What are ClickApps? | ClickUp tutorial to enable automations, Clip, time tracking, & other features

Hello and welcome back to another Feature Friday. My name is Layla. If you're new around here, welcome. Today we're going to be talking all about Qlik apps in ClickUp. And I wonder how many times I'm going to say that wrong during this video. This video is a part of my Feature Friday series where every Friday I go through one feature in ClickUp talk about what it is, why you would use it, and how you can avoid screwing things up while you use it. And as usual, we're going to start with explaining what exactly ClickApps are. Are ClickApps add extra features into ClickUp? It might be for your overall account or just for one workspace at a time. It depends on the click app. We're going to go through the functions for each ClickApp in this video, but one thing to keep in mind is that the more stuff you have enabled, the slower you might expect your ClickUp to run just because it's doing a lot more. So if you don't know what a feature is or if there's a click app that you're not going to use, it might be the safe bet to just cut back on some of those click apps. Additionally, if you're suffering from some performance problems with ClickUp, and I know that's kind of just generally with ClickUp right now it's a little bit slow. It's of kind getting better, but it's a little bit slow right now. If you're looking to speed up your ClickUp experience, make it feel a little snappier to load, disabling some of these clickapps so that there's less stuff loading might be something to consider. ClickApps cover a whole bunch of features in ClickUp such as automations, time tracking, limiting work in progress, all these cool little things you can turn on or off based on your workspace or the space that you're actually having it turned on on, turn on, on. Gosh, this is such a hard video. But once you know what click apps are, are, the next logical question is why would someone use clickapps? Well, one of the reasons that I believe ClickUp introduced these clickapps, oh, that's so hard to say. Is so that you can really adjust the complexity of areas of your workspace for the type of users you have. So certain users are going to want all of the power features. I know in my workspace I have everything on because I just want to play with it all the time. But if you have a less tech savvy team or a team that just doesn't need all the bells and whistles. Having these Qlik apps really let you kind of simplify an area to just show the features that one team or one piece of your business really needs and again improves that load time. Now, rather than going on and on about these general whys, I figured let's use the rest of our why time in this feature Friday and actually go through each of the click apps that exist. If you'd like to see a deep dive into one of these particular click apps, click Apps in ClickUp. Just leave a comment below and I'll be sure to make a follow up or point you in the right direction to a resource that might already exist. So click. So hard to say. Qlik apps are. I can't. I can't say the word Tongue twister. Okay, can't do it. So first things first, we've got the Automation module. So the Automation module is what will allow you to automate activities within and somewhat outside of ClickUp. This might be something like when a task reaches a certain status, apply a template. It might be something like when a new appointment is booked in calendly create a task in ClickUp. Yes, that can happen through ClickApp. Now you can learn more about the Automations feature more generally by watching the video. I have linked above because I did cover this feature when Automations first came out. Next up is Clip, which is a feature I absolutely love. This works a lot like Loom, where it allows you to click the Record button and actually record your screen and your voice inside ClickUp. When you use Clip, it'll actually save the recording into ClickUp storage and you can use a link that it generates for you to paste that and embed that really anywhere throughout ClickUp or elsewhere creates a public link. You can record your screen and ClickUp or anything else on your computer using this feature, as well as obviously your voice being recorded at the same time. Two quick notes about Clip right now is there's no central Clip library, so if you lose the link that they give you, it's gone. So make sure you don't lose it. And also if you're not a member or you don't use Chrome and Firefox, you will not be able to use this Clip feature quite yet because it is still in beta form. But Clip Great replacement for Loom if you're looking to consolidate your tech stack a little bit. Next up is collaborative editing. This is the ability to edit docs and task descriptions at the same time as other people. This feature Personally I've found to be a little buggy right now. It's still kind of working out some kinks since it is relatively new. But you can turn this on or off using this option. This will turn ClickUp, Docs or task Descriptions into that kind of experience you might be used to seeing in Google Docs or Dropbox Paper. Next up, we have custom fields. Not only is this probably the feature that I think everyone should have turned on, but it's also the first feature of this lineup that we've covered that is at the space level, meaning I can turn it on for just certain spaces and turn it off for for others. Custom fields allow you to add those additional columns in list view those additional data points on the task details to allow you to track other things other than the standard fields of Assignee, due date and so on. Thanks to some recent changes to how they have custom fields show up. You can even adjust whether you'd like them to show up manually or alphabetically when you actually open the task detail area. So that's going on with custom fields. Next up is custom task IDs. Now people sometimes don't realize this, but every single