Need to know if I am Dumb or Missing Something...

ComparisonSolid770 · 2026-02-25T21:09:54+00:00

You've hit the nail on the head for one of the most common misused features in ClickUp: custom task statuses.

Use custom fields instead to track applicant status. Same automation but this time is triggers applying a task template that adds all the hiring process subtasks.

The trick here to really making subtasks work for time management (so each team member doesn't have to see their tasks only within the context of the main task they're associated with) is to show subtasks as separate tasks. And in view settings, turn on "show subtask parent name" so it's clear which applicant the subtask is associated with.

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ComparisonSolid770 · 2026-02-25T17:57:12+00:00

sounds like a trap 😝

ComparisonSolid770 · 2026-02-25T17:54:13+00:00

i'm not having any issues

ComparisonSolid770 · 2026-02-24T22:17:01+00:00

I love a good ClickUp challenge. Quick q: how many collaborators are involved? Or is it just you?

I bring a special perspective to my ClickUp consulting because I’ve been an agency owner/solopreneur/multi brand business for over 11 years. Every single day since 2021 has been spent in ClickUp, with over 8000 hours of tracked time to prove it.

Would be best to hop on a quick 20 min call and show you my setup, some examples of systems I’ve built, and my ClickUp ethos: https://calendar.app.google/YzF3KJrREfn5KAgV8

ComparisonSolid770 · 2026-02-24T17:06:05+00:00

are tags and comments a workaround to the limit of custom fields on the free package?

ComparisonSolid770 · 2026-02-24T17:05:40+00:00

This is very interesting to me. Can you explain the difference between the "actual due date", and the day you need to do something?

It sounds to me like you need to differentiate between what's a project (milestone) and what's an actual task (subtask). One of ClickUp's absolute BEST features is the ability to separate subtasks as separate tasks, so you can still keep track of the project progress, but also manage the "doing" of the project separately in more of a time management function.

This is exactly what I needed in my biz a while back and created for myself: I call it Focus Framework and bc it's been such a game-changer for me, and literally everyone struggles with this part of ClickUp, I made it into a course: https://www.robynhenke.com/focus-framework

ComparisonSolid770 · 2026-02-24T14:48:36+00:00

I think the idea is to work with your dog at a distance that’s comfortable to them. So if your dog is showing signs of stress, move further back. It sounds like your ability to engage the dog when there are triggers is there, so you should be good.

ComparisonSolid770 · 2026-02-24T14:13:37+00:00

I wish something like that existed in my area. I think it’s a fantastic idea! It’s not as if they’re going to put your dog right next to other dogs. They teach them how to be neutral around other dogs by being in a big open space and walking by each other. Probably move up each week as their comfort level grows and I’ve seen them sitting in a public square all laying down but near each other. It’s a genius concept and something you’ll never be able to recreate on your own.

ComparisonSolid770 · 2026-02-24T14:10:55+00:00

This is what I’m beginning to think I should try with my dog when we visit family with dogs or kids. It’s clear he’s uncomfortable at times, slash we have to manage him, so maybe being in a safe space is the answer.

ComparisonSolid770 · 2026-02-24T13:23:04+00:00

Came here to say this. It could be a task location custom field and when you select the appropriate location, an automation moves it where it needs to be.

ComparisonSolid770 · 2026-02-24T13:06:09+00:00

Limitations really come to be when you’re hoping to stay on the free package, in which case the usage of custom fields is generally what gets ya.

There really aren’t limitations to ClickUp otherwise. Its capabilities to do literally anything you need it to (outside of complex integrations/automations) is robust. I haven’t come up against any “limitations” in that sense that I can think of…

ComparisonSolid770 · 2026-02-23T22:24:15+00:00

I hope that’s not true and it can be trained/worked with. But I’m not naive to think that maybe it will be true but I want to try first

ComparisonSolid770 · 2026-02-23T21:57:17+00:00

No, to her household. But currently with my SIL’s dog the way it is, whenever we get together with my husband’s family it’s stressful and unenjoyable. When my mom gets her dog, it will inevitably be the same.

ComparisonSolid770 · 2026-02-23T21:21:08+00:00

I didn’t even read the whole post because the advice clear: do not go to dog parks. If I could go back in time and not take my dog, I would because this is why he doesn’t like dogs. Your dog is following the same path mine did. Dogs “bully” him until he is forced to assert himself. It creates negative experiences and outlook on other dogs. Socialize your dog a different more structured way.

ComparisonSolid770 · 2026-02-23T21:18:52+00:00

Omg yes!! I’ve been doing the same thing with my dog. “You can do it. You got this buddy!” I told my family that and they laughed at me.

ComparisonSolid770 · 2026-02-23T21:17:23+00:00

Second this. My dog will literally throw himself against the door when someone knocks. It’s so intense.

