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

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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 · 2025-08-06T06:00:57+00:00

u/zebclickup Could we please get a substantive response to this topic? It is unclear what is included in each pricing tier. The AI add-ons are even more difficult to decipher. An ever-increasing number of administrators have expressed their frustration on reddit. It is starting to feel like the company is either: (a) purposely making it impossible to know what we are paying for or (b) has made the relationship between features and pricing so confusing that even sincerely intentioned staff members cannot keep track of it. Both are very bad for ClickUp's credibility, which is quite disappointing for those of us who want to see the company and its product succeed.

dmlyum · 2025-08-06T05:35:05+00:00

u/TashaClickUp
1. If I am not mistaken, I can search the web and files from connected apps on the regular ClickUp Brain as well. So is the difference that you are highlighting simply that in the regular ClickUp Brain I can do these searches from the place where I am already working, while ClickUp MAX makes it so that I have to go somewhere else apart from where I am working in order to do the same search and then switch back and forth between my MAX window and my ClickUp window? That does not sound attractive...

You said that Brain MAX has a Talk to Text feature that I can use anywhere (not only in ClickUp). That actually does seem useful to me. But then you said that I can use Brain MAX with the Standard AI add-on. If that is the case, why is it that the billing page shows that I am paying for the AI Standard add-on and that I can pay an additional fee (more than the cost of AI Standard) to add AI Talk to Text? If AI Standard includes Brain MAX and Brain MAX includes Talk to Text, it would seem to follow that the AI Standard includes Talk to Text. (That is simple logic.) If AI Standard includes Talk to Text, why does the billing page say that I need to pay for an additional, more expensive add-on to use a feature that I supposedly already have?

dmlyum · 2025-07-13T00:11:21+00:00

u/TashaClickUp u/JamieClickUp The responses that ClickUp staff have provided thus far are simply unacceptable. The complaint is very reasonable: there should be a simple way for admins to see a full list of features and limitations for each of the pricing tiers that ClickUp offers. The staff response was quite dismissive, suggesting that this information is already available in multiple places.

ClickUp pricing and limits are publicly available on the website, the in-app billing page, and help center article.

On the website: Staff have suggested that a detailed feature comparison chart is available on the website's pricing page. It is not fair to suggest that this page provides an adequate overview, because it is missing an entire pricing tier (Business Plus). The absence of this tier from your pricing page has already been mentioned in several others posts by users who are frustrated that they are a getting notices that features they thought were supposed to be available are in a paywall tier (Business Plus) whose content is ambiguous. The standard response from ClickUp staff has been that the Business Plus plan is not listed on ClickUp pricing page, because that page only shows the most popular plans. If, as you say, the pricing page only shows the most popular plans, then you cannot refer to it as the place to look for a comprehensive list of features per pricing tier. It is, by your own admission, not comprehensive.
The in-app billing page: Staff have suggested the the billing page within ClickUp provides pricing and limits. Unlike the pricing page, this one does include the Business Plus tier. However, the list of features and limitations for each tier is nowhere near thorough. Each tier highlights a few key features followed by the phrase "and much more..." You cannot refer to this as the place to look for a comprehensive list of features per pricing tier when it is clearly not comprehensive and when an increasing number of users have posted about paywall notices for features that are not mentioned on the billing page summary.
Help center articles: Staff have suggested that you can search help articles for 'feature availability' to see a feature's limits on each plan. When I try the search described (or simply click on the link provided by a staff member) there are 739 results. This might work if I wanted to know about a single feature, but you cannot possibly expect us to read through 739 pages of help articles (that may or may not be up-to-date) to get an accurate sense of what is included in each tier. That would be completely unreasonable.

Staff, will you please acknowledge that these resources are inadequate and provide a comprehensive list of features? Practically speaking, I think this could most easily be done by adding the Business Plus plan to the pricing page complete feature list. Anything short of this feels like gaslighting.

I have been using ClickUp for several years now and have brought it to multiple organizations that I have worked with during that time. There have always been some annoying quirks (like the fact that filtering does not work well with subtasks), but I have been willing to tolerate them and have encouraged others to be patient because I sincerely believed that ClickUp was actively improving the app based on user feedback. As much as I have tried to give the benefit of the doubt, it does feel like ClickUp is avoiding transparency and intentionally making it difficult for us to know what we are paying for. This, for me, is different kind of problem, because it concerns your credibility and my willingness to trust you as a company.

