ClickUp 4.0 is now fully available to all ClickUp users.
Like iOS upgrades, that leaves a lot of people asking questions like:
And that's precisely why I'm working through the weekend to finish up this ClickUp 4.0 review.
I want you to have free access to the best and straight-shooting playbook for ClickUp 4.0.
If you're the kind of person who wants to grab a PDF to bookmark and work through later, you can download that here.
[[cta(Download the Complete ClickUp 4.0 Guide FREE)]]I run ZenPilot.
We've helped over 3,000 teams streamline their operations on ClickUp.
We've published the ZenPilot Methodology to help you build a more productive, profitable, and healthy team.
ZenPilot is ClickUp's largest and highest-rated Solutions Partner. But don't take my word for it - listen to ClickUp's Founder & CEO Zeb Evans:
[[quote(Zeb Evans)]]
And internally at ZenPilot, we've been running on ClickUp 4.0 for months and have helped dozens of customers with early access and adoption, so we've seen what works and clicks vs. what has a steeper learning curve.
My bias: I'm a former software founder and a lifelong early-adopter to tools - so I'm predisposed to evaluate the direction a tool is taking and be more forgiving in small details.
That's why our client work is so important - I need to be reminded that many users are instantly turned off by minor bugs or issues.
I see a small bug and often look past it at the larger product direction - "hey, it'll be fixed in a week or two, but this is a new way to think, I like it!" is not an uncommon reaction for me. But many users are ready to jump ship after those same experiences.
So I'll do my best to write this ClickUp review with others in mind :)
Enough about me, let's talk about ClickUp 4.0
Short answer: Yes. This is the most polished major ClickUp release I've seen in 8 years.
Look, I've been through ClickUp 1.0, 2.0, and the messy 3.0 rollout that caused real heartburn and churn. So I'm not going to sugarcoat this.
ClickUp 4.0 is a big step in the right direction. Not perfect, but really good.
They learned from 3.0's very challenging launch. Instead of hyping it up and dropping it overnight, they gave power users months of early access. We've been running on it at ZenPilot since early 2025, and we've helped dozens of teams migrate. So most of the kinks have been worked out!
The "Today vs. Overdue" logic in My Tasks still bothers me. They're doing what everyone else does (show today first, then overdue), when they should be leading the industry by showing overdue tasks first, then today, then future.
If you're running a true due-date driven project management methodology, looking at overdue tasks after what's due today makes zero sense. But that's fixable. And I realize that's a power user frustration, but hey, I'm a power user!
If you're already on ClickUp, upgrade to 4.0. As I mentioned in a recent episode of ClickUp Weekly, you'll need to migrate here in early 2026 anyway. Use the "soft launch" settings to roll it out to yourself first, then your team in phases.
If you're evaluating ClickUp for the first time, this is the best version of the platform they've ever shipped. The convergence vision—tasks, chat, docs, AI all in one place—actually works now.
Just remember: Tools, Process, Habits. ClickUp 4.0 won't save a broken agency. But if you've got the process and habits in place? This is the best tool for the job.
Want the detailed breakdown? Keep reading. We're going feature-by-feature through everything that's new, what works, what doesn't, and how to actually use it without losing your mind.
Yes, if you're an existing ClickUp user. This is the most stable major release they've done. Start with the "soft launch" approach: enable 4.0 for yourself first, spend a few days getting comfortable, then roll it out to your team in phases.
Don't just flip the switch for your entire workspace on a Monday morning. Give people time to adjust.
Teams Hub, hands down. This gives managers actual visibility into team capacity, priorities, and performance without constant check-ins. If you manage people, this alone is worth the upgrade.
Close second: the redesigned Workload View. It's now extremely competitive with dedicated resource management tools.
Only if neither of these are true:
If neither applies to you and you're already a ClickUp customer, you should absolutely look at switching. We made the move after being Slack customers for a decade, and it's been great.
Your data and structure won't break, but your team will need to relearn where things are. The navigation is completely different.
Expect: "Where did my Spaces go?" and "How do I find my tasks?" for the first week or two.