task in ClickUp actually has its own unique identifier. Pretty cool, right? Using this custom tasks IDs features, you can actually set a prefix for that task ID to let you know where that task belongs. Because otherwise it just becomes a bunch of kind of gibberish. So if I go in here and go to custom task IDs, I can add a certain space, click it and I can give it a prefix here I'm going to go Learn as my prefix and I can actually choose to index it based on a certain start number. I can choose to have that task ID show up in view and click Create. So now if I go into this area, you'll see learn 6789. We see all these prefix of learn in all of the tasks for this area, which is kind of neat if you're looking to keep track of things and really know what the heck those task IDs are. All right, I'm having too much fun with the new features. Let's go back into these settings. So that's custom task IDs again. Space level setting. Next up is Dashboards. Dashboards are kind of these adaptable, build your own adventure kind of headquarters you can make for ClickUp. They work outside of the ClickUp hierarchy so so you can pull in information from all over into these kind of interactive reports. I actually have a whole three part series on Dashboard. So if you'd like to see the first video in that series, I will link it above and I'll also put it in the description below. Next up is default to Personal views. And that basically means when someone creates a view, what do you want the default to be? Normally when you create a new view, it's just shared with the whole workspace. But if you have a larger team, you're trying to manage the clutter of your ClickUp and you really want people to be able to interact with ClickUp in their own way without bothering people. Turning this on will make sure that when someone creates a view, it defaults to being just visible to them and they can always choose to share it later. But this changes the default setting. Next up is the dependency warning. Now, if you're using dependencies in ClickUp and you try to finish a task that's supposed to be waiting on something, ClickUp will yell @ you and say, whoa, wait, are you sure you can do this task? Because you said it was waiting on something, but now you're trying to finish it before that thing that you're waiting on is done. You sure? And if you want that pop up to kind of prompt you to double check yourself, you want this turned on. If you're looking to learn more about dependencies, I have a whole video on dependencies that I can link above and also also put in the description below. I have a lot of videos on these topics, so I think a general rule of thumb is if you can't keep track of all these things popping up here, just go to the description. I'll put them all there as well. Oh, and also, you know, subscribe so you get the next one. Next up is Docs Home, and this is kind of that central repository for all your docs that show up under that little doc icon on the bottom left. If you'd like to have one place that you know all of your docs are going to be, no matter where you actually added them in ClickUp, you want this turned on. By default, this is turned on. If you don't turn this on, you're going to have to find your docs in the actual hierarchy with wherever they're stored. So up to you. Next up is the incomplete warning. And this is very similar to the dependency warning. But basically if I try to finish a task but there are subtasks or checklists that aren't fully checked off, ClickUp will yell at me and say, hey, are you sure you want to mark this complete? And I can say yes, you know, override this and just mark it complete. Or yes, ignore that, those aren't finished. Let's mark it complete. It's a lot like the data validation you might be used to seeing in Excel. And you will notice that there's some additional options here to choose what you actually want it to yell at you for. So you can even narrow this down a bit more. Next up we have lineup. Lineup is the feature where you can have your tasks show up in kind of a short list in your home view and also in your profile. You can turn that on or off as you wish. Next is milestones. This can basically say you can make tasks or subtasks extra special by converting them into milestones. Functionally, all that does is kind of help you switch sort by them. So milestones is something that appears in the filter where you can choose to show milestones or show not milestones, just like you can choose to filter by tags and different things. A milestone is a filter to say is it a milestone or is it not? And it makes the task or subtask bold. So there's that. Next up is multi list task. Basically having a task appear in more than one place at once. You can turn this on or off if you'd like to have your tasks appear in multiple places at once. Next up, multiple assignees. Again, very simple here. Do you want assignees to be restricted to one person? That could be kind of more of a strategic decision decision. Do you really want clear accountability or are you okay with multiple people being assigned to the same task? If you want multiple people, keep this turned on. Next up is not started status. So if you have a lot of statuses that you use for things like idea and maybe you also want to keep track of, you know, how long does it take for something to go from in progress to done, and you don't want that skewed by having your first status be idea. You might use the not started status. So this is a type of status, a status group where you can put, you know, some sorting before you actually start considering the task in an active state. So this might be idea, bad idea. And then you have an active state called to do so if you want that not started status there to give you extra sorting of your statuses, you want to turn this on. Again, you need more information about any of these. I'll have some links in the description below and you can also just go to the ClickUp doc to find more information. Next