How to set up task automations on ClickUp

intermediate 8 min read Updated 2026-03-18

Quick Answer

Set up ClickUp automations by navigating to your Space settings, clicking on Automations, then creating custom rules with triggers and actions. Choose from pre-built templates or build custom automations to streamline repetitive tasks like status changes, assignments, and notifications.

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Prerequisites

ClickUp account with admin or owner permissions
Access to a workspace or space
Basic understanding of ClickUp tasks and statuses
Knowledge of your team's workflow processes

Step-by-Step Instructions

Navigate to Automation Settings

Open your ClickUp workspace and go to the Space where you want to create automations. Click on the Space name in the sidebar, then select Settings from the dropdown menu. In the settings panel, locate and click on Automations in the left sidebar.

Automations are configured at the Space level, so make sure you're in the correct Space before proceeding.

Choose an Automation Template or Create Custom

In the Automations section, you'll see two options: Browse Templates and Create Automation. For beginners, click Browse Templates to see pre-built automation options like 'Assign tasks when status changes' or 'Create subtasks automatically'. To create a custom automation, click the + Create Automation button.

Templates are great starting points that you can customize later to fit your specific workflow needs.

Set Up the Trigger Condition

Click When this happens to define your trigger. Select from options like Task status changes, Task is created, Due date approaches, or Custom field changes. For example, choose Task status changes and then specify which status change should trigger the automation (e.g., from 'To Do' to 'In Progress').

Be specific with your triggers to avoid unwanted automations firing too frequently.

Configure the Action Response

Click Do this to set up what happens when the trigger occurs. Choose from actions like Change assignee, Update status, Add comment, Send notification, or Move task. For example, select Change assignee and choose a specific team member from the dropdown, or select Send notification and specify recipients.

You can add multiple actions to a single trigger by clicking the '+' button next to your first action.

Add Conditions and Filters (Optional)

Click Add condition to make your automation more specific. Set conditions based on Task properties, Custom fields, Priority levels, or List location. For example, add a condition that the automation only runs if the task priority is 'High' or if it's in a specific List.

Conditions help prevent automations from running on every task, making them more targeted and useful.

Name and Save Your Automation

At the top of the automation builder, replace the default name with a descriptive title like 'Auto-assign urgent tasks to manager' or 'Notify team when sprint tasks complete'. Review all settings, then click the Save button. Toggle the automation On using the switch next to the automation name.

Use clear, descriptive names so team members can easily understand what each automation does.

Test and Monitor Your Automation

Create a test task or modify an existing one to trigger your automation. Monitor the Activity feed to see if the automation fires correctly. Go back to Space Settings > Automations to view the Activity Log and check how many times each automation has run and if there were any errors.

Start with simple automations and gradually add complexity as you become more comfortable with the system.

Common Issues & Troubleshooting

Automation not triggering when expected

Check if conditions are too restrictive and verify the automation is toggled On. Review the Activity Log in automation settings for error messages.

Too many notifications being sent

Add more specific conditions to your automation or adjust the trigger to be less broad. Consider using task property conditions to limit when notifications are sent.

Automation affecting wrong tasks

Review your trigger conditions and add List or Folder filters to limit the automation scope. Use custom field conditions to target specific task types.

Cannot see Automations option in settings

Ensure you have admin or owner permissions in the workspace. Automations may not be available on all ClickUp plan types - check your subscription level.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official ClickUp website before purchasing.

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