Action item: Update your internal SOPs and training docs. Your old screenshots and instructions now need some updates. Or chat with us and just buy your team access to the ZenPilot Training Center!
The Planner has promise but isn't there yet. If you're a solo user or have simple workflows, it might work. For complex project management with dependencies and team coordination, it's still clunky.
ClickUp is clearly trying to compete with Motion.ai here, and the direction is right. Just don't expect it to magically organize your life yet.
Desktop experience: excellent. Mobile experience: needs work, especially for SyncUps (their Slack Huddles equivalent).
If your team relies heavily on mobile for collaboration, be aware of this limitation. The core task management stuff works fine on mobile—it's the newer collaborative features that are rough.
1-2 weeks for most teams to get comfortable with the new navigation and interface.
Power users might adapt faster. Less technical team members might need more hand-holding.
Pro tip: Create a quick Loom video showing your team where their most-used features moved to. This will save you hours of Slack DMs.
[[cta(Book a Call with ZenPilot)]]
Let's start with the big picture.
ClickUp has been talking about "one app to replace them all" since day one. For years, that felt more like marketing than reality. You'd use ClickUp for project management, Slack for chat, Google Docs for documentation, Loom for video, Calendly for scheduling, and on and on.
ClickUp 4.0 is the first time that vision actually feels achievable.
Why does this matter?
The average knowledge worker now uses 11 different applications just to get their work done. Not 11 total - 11 applications per day.
Think about your own workday. How many tabs do you have open right now? How many different tools did you check in the last hour?
Each one of those context switches costs you time and mental energy. And the problem is getting worse, not better.
ClickUp's bet with 4.0 is that convergence beats best-of-breed for most teams.
Instead of having the absolute best tool for every single function, what if you had a really good tool that handled 80% of your needs in one place? The productivity gains from eliminating context switching would more than make up for the 20% you're giving up in feature depth.
That's the philosophy behind ClickUp 4.0. And for the first time, they're actually delivering on it.
Here's a number that should make you realize the opportunity: $2.5 trillion.
That's the estimated global cost of productivity lost to app switching and context fragmentation. Not billion. Trillion.
Let me break down where that number comes from, because it's not just corporate consulting nonsense:
Add it up and the average knowledge worker is losing 4+ hours per day just to the overhead of fragmented work.
For ops leaders, this is even worse because you're not just losing your own time - you're losing it across your entire team.
Let's make this personal. Say you have a team of 10 people. If each person is losing even 2 hours per day to the toggle tax, that's 20 hours per day or 100 hours per week of productive capacity you're bleeding.
At a $200/hour bill rate, that's $20,000 per week in lost revenue. A million dollars annually!
And that's conservative. Most teams that reach out to us can save more than 2 hours daily per team members.
The toggle tax shows up in subtle ways:
This is what ClickUp 4.0 is trying to solve.
By bringing tasks, chat, docs, and AI into one unified workspace, they're taking a real shot at eliminating the toggle tax.
Does it work perfectly? No. But it's a heckuva a lot better than the alternative!
If you've been a ClickUp user for a while, you know their reputation: they ship fast.
Sometimes too fast.
For years, ClickUp's product philosophy was all about velocity. They'd announce a new feature, ship it a week later, and move on to the next thing. This was exciting if you're a product geek like me. It was also frustrating if you're a normal human trying to run a business.
Features would ship half-baked. The UI would change without warning. Bugs would linger for months because the team was already focused on the next big thing.
The ClickUp 3.0 rollout in 2023 was the peak of this approach - and it backfired spectacularly.
They hyped it up for months, dropped it overnight with limited testing, and the product was legitimately broken for a lot of users. We had clients threatening to leave ClickUp entirely. Support was overwhelmed. The team spent months in damage control mode.
It was bad enough that it forced a genuine reckoning inside ClickUp about how they approach product development.
Enter the shift to "obsessive craft."
Here's what changed for ClickUp 4.0:
This is what "obsessive craft" looks like in practice, and it's paying off.
