course without having to be distracted by video content and myself about coming in to do some videos. We have this kind of thing oftentimes at this point I'm doing both hats, but I still like to segment it out because I like to think of views as allowing you to see one hat that you would wear at a time. And when I'm in writing mode, it's very different than when I'm doing this and I'm in video mode. So we've got just a generic board view. And then we have activities showing how changes have happened. Below that we have another list. Go figure. Right? More lists. And here we have templates and resources. At first glance, this is actually organized the exact same way as the course. We are using this as a database, which when I'm saying that, I mean that these tasks are not meant to be marked complete, they're just meant to move between different statuses. I should really point out that if you're not familiar with the idea of using tasks as something other than tasks, maybe check out my level up recap video, because this is kind of the direction that ClickUp itself is heading. But here we have a task equals an asset of some kind. Assignee and due date mean the same exact thing here. Most of these due dates will be recurring once they're set up. Resource status is a slightly different set of stages versus our video in our course because these resources go through a different process. So we have these steps here. Notice I like to do that my numbering beforehand just because if you have more than two or three different status stages here in the dropdown, it's nice to be able to get that kind of perspective of how far along am I? Where do I go next? Following that we have the URL, so maybe you want to link to the actual asset in Google Drive. Maybe you want to put your redirect link here if you have a, you know, slash members, slash this, slash that kind of pretty link. And then we have resource type, which is just a label field where you can choose to keep track of the different categories of assets that you have. Again, this could be good if you say, hey, we're going to redo all of our ebooks at one time. So you want to be able to report on that by having them segmented here. You can really Dial that down. Or you want to have like everything redesigned? Everything of a certain category redesigned. There you go. So in the next view we have revisions needed. This is just showing things grouped by that resource status and only showing me things that are not in excellent condition to keep track of maintenance. And then gallery is just a board view of showing all of the stuff we have. If we had images added to these, we could maybe have the COVID images showing, which I think we have enabled. So those images would show up here more visually if we wanted to keep track of things that way. Below this we have one more list just for testimonials and feedback. Now we have these all in one folder, but honestly the roll up, the summary isn't too meaningful. But anyway, we have the testimonials and feedback here at the bottom section where we actually have a bunch of information that we can collect from members to use as ideas for improvement that we can then create in our improvement list or that we can use as a new initiative or as a new resource. We want to create it all colle here. In here we have two forms that are embedded and I'm going to see if they actually came in nicely. It looks like they did. Okay, great. So the first one we have is a testimonial capture. This is for the internal team to use to keep track of, you know, testimonials we find in the wild. We use something similar to this, but this just allows you to take that photo of the testimonial, the person's name, and copy and paste the information to capture it for maybe marketing or just to have more information down the line. This is for our internal use which we would share using the link for with our internal team. The other one is a feedback form that we could share publicly. This is just a very simple one with two questions asking for some feedback about the course. Because both of these views are forms, they will both create a task when they are done with their result, which will look something like this Jane Doe one here, pulling in any information that was provided into a testimonial. We could then maybe have a template applied or certain actions occur to keep track of all of those tasks. One of the things we have in this template that we also use in our own space is that whenever a testimonial is created, especially one that's coming from a client, we have an comment come in that tags or assigns to the people who are involved in this area to say, hey, check out this testimonial, see if there's anything we can glean from this anything we can learn and if nothing else reach out and say thanks. Now to be transparent, we have a little bit more complexity in our own internal template with what than what you're seeing here, but this is more or less what we have going on. I will say in our version we also have a public roadmap of some kind that shows similarly filtered just like this where we have filtered tags for when the tag is roadmap it shows visible in that area which we also have shared publicly with our members. But this full template, if you want to see all of it and just have it added into your account, is actually available inside clickingup the membership. So this is kind of meta, but this is how we manage the membership and this is also something that is now in the membership. So if you'd like to see the full version of this template and maybe have some back and forth, join our group discussions where we talk about templates and other kind of things we're trying to customize. Definitely join Clickingup the link is in the description below. Like to get more into the weeds as to how my template differs from the one that I just showed you, I'd recommend you watch this video right here where I actually work with Jonathan, a simplicity specialist and notion expert, on giving him a bit of a tour of how I'm organizing things so far, and he has a bunch of great ideas that he shares as well. But otherwise, thank you guys so much for watching. If you enjoyed this video, please do give it a thumbs up and leave a comment below letting me know how you're organizing your online course or if you have any questions about that journey. I look forward to seeing you guys in the next video. Until next time, enjoy. Enjoy the process.