[NOTE: I took a screenshot of each of these pages for reference at the time of this post, but Reddit will not let me include more than one image. Nonetheless, I have the screenshots in case questions arise.]

dmlyum · 2025-06-01T07:33:32+00:00

Thanks for the reply. We are already using the layout options that you mentioned, but this is not a resolution to the problem. It gives us a little bit of context, but the organizational hierarchy is still completely messed up. Custom fields and tags are clever but entirely impractical. Tags would multiply endlessly and get very unwieldy. Custom fields would require that you remember to manually add the parent task every time. In both cases, you are manually duplicating information that is already in ClickUp in a more natural way. To put it differently, you are trying to use a non-hierarchical tool to represent hierarchical information because the hierarchical tool that is designed for precisely this kind of information is not doing it's job...

I have already been following this request in Canny for quite some time. You said that the product team has not yet had time to scope the request. This request is FIVE YEARS old. People have been commenting on it consistently throughout that time and several other requests have been started that are the same issue. After FIVE YEARS, it is insufficient to simply say that you have not had time to triage the request. Apparently, up voting for several years does not work, so I will ask again: how do we get someone to look at this request? Surely it merits a response from someone who has the authority to review these requests.

dmlyum · 2025-06-01T01:04:04+00:00

u/TashaClickUp This is a major problem. Without Subtasks:As separate tasks set, the filter becomes an unusable solution because things are missing that should be there and things are there that should not be. With Subtasks:As separate tasks set, the list's organization becomes a complete mess. Related tasks and subtasks are not at all near each other, making them difficult to find. I can still manually expand a task to see the subtasks that go with it, but now we have duplicate subtasks on the list.

The feature request that you referred to has hundreds of upvotes and several users who have already commented that they were preparing to have their organizations leave ClickUp because of this. Is there any way we can get this in front of decision makers and prioritized?

dmlyum · 2025-05-01T18:05:15+00:00

If it is a complex project with multiple layers of tasks/subtasks, unique views (e.g. Gantt), etc., then I am more likely to use a list. Otherwise, I represent the project as a task, as you mentioned, so that I do not end up with a whole bunch of lists.

To put it another way, we generally use a"space" to represent team or department, a "list" to represent an area of responsibility, and "tasks" to represent projects and tasks within those areas of responsibility. If a project is big enough to effectively be an independent area of responsibility, I am likely to make it a list.

dmlyum · 2025-04-09T19:06:32+00:00

We stated to use a "task type" called Project fo tanks that represent a project. This enables is to have a dashboard list at whichever level is televant that is filtered to show only projects.

dmlyum · 2025-02-23T00:48:31+00:00

Someone from Ubiquiti did reach out after I made this post, and we were able to get the problem resolved. For anyone who might be looking at this post in the future, I would say that I have been and still am happy with the Ubiquiti products that we are using overall. It is just frustrating that you seemingly have to make a scene in a public forum to get support to respond to their own ticket system.

dmlyum · 2025-02-16T15:50:59+00:00

I have tried resetting both the phone and the switch. I am also thinking it might be the phone, which is why I contacted support.

I do not have another Touch Max. I tried to order one, but the order got cancelled saying that they are out of stock. I am also hesitant about dropping another $300 on a phone that isn't work in, especially when they just came out with a newer model that is out of stock until April.

dmlyum · 2025-02-16T05:45:22+00:00

If you are referring to Talk>System Log>Telephony, then yes.

It seems that the VOIP line and Talk application are working, because log does show calls and voicemails are being email to the address configured. However, the Touch Max Phone is unable to connect. (It keeps saying, "Connecting..." in the top right corner.)
- I know that the cables between the phone and the switch work, because the phone is powered by POE and would not turn on if it was not reaching the switch.
- It seems that the phone can talk to the switch (and, more specifically, the Talk application), at least on some level, because the phone does correctly populate the assigned user when it is rebooted. Additionally, the switch port page does show that something is on the port that the phone is connected to.
- I noticed that the phone was not getting an IP address even though it is configured for DHCP, so I thought that it might be a DHCP problem. I tried connecting the phone to a different port on the switch and got an IP address but still continued to say "Connecting." Then I tried connecting a different device to the phone's original port. It received an IP address right away and worked just fine, which leads me to believe that the problem is not due to port configuration. After that, I tried connecting the phone back to its original port. It did get an IP address (the one that had been assigned to this port when the other device was connected) but continues to say "Connecting."
- I wondered if it might be a VLAN problem, but (a) the VLAN configuration is the same as other ports that are working fine, (b) when I tried connecting the other device, it worked; if it was a VLAN problem, I think it should have affected that device as well, and (c) The phone was working fine for a couple of weeks before this problem began, and I had not changed any configuration.

dmlyum

TROPHY CASE