ClickUp
Two-way sync ClickUp tasks, statuses, assignees, and custom fields with Airtable, Notion, Google Sheets, and more. Each ClickUp list syncs as a table.
ClickUp Connector Guide
Section titled “ClickUp Connector Guide”This guide covers how to connect Whalesync to ClickUp, how your lists and tasks appear in Whalesync, and which fields sync.
In Whalesync terms, a ClickUp workspace is the base you pick, each list in it is a table, and each task in the list is a record. One more table, Users, lists the workspace's members for the assignee, watcher, and people fields to point at; it is read only.
Connecting to ClickUp
Section titled “Connecting to ClickUp”Whalesync connects by signing in to ClickUp, or with a personal API token you paste in. See Authorize ClickUp for both.
- In Whalesync, choose ClickUp and sign in, or paste a token.
- Pick the workspace to sync.
- Pick the lists to sync. Each is named for where it sits, as
Space / Folder / List, orSpace / Listfor a list outside a folder, since list names repeat across spaces and folders. Archived spaces, folders, and lists are not listed.
Syncing Data
Section titled “Syncing Data”Every list the connected account can see in ClickUp is available as a table. Its columns are the task fields ClickUp gives every task plus the custom fields the list can use, so two lists with different custom fields have different columns.
Subtasks are records in the same table as their parent, linked to it by Parent task. Archived tasks stay in the table with Archived checked, rather than being treated as deleted. A task moved from one synced list to another leaves the first list's table and appears in the second's.
Supported Fields
Section titled “Supported Fields”| ClickUp field | Status | Notes |
|---|---|---|
| Name | ✅ Supported | Required when creating a task from another app. |
| Description | ✅ Supported | Synced as rich text. See Descriptions. |
| Description (plain text) | ➡️ Supported (1-Way) | Read only. The same description without formatting. |
| Status | ✅ Supported | A select whose options are the list's statuses. A status has to exist on the list in ClickUp. Clearing it leaves the task's status as it is, since every ClickUp task has one. |
| Priority | ✅ Supported | One of urgent, high, normal, or low. |
| Due date, Start date | ✅ Supported | A date, with a time when the task has one. See Dates. |
| Assignees | ✅ Supported | Links to the Users table. |
| Watchers | ✅ Supported | Links to the Users table. ClickUp makes the account that creates or edits a task a watcher of it. When Watchers is synced, Whalesync keeps the connected user off the tasks it creates or edits, unless the record lists them. |
| Tags | ✅ Supported | A multi-select of the space's tags. ClickUp keeps tag names in lowercase. See Things to Keep in Mind for the characters a tag name can't have. |
| Parent task | ✅ Supported | A link to another task in the same list. Set it to make a task a subtask, or change it to move the subtask. ClickUp can't turn a subtask back into a top-level task, so clearing it is reported as a sync issue for that task. |
| Sprint points | ✅ Supported | Needs the Sprint Points ClickApp on the space. The value has to be on the space's point scale. |
| Time estimate (minutes) | ✅ Supported | A number of minutes. |
| Archived | ✅ Supported | A checkbox. Checking it archives the task in ClickUp; unchecking it restores the task. |
| Task type | ✅ Supported | A select of the workspace's task types, such as Task and Milestone. |
| Waiting on, Blocking, Linked tasks | ➡️ Supported (1-Way) | Read only. Links to the tasks in the same list that this one depends on, blocks, or is linked to. |
| Creator | ➡️ Supported (1-Way) | Read only. A link to the Users table. |
| Task ID, Link, Created at, Updated at, Closed at, Done at | ➡️ Supported (1-Way) | Read only. Task ID is the custom task ID, when the workspace uses them. |
Custom fields
Section titled “Custom fields”Each custom field the list can use is a column of that list's table, whether it was added to the list, its folder, its space, or the whole workspace.
| Custom field type | Status | Notes |
|---|---|---|
| Text, Long text, Email, Phone, Website | ✅ Supported | |
| Number, Money | ✅ Supported | |
| Checkbox | ✅ Supported | |
| Date | ✅ Supported | A date, with a time when the field has one. See Dates. |
| Dropdown | ✅ Supported | Synced by option name. The option has to exist in ClickUp. |
| Labels | ✅ Supported | Synced by label names. Each label has to exist in ClickUp. |
| People | ✅ Supported | Links to the Users table. Teams on the field are left as they are. |
| Relationship to a list | ✅ Supported | Links to that list's table. Only the list the field was created on gets the column; the matching field on the other list has none. |
| Rating | ✅ Supported | A whole number from 0 to the field's maximum. |
| Progress (Manual) | ✅ Supported | A number in the field's range. ClickUp has no empty progress, so a cleared value reads back as 0. |
| Progress (Auto), Formula, Voting | ➡️ Supported (1-Way) | Read only, since ClickUp computes them. Progress (Auto) is a percentage, Formula is text, and Voting is the number of votes. |
| Location | ➡️ Supported (1-Way) | Read only, as the address. |
| Relationship to any task | ➡️ Supported (1-Way) | Read only. Links to the tasks in the same list. A change from another app could remove links to tasks the sync can't see, so none is written. |
| Rollup, Button | ✖️ Not supported | No column. ClickUp's API doesn't return Rollup fields, and Button fields run actions rather than hold a value. |
| Files, Signature | ✖️ Not supported | No column. |
Descriptions
Section titled “Descriptions”A task's description is synced as rich text. Headings, bold, italic, links, lists, checklists, code blocks, and line breaks come through in both directions.
ClickUp doesn't record whether a date has a time. It stores a date without one as 4:00 AM in the timezone of the person who set it. Whalesync reads and writes dates in the timezone of the ClickUp user who connected: a date at 4:00 AM in that timezone syncs as a date with no time, and a date with no time from another app is written as that day. A date someone set in another timezone syncs with its time, which is still the right moment.
Real-time updates
Section titled “Real-time updates”Whalesync registers a webhook on each list you map, so a change to a task in ClickUp reaches your other apps within seconds instead of waiting for the next poll. Two kinds of change send no webhook and wait for the daily poll instead: moving a task to a list that isn't synced, and adding or removing watchers. If ClickUp suspends a webhook after failed deliveries, Whalesync turns it back on at its next schema refresh. Turning the sync off removes the webhooks.
Things to Keep in Mind
Section titled “Things to Keep in Mind”- Only lists the connected account can see are listed. A private space, folder, or list it isn't a member of is not.
- Deleting a record deletes the task in ClickUp. A task that is in several lists, with ClickUp's Tasks in Multiple Lists, is only removed from the list whose table the record was deleted from.
- Whalesync doesn't create statuses, custom fields, or dropdown and label options. A value that doesn't match one in ClickUp is reported as a sync issue for that task.
- Sprint points must be on the space's point scale. ClickUp refuses any other value, and Whalesync reports it as a sync issue for that task.
- A tag with
/,%,#, or?in its name can't be added to or removed from an existing task. ClickUp's API refuses those names on an update, so Whalesync reports the change as a sync issue before writing anything. Rename the tag, or change it in ClickUp. - Comments, task checklists, attachments, time tracked, and Docs are not synced.
- Whalesync makes at most 90 requests a minute to ClickUp, under the 100 a minute ClickUp allows each token on most plans. Each task Whalesync creates or updates takes at least one request, plus one for each changed custom field or tag, so a large first sync into ClickUp takes a while.