up, priority. I think this is pretty simple. Do you want a priority flag yes or no turn it on, you get urgent, high, normal and low priority flags. You can turn on things and turn it off and you don't get those. Pulse is a feature that lets you know who's online and track kind of what they're doing. This is an admin feature that can be turned on or off and it can be visible to just the admins or to everybody. I cover this in my how to start your day and ClickUp video which I will link above and also in the description below. In the actual Pulse area. You can adjust the permissions for who sees it, but you can also adjust that here. Next up is Remap subtask due dates, which basically means if you have a task and you have subtasks and the overall task changes the due date, do you want the subtasks to automatically change the date too? If yes, keep this on. If no and you want them to be completely separate of each other when it comes to due dates, leave this off. That is what the due dates are and you can give some more options here like do you care about when subtasks are closed? Yes, no and you can kind of roll with it from there. Next up we've got rescheduled dependencies. This is if this is very similar to remapping subtasks. It's just related to dependency. If one thing is delayed, you want everything after it to be delayed. If yes, keep this on. If no, turn this off again. You want more information about dependencies, I have a video on that I will link below. Next up is Sprint Points. If you want to use the built in Sprint points feature in ClickUp, go ahead and use this. It feeds really nicely into dashboards and there are some options here that help you determine what you want your point values to and how you want to actually distribute those points. Again, this feeds in nicely into dashboards. If you don't use Sprint methodology to manage your work, don't worry about this and you can just leave it off again. Even more Sprint stuff if you're using Sprints, definitely check out all these Sprint related features, but this one here will allow you to automatically create lists to track the progress of your sprints. And there are some more options you can adjust into how you want these sprints to be calculated because this Sprint feature is really new. There's actually a nice video here and some more information that you can gather about the Sprint area in the ClickUp docs. Next up is Tag. Tags are really great if you're looking to label or identify things that are not necessarily all in one location in your workspace. Maybe you want to flag things that you want to have for a group discussion, so you could use a tag to identify those. And if you want to use tags in ClickUp, you can go ahead and turn this on. Tags are not to be confused with label custom fields. If you need more information about that, definitely check out my video on custom fields where you'll learn all about labels and that'll probably clarify the difference between the tags and custom fields piece. And of course, if you have more questions, leave it in the comment below. Next up is threaded comments. This is basically the ability to reply to a comment to make one thread. If you use Slack, it's the same basic thing. There are some bugs around threaded comments at the time of making this video where your threaded comments, the actual replies to them don't seem to show up in search. You also can't respond to those threaded comments. So generally speaking, if I'm talking with a less tech savvy team, I usually keep threaded comments off Next up, Time estimate. This is pretty cut and dry. Do you want to have a field that says estimated time on each of your tasks? Yes or no? One feel that's really helpful in here is what do you consider in hours per day? Because ClickUp tries to be clever and when you type in 24 hours it tries to calculate that into a day count. So you're not always thinking in terms of hours. Especially if you have a large long term project. What you type in here will determine what it calculates to be equal to a day. Is it 8 hours? 12 hours? 6 hours? 4 hours? Of course you could also keep this box checked and then it won't convert it into days, it'll just keep it in terms of hours. Next up is Time estimate rollup. Basically, if subtasks have time estimate, does that roll up to the parent task? Yes or no? Next is time tracking. This is the ability to track time in ClickUp. It's available even on the free plan. I think it's a really great tool, especially when you use it in combination with the Chrome extension. Turn this on or off or by space. If you're looking for more information about time tracking and ClickUp, I also have a video on that which I'll link above and put in the description below. Time tracking Rollup is a lot like time estimate rollup. Basically, if there's time tracked in the subtasks, do you want it to roll up to the overall task? Probably yes. Next up is who's online. It's the ability to see if someone's online or not. It's the green circle letting you know that someone's currently active in the system. Unfortunately, you can't set individual statuses yet in ClickUp like you could in Slack. You can't say I'm away right now, even though I'm technically logged in. Pretty much as soon as this Qlik app is turned on, if anyone's online, it shows that they're online, which some teams don't really like. It's up to you to decide if that's something that you'd like to have on. Okay, last three here Work in Progress limits this sets a soft limit in how many tasks you can have in progress, and it also lets you know when you're above that. So it creates a little number in the top label of a certain section and says, hey, you are over your limit for how many in progress you have here. So just to show you what that looks like, here I am in a board view and I can click on kind of the count. That shows me how much is in one column and I could set a limit based on number of tasks, time estimate or Sprint points to set