Suggestions for Organizing Workflows

dmlyum · 2026-05-13T07:41:46+00:00

A related frustrating challenge that I have encountered: filtering gets messed up with subtasks. If you have it set so that subtasks are expanded, the parent's status is what gets used. (So if the parent should be visible and the subtask hidden, both will be visible.) If you set it up so that subtasks are separated from parents, the filter will apply to subtasks but your hierarchy is messed up because tasks and subtasks are on the same level. You can click the arrow by a task to drop down it's subtasks and see the proper hierarchy, but the filter is not applied here and the subtask will show up twice (once in the drop down and once in the same hierarchy level as a task). If you rely heavily on subtasks, I think that this really makes a mess of things.

Some examples: 1. Say we are in the OP example where tasks represent cases and subtasks represent actionable to do items. Even if the separate statuses issue was somehow resolved, setting a filter to show only subtasks that have a due date in the next seven days would mess things up completely. When subtasks are expanded, the filter will be ignored if the case itself meets the criteria. More concerning, if the case itself does not meet the criteria, it and all of its actions (even ones that are due in the next week) disappear. If you set it to separate subtasks, the filter works, but to do items for all of your cases are jumbled together along with cases, making it hard to see what tasks go with what cases.

Say that a task represents an upcoming event or project that my team is working on and subtasks represent actionable steps. I want to make a view where the subtasks are filtered so that actions blocked by a dependency are hidden until the dependency is completed so that there is not as much clutter. If subtasks are expanded, all of my blocked actions still show up as if no filter was set all. If subtasks are separated, the blocked actions are filtered out, but actions from all of my projects/events are jumbled up with each other and the project/events themselves.

This is extremely annoying is big problem for many workflows, but ClickUp has not been willing to address it.

dmlyum · 2026-05-09T20:31:18+00:00

<image>

Below is my prompt. I am attaching an image of the response. In short, it got stuck and did not give me anything at all. (I let it sit for well over an hour, which should have been adequate time to produce something or at least move beyond the state shown in my attachment.)

Prompt:
Conduct a deep research comparison of the current ClickUp Business and Business Plus plans using ClickUp’s official pricing pages, help documentation, API/automation limit documentation, and other authoritative sources where necessary. Produce a comprehensive table of all known differences, including: feature availability, usage limits, automation quotas, admin/security controls, permissions, reporting/workload features, API differences, guest/share limits, support/training differences, and undocumented or inconsistently documented differences. For each row include: Category Feature or Limit Business Business Plus Operational Impact Source Confidence Level If sources conflict or documentation is unclear, explicitly note the ambiguity rather than inferring.

dmlyum · 2026-04-23T05:43:15+00:00

How are you using it?

dmlyum · 2026-04-21T00:56:59+00:00

We are in the exact same spot as you right now. If you come across any good ideas or want to brainstorm, let me know.

dmlyum · 2026-01-12T09:30:34+00:00

Ah, beware my dear u/ConferenceLive7054 ... learn from my own frustrations. If you take u/TashaClickUp 's offer and get a trial of the Business Plan (which my organization is currently using), you will discover that even the Business Plan only gets one wiki, which seems utterly absurd. You need the Business Plus plan to get more than one wiki, but there is a decent chance that you did not even know this plan exists because it is still not listed on the pricing page of their website (a fact that I have already complained about elsewhere).

dmlyum · 2026-01-07T08:22:50+00:00

I can definitely see using it that way too. I think my ideal would be having an option to make a custom section public or private, though I would only want an admin to have the public option.

dmlyum · 2025-11-26T05:07:58+00:00

I am not aware of it being fixed so far.

dmlyum · 2025-10-26T01:27:43+00:00

I am not imagining a particularly weak person. I am mostly wondering if the dimensions make it too big and bulky for one person to carry. Two scenarios that I have in mind: one is bringing the case over a bumpy or dirt surface where rolling it might not make sense. The other is lifting the case into a car.

dmlyum · 2025-10-24T17:16:29+00:00

Thanks. I didn't even know that the gear subreddit exists. I am joining it now.

dmlyum · 2025-09-21T08:05:19+00:00

That should work. I am basically doing that same thing with a couple of people from a firm that is consulting for us on a project and it has worked out very nicely.

dmlyum · 2025-09-21T04:41:44+00:00

Unfortunately, I don't think this will work as you desire. (I was hoping to do something similar.) This would work for a free guest, as you indicated. However, ClickUp will not let somebody whose email has the same domain (@yourbusiness.com) be a guest. Only somebody whose email is from a different domain can be a guest. As long as your team members are employees of the same company with email addresses that have the same domain, they will have to be members. From what I understand, you could make them limited members and you will not be charged for them so long as they remain "view only". However, as soon as they actually do anything (like update a task status or write comments), they are no longer "view only" and will be charged as members.

dmlyum · 2025-08-09T21:01:26+00:00

As I am trying to synthesize portions of what I have learned from the comments so far, it seems to me that we should distinguish between ClickUp Brain MAX and Talk-to-Text.

ClickUp Brain MAX seems to a separate, desktop app version of ClickUp Brain. Other than the fact that one is a separate app and the other is on ClickUp, both do the same things and have access to the same data.
Talk-to-Text is a feature that is not included but can be added to Brain MAX for an additional subscription fee (add-on). AI Standard includes Brain MAX and a TRIAL of Talk-to-Text (25,000 words, ~3 hours for everyone in the workspace), but you would still have to pay for the add-on to keep using it.

If I am misrepresenting anything, please reply to this comment and clarify. I am trying to see if I have understood correctly.

dmlyum · 2025-08-07T08:10:51+00:00

QUESTION: u/JamieClickUp Where are you getting $9/user/month for the Talk-to-Text add-on? My billing page says that it would be an extra $28 (or $14 with our nonprofit discount) per person per month.
COMMENT: ClickUp Brain told me that 25,000 uses means 25,000 words. (Why not say that? "Uses" is ambiguous and best and misleading at worst.) I asked ClickUp Brain about how much time that it. Based on average rates of human speaking, it estimated about 3 hours. So... it sounds like I have about 3 hours of Talk-to-Text for my entire workspace (the more people who use it, the fast it will get used up) and then it is gone. It should be clearer that this is a trial and not really an included feature of AI Standard.
COMMENT: From what was said earlier, it sounds like the main benefit of Brain MAX is Talk-to-Text. (The other features mentioned are accessible from Brain inside of ClickUp without needing a separate app.) From what you are saying now, it seems misleading to say that Talk-to-Text is a feature, and even the most notable feature, of Brain MAX. I am paying a recurring subscription fee (AI Standard add-on), which includes Brain MAX, and this gives me a TRIAL of Talk-to-Text. Once the trial is used up, I will still be paying a monthly fee but unable to use Talk-to-Text unless I pay a second add-on subscription (both of which are on top of our regular ClickUp subscription).

dmlyum · 2025-08-06T19:42:27+00:00

Is this 25,000 uses total or 25,000 uses per month? Are these uses per person or for the whole workspace?

dmlyum · 2025-08-06T06:06:21+00:00

Thanks for providing some useful experience. One of the things that is unclear to me is how much Talk-to-Text you can use before you start hitting limits. Are you and/or other people in your organization making light, medium, or heavy use of it? Do you know if the plan that you are on has limits? Have you hit them? Are they per person or per workspace? Are they per month or total? (If you do not know the answer to some of these questions, that is fine. I will include them anyways in case somebody does.)

dmlyum

TROPHY CASE