ClickUp 4.0 is the most stable major release they've ever done. It's not perfect - there are still rough edges, especially on mobile. But the foundation is solid.
The velocity is still there. ClickUp still ships features faster than any other PM tool. But now there's actually quality behind it.
If you got burned by the 3.0 rollout and swore you'd never upgrade again, I get it. But 4.0 is different. They learned their lesson.
And frankly, that makes me more bullish on ClickUp's future than I've been in years.
If you've been using ClickUp for a while, the first time you open 4.0 is going to feel... disorienting.
Everything you knew about where things are located? Mostly the same, but it seems different at first.
The old ClickUp had one sidebar on the left that did everything. Navigation, spaces, favorites, settings - it all lived in that one collapsible panel.
ClickUp 4.0 splits navigation into two distinct systems:
Think of the Global Nav as your app launcher. It's always there, always visible, and clicking an icon either opens a sidebar or takes you directly to that section.
The sidebars are where the actual navigation happens. Click "Home" in the Global Nav, and you get a sidebar showing your personal workspace. Click "Spaces," and you get a sidebar showing your team workspaces.
This is a better mental model once you internalize it, but it takes a week or two to stop looking for things in the old locations.
Pro tip for your team: Record a 3-minute Loom showing them where their 5 most-used features moved to. This will save you dozens of Slack messages.
Let's walk through what each icon in the Global Nav does, top to bottom:
At the bottom, you've got your profile, settings, and workspace switcher (if you have multiple workspaces).
The key insight: most people will live in three places - Home (for personal work), Spaces (for team/client work), and Chat (for communication).
Everything else is secondary.
This is the #1 source of confusion for new ClickUp 4.0 users.
"Where did my Spaces go?"
"Why can't I see my client folders?"
"How do I get back to my tasks?"
The answer comes down to understanding the difference between Home and Spaces.
Home = Personal Workspace
Home is your workspace. It shows:
If you're an individual contributor focusing on getting your work done, you can live in Home and rarely leave.
Spaces = Team Workspace
Spaces is where your team's work lives. Click the Spaces icon and you'll see:
If you're a manager, project manager, or need to see the big picture across multiple projects, you'll spend more time in Spaces.
The Rule of Thumb:
"What should I work on?" → Go to Home → My Tasks
"How's the client project going?" → Go to Spaces → Navigate to that client's folder
Once you internalize this distinction, the navigation actually makes a lot of sense. But yeah, it's a mental shift.
For 8 years, I've been arguing with ClickUp about terminology.
In ClickUp 3.0, your personal task list was called "Home." But "Home" is vague. What does that even mean? Is it my homepage? Is it where I go to see everything? Is it a dashboard?
We built the entire ZenPilot Methodology around a concept we called "My Tasks"—a filtered view showing every task assigned to you, organized by due date.
This terminology is clearer. "My Tasks" tells you exactly what you're looking at: the tasks that are yours.
Thousands of our clients adopted this terminology. We trained their teams to say "check your My Tasks view" instead of "check Home."
And now, finally, in ClickUp 4.0, they've adopted it officially.
"Home" is now called "Home" (the entire personal workspace), but within Home, your personal task list is explicitly labeled "My Tasks."
This might seem like a small thing, but it's huge for onboarding and adoption. New users immediately understand what "My Tasks" means. "Home" always required explanation.
Here's why this matters beyond just semantics.
At ZenPilot, we teach what we call a due-date methodology for task management.
The core principle: every task that needs to get done should have a due date, and your primary working view should be organized by due date.
Not by project. Not by status. Not by priority. By due date.
Why? Because that's how time actually works.
If you organize your work by project, you end up constantly asking yourself, "What should I work on right now?" You have to make that decision fresh every time you sit down to work.
If you organize by due date, the decision is already made. Work on what's overdue first, then what's due today, then what's due soon.
This eliminates decision fatigue and ensures nothing falls through the cracks.
ClickUp 4.0's "My Tasks" view is built around this philosophy. By default, it shows:
(Okay, they almost got it right. More on the "Today vs. Overdue" debate later.)
The point is: ClickUp 4.0 validates what we've been teaching for years. A due-date-driven, "My Tasks" approach is the most effective way to manage individual workload in an agency.
Within "My Tasks," you actually have two default views:
1. Personal List
This shows tasks from your personal lists—tasks you've created for yourself that aren't part of any team project. Think of this as your personal to-do list.
Most agency team members won't use this much. The real work happens in team spaces.
2. Assigned to Me
This is the view you'll actually use. It shows every task assigned to you across the entire workspace, regardless of which Space, Folder, or List it lives in.
By default, it's grouped by due date and sorted chronologically. You can customize this with filters, grouping, and sorting options.
Recommended customizations:
Once you dial in this view, save it and favorite it. This becomes your home base for daily work.
In ClickUp 3.0, there was a view called "Everything." It was... exactly what it sounds like. Every task in your entire workspace, all in one giant list.
Useful for admins and power users. Completely overwhelming for everyone else.
ClickUp 4.0 renames this to "All Tasks," which is clearer and less intimidating.
Functionally, it's the same. But the renaming is part of a broader effort to make ClickUp's terminology more intuitive.
"Everything" sounds chaotic. "All Tasks" sounds... manageable.
Okay, this one's big.
For years, ClickUp's hierarchy has been: Workspace → Spaces → Folders → Lists → Tasks → Subtasks.
This works great for most agencies. We use Spaces for business areas (Growth, Delivery, Operations), Folders for clients, and Lists for service lines or project phases.
But what if you have a large client with multiple sub-brands or business units? Or a complex project that needs further organization within a client folder?
You've been stuck. The hierarchy didn't allow for it.
ClickUp 4.0 introduces Subfolders (currently in beta).
Now your hierarchy can be: Workspace → Spaces → Folders → Subfolders → Lists → Tasks → Subtasks.
This is a game-changer for agencies managing complex client relationships.
Example use case:
Let's say you're working with a large e-commerce brand that has 5 regional divisions. Previously, you'd have to either:
With Subfolders, you can do:
You get proper organizational hierarchy without fragmenting your client view.
Since this is still in beta, I'd wait a month or two before restructuring your entire workspace around it. But if you've been bumping up against the 3-layer limitation, Subfolders are the answer you've been waiting for.
If you manage people, this is the feature you've been waiting for.
Teams Hub gives managers a unified view of their team's work, capacity, and performance. No more jumping between different views, dashboards, and reports trying to piece together what's actually happening.
Here's what you get in Teams Hub:
The killer feature is the capacity view. ClickUp pulls in time estimates and time tracked across all your team's tasks and visualizes it on a timeline.
You can instantly see: "Oh, Sarah has 60 hours of work scheduled this week but only 40 hours available. I need to either reassign work or adjust deadlines."
This visibility has always been possible in ClickUp with custom dashboards, but it required 20 minutes of dashboard setup and a degree in ClickUp-fu. Teams Hub puts it front and center with zero configuration.
Here's a scenario we see all the time:
A team member is consistently working late, missing deadlines, and getting snippy in Slack. The manager doesn't notice until the team member either burns out or quits.
Teams Hub surfaces this problem before it becomes a crisis.
Look for these red flags in the capacity view:
Use Teams Hub for a weekly check-in with yourself: "Who on my team needs help this week?"
Five minutes of proactive rebalancing can prevent a month of performance issues.
Teams Hub is great, but it's not perfect.
The biggest limitation: you can't create custom views within Teams Hub yet.
The views ClickUp provides are solid defaults, but every team works differently. Some teams want to see work grouped by client, others by service line, others by sprint.
Right now, you're stuck with ClickUp's default configurations.
This will get better. ClickUp has said custom views are on the roadmap for Teams Hub. But for now, if you need heavy customization, you'll still need to build custom dashboards the old-fashioned way.
The Workload view got a massive upgrade in 4.0.
If you tried Workload in ClickUp 3.0 and hated it, give it another shot. It's a completely different experience.
ClickUp 3.0's Workload view was notoriously slow. Trying to view more than 2 weeks at a time would bring the app to