how many tasks I want to have in progress. It says a soft limit because it'll still allow me to put more in there. It'll just give me that visual indication that ooh, you're going a little bit over what you said you wanted your in progress to be. This just ensures that you're actually seeing projects through to completion versus just starting a lot of things and not finishing them. Next up is Workload view and it basically allows you to view by assignee or by other criteria. If you're on a higher level plan to let you group things and how work is distributed over time. Who's over capacity? Who's under capacity? I know this feature is really sexy to a lot of people, but at this time I actually don't think this feature is super, super useful because what it does is it'll take the timeline you have for the project. So if a task takes two weeks, it'll take two weeks. You can include or exclude weekends and it'll take your time estimate. So that might be two weeks, let's say it's 14 hours and it'll evenly distribute that time estimate over the number of days and give you a visual to let you know, you know based on that how much time left you have in each day. And if you said you had six hours per day and it's a 14 hour project over 14 days and it includes weekends. It would say, oh, you have five hours left in the day. However, this isn't really that helpful at this point, because how many of us have projects that are really an even amount of time each day? Yeah, not that many. So unless you're using subtasks and really breaking down your time estimates per day day, which is kind of ridiculous, this workload view isn't super helpful unless you're considering routines. This workload view also doesn't consider your calendar or anything else you have going on outside of ClickUp. So again, not the most helpful feature, although I've seen some teams use it very successfully and I'm sure it's going to get better over time. Last but not least, there is the Zoom slash command that you can turn on here in ClickApps. This basically just allows you to try Zoom and start a Zoom meeting. Not sure why you'd want to do this, but in case this is something that's really important to you, congratulations. You can now use a qlik app to make it even easier to schedule Zoom meetings with your team. Here's a visual to let you know what that Zoom meeting thing looks like. Okay, so I made it through, and unlike most Feature Fridays where I wrap up with some Pro Tips, I feel like we've definitely gone through Pro Tips as we went through the why on this piece. So if you have any more questions about ClickApps, help me help you by writing those questions below. Whether I know the answer, whether I can find out the answer, or whether one of you knows the answer, and having the questions kind of all documented in one thread will make the comments area of this video the real Pro Tips area. And now that brings me to the part of the Feature Friday where I start asking you for your input. What would you like to see covered next on this feature Friday? Both of the ideas that came up for me while I was filming this video are kind of away from the feature kind of theme. So I don't know, maybe this is a bad idea. Maybe this is a good idea. I'm waiting for you guys to tell me. The first idea that came up for me was kind of a ClickUp versus so it would involve me going into other tools, other project management tools, other, you know, complimentary tools to click up and talking about how they connect or could even replace pieces of ClickUp, because I really don't think ClickUp is best for everything, despite what we want to believe and how I love the idea of just paying $9 a month or $16 a month and not having to worry about any other tools. That's just unrealistic. So I was thinking kind of going into some other tools that could work well with ClickUp and kind of examining them from that angle and seeing how one tool could connect back to ClickUp. If that would be interesting to you, just go ahead and write Connect in the comments below. The other idea I had was again thinking about other tools in connection with ClickUp and thinking about importing and talking through how you would be importing things into ClickUp, from spreadsheets to ClickUp, or from Asana to ClickUp, or from Trello to ClickUp, or so on and so forth. If that's something you're interested in, go ahead and write Import in the comments below. And of course I do not have the monopoly on ideas here. In fact, my ideas are probably the worst ideas, so I always try to defer to what you guys think would be best. If there's another type of topic that you'd be interested in learning about when it comes to ClickUp, please do write it in the comments below and help guide the next feature Friday if you want to learn ClickUp not just in a feature by feature kind of quick tip way like you get on YouTube, but actually have a curriculum and build towards something where you're actually able to use ClickUp to make your business and your work or your life more productive, then check out clickingup Community. It's the community that I run that we have office hours every week, build with me, sessions every month, and tons of resources about learning ClickUp and also teaching and implementing ClickUp free for your team. If you want to avoid having to hire a consultant to help you set up ClickUp, join clickingup Community and figure out how to do it yourself. I think ClickUp is one of those tools that the more you know, the more you can do. And it is really a collaborative platform. So if one person on your team or a few people on your team don't understand it, that can really unravel the whole process for everybody else. So if you find yourself in that position looking for more information, trying to figure out how to implement ClickUp for your team or train your team on ClickUp, definitely check out the description below where I will put the info for clicking up and until we talk next, enjoy the process.