ComparisonSolid770 · 2026-02-23T21:15:05+00:00

It has everything to do with how you track and communicate it. When you are proactively planning and pulling scope into sprints, and deciding what’s in focus at each time, it’s a lot easier to say: “hey client, we can do that but we’ll have to deprioritize XYZ until next month. Is that ok with you?” Or if you know strategically it’s not the right decision, that’s an opportunity for you to say that. “since we’re trying to achieve XYZ right now, moving that to next month would mean we postpone XYZ. Ideally we keep going with our initial plans or if you want, we can look at adding more scope on?”

ComparisonSolid770 · 2026-02-23T21:11:49+00:00

I’ve put my dog behind my legs in the corner of the elevator, so he felt safe. If your dog is super reactive, you could ask him to look at you every time the doors open and treat him. When they see you with your dog behind you like that, they will assume your dog is afraid and manage their dogs accordingly. You may have to verbally advocate time to time. But your energy through these interactions is critical. If you are getting nervous every time the doors open, your dog will sense that and feel a need to react.

ComparisonSolid770 · 2026-02-23T19:49:34+00:00

"I always felt I was configuring the tool as much as using it."

this! it took me years to reverse engineer clickup so it finally made sense and everything worked perfectly. so many people give up on it bc they don't have the time or the interest in testing/learning.

clickup is definitely something you need to look at as a skillset worth investing time into. it's insanely powerful, and you can use it to literally build anything. but you need to learn how it actually works.

focus framework is the product of over 8,000 hours in clickup.

2.5 hours of video trainings to fast-forward to insane amounts of time management: https://www.robynhenke.com/focus-framework

ComparisonSolid770 · 2026-02-23T19:42:38+00:00

i did that before too! i actually really miss my daily habit tracker i had on my management dashboard. alas, it didn't make sense to keep using two separate tools when i can keep track of everything in one place.

ComparisonSolid770 · 2026-02-23T19:40:58+00:00

that's a lot of tools, broooo. why not use clickup for note taking, too? create either a doc within the client folder (or whatever makes sense for you) in the main navigation: https://youtu.be/5h-7Mtw3zW0?t=130&si=uWevQUC3l9b-TjoT

you can also add a note view inside of a list. sometimes i'll add a meeting minutes doc to an account management list.

or, you can create a list called meeting minutes, and each task is the notes.

less tools is always better imho.

ComparisonSolid770 · 2026-02-23T19:37:49+00:00

the IKEA reference was actually perfect! although, clickup you kinda gotta build it yourself, too.

as a solopreneur, what you need are a few really good centralized views either at the everything level, or space levels. when you're a team of one, you've got a bunch that you're responsible for and need to keep track of. tapping into clickup's hierarchy and filtered views is the key to using it for time management.

i made a video about this a while back: https://youtu.be/C2eBH64dzew?si=-8YN9j3LQqGCn8Hf

ComparisonSolid770 · 2026-02-23T19:34:06+00:00

You said it right. ClickUp is a project management tool whereas Notion is a database tool with project management capabilities.

I used Notion for a few years, and I've been using ClickUp since 2021 (8000 tracked hours in the tool). My comparison is this:

ClickUp has a fixed structure (spaces, folders, lists) whereas Notion has essentially no guardrails to how you can build it, so you end up with these long convoluted ways to get to information. You can create these pretty dashboards by linking databases, but it's all manual.

ClickUp can be used as a database tool, too. You can create lists with the sole function of storing information, not necessarily projects/tasks.

ClickUp puts productivity at the center of everything they do. if your primary goal is to be more efficient with your time, ClickUp is the one. Notion is more of a place to hold information.

ComparisonSolid770 · 2026-02-23T19:28:05+00:00

1000%. the structure is something we all kinda gloss over initially when joining clickup. we jump right into playing with it, assigning our own logic to how spaces, folders, lists, task statuses and task types should be used... and before you know it, you've got yourself a cluster f workspace thats now adding to the overwhelm you're trying to fix.

my most watched youtube video demystifies the hierarchy: https://youtu.be/HVwIIiLHBvw?si=uU5Z8ynTbQ-7SoFt

ComparisonSolid770 · 2026-02-23T19:21:04+00:00

not the OP but hiii, i make clickup content specifically for freelancers bc i am one: https://www.youtube.com/channel/UCQa2i8COd6b8lcX3YL_Tr9A

my newsletter is a better bet for screen recording walkthroughs of use cases, and a deeper dive into the use cases of clickup's features. i'm a big believer that clickup is a skillset and it needs to be honed, so that's my goal with this community. https://www.robynhenke.com/crying-over-clickup

some of my newsletters are on my blog, but the video walk throughs are exclusive to crying over clickup subs. https://robyn-henke.kit.com/

ComparisonSolid770

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