How to use ClickUp AI in your daily workflow

The quick answer

You can integrate the new ClickUp AI features into your workflow in five steps:

1. Explore the unified workspace: Start by using the new ClickUp 4.0 sidebar to navigate between tasks, documents, and communications without switching tabs.
2. Activate ClickUp Brain: Access the general-purpose AI from anywhere in the interface to generate ideas, draft documents, and schedule meetings.
3. Automate project admin with Autopilot: Set up triggers that allow the AI to automatically assign tasks, update priorities, and post project summaries for you.
4. Query your workspace for information: Use the AI Knowledge Manager to ask questions and get instant answers sourced from your tasks, comments, and connected documents.
5. Integrate the AI Notetaker: Connect the AI to your calls and meetings to automatically transcribe conversations and create tasks from action items.

What is ClickUp 4.0 and its new AI?

ClickUp has released a major platform update called ClickUp 4.0. This update redesigns the user interface and introduces a powerful new suite of artificial intelligence tools. The goal is to make ClickUp a single platform where your team can manage projects, communicate, and access company knowledge.

These new AI capabilities are built on technology from ClickUp's acquisition of Qatalog, an enterprise search company. This integration allows ClickUp AI to understand the context of your work across the entire platform, from tasks and documents to chat and external tools like Google Drive.

From separate tools to one unified hub

The core promise of ClickUp 4.0 is to reduce the time your team spends switching between different apps. The platform now acts as a one-stop shop for productivity. The redesigned sidebar lets you view forum timelines, switch communication channels, and manage your task list in one place.

This unified workspace is the foundation for ClickUp AI. The AI has two main components that work together: a proactive communication agent and a general-purpose assistant called ClickUp Brain.

ClickUp Brain: your project co-pilot

The most significant new feature is ClickUp Brain. It acts as a central intelligence layer across your entire workspace, accessible from the sidebar at all times. It connects your tasks, documents, people, and company knowledge to help you work faster.

Think of it as an assistant that can create tasks, generate ideas, schedule meetings, analyze reports, and draft documents. It is designed to handle both general productivity requests and specialized project management workflows.

The proactive communication agent

Alongside ClickUp Brain is a second AI agent that works within your communication channels. This agent proactively scans conversations for questions. When a team member asks something, the AI finds the answer using your internal workspace knowledge and connected external sources.

This feature helps reduce repetitive questions and ensures everyone can find information quickly without interrupting others. It pulls data from your tasks, documents, and integrated tools like Figma or OneDrive to provide accurate, contextual answers.

Automate your project management workflow

The new ClickUp AI tools bring powerful automation specifically for project managers. You can now delegate repetitive administrative work to the AI, freeing you up to focus on high-impact strategic decisions.

These features help your team run more efficiently by automating assignments, updates, and daily check-ins. It is one of the most practical applications of collaborative work management AI available today.

Use Autopilot to manage admin tasks

Autopilot is an AI feature that automates routine project management tasks. You set up triggers, and the AI takes care of the resulting actions. For example, you can configure Autopilot to:

• Assign a new task to a specific team member when it is created in a list.
• Update a task's priority based on its due date or comments.
• Post a daily or weekly progress summary to a team chat channel.

To set this up, go to your project's automation settings. Choose a trigger, like "Status changes," and then add an AI action, such as "Generate a summary." This turns manual check-ins into an automated workflow.

Get intelligent task assignments

ClickUp AI can also suggest the best person for a new task. When you create a task, the AI analyzes your team's current workload, their skills, and their history on past projects. It then recommends who should be assigned.

This helps you distribute work more evenly and ensures tasks are given to the person best equipped to handle them. It removes the guesswork from delegation and helps prevent team burnout. This type of smart resourcing is key for agencies delivering fully managed digital marketing plans.

Run daily stand-ups with AI

Daily status meetings can consume valuable time. The AI Stand-ups feature automates this process. The AI compiles daily updates from each team member, flags any reported issues, and generates a concise summary.

Your team gets a clear overview of progress and blockers without needing to join another video call. This summary can be posted automatically in a dedicated channel, keeping everyone informed asynchronously.

Build a central knowledge base with AI

One of the biggest challenges for growing teams is knowledge management. Information gets lost in chat threads, email chains, and disconnected documents. ClickUp AI aims to solve this by turning your workspace into a searchable knowledge base.

The AI Knowledge Manager allows any team member to ask questions in natural language and get immediate, sourced answers. As TechCrunch reported on the update, this leverages technology from the Qatalog acquisition to index everything.

Instantly find answers and sources

You can ask the AI questions like, "What is our process for launching a new feature?" or "Who was the lead designer on the Q3 campaign?" The AI will search your entire workspace, including tasks, comments, and docs, to provide an answer.

Crucially, every answer includes links back to the source information. This allows you to verify the answer and dig deeper if needed. It stops knowledge from living only in one person's head and makes it accessible to everyone.

Get summaries of long threads and docs

Joining a project midway through can be difficult. The AI's summarization capability helps you get up to speed quickly. You can ask the AI to summarize a long comment thread, a complex task chain, or a lengthy document.

It provides a "TL;DR" (Too Long; Didn't Read) recap that highlights the key points and decisions. This is perfect for catching up on conversations you missed or quickly understanding the context of a task you've just been assigned.

Create content and communicate faster

ClickUp AI also includes tools to speed up content creation and daily communication. The AI Writer is integrated directly into Docs and task descriptions, helping you draft everything from marketing copy to technical specifications.

These tools are not just for writers; they help anyone on the team communicate more clearly and efficiently. A clear content pipeline is a critical part of managing your content from website to social.

Draft and refine text with the AI Writer

The AI Writer can help you overcome writer's block or simply speed up your process. You can use it to:

• Draft an email to a client.
• Generate ideas for a blog post.
• Write social media marketing copy.
• Rephrase a paragraph to be more clear or change its tone.

This is built directly into the text editor, so you can access it without leaving your workflow. You can find more detail on ClickUp's official AI feature page.

Record and transcribe meetings

The AI Notetaker helps you capture important information from meetings. It can join and transcribe your calls, creating a searchable record of the conversation. This record is stored centrally within your ClickUp workspace.

Even better, the AI can identify action items discussed during the call and automatically turn them into new tasks in ClickUp. This ensures that decisions made in meetings are immediately translated into actionable work, building a solid foundation from which you can launch a website designed to convert.

Communicate across languages

For global teams, ClickUp AI offers multilingual support. It can provide quick and accurate translations between multiple languages directly within the workspace. This helps break down communication barriers and ensures that everyone, regardless of their native language, can collaborate effectively.

This capability is also planned for the mobile app, allowing for seamless communication and decision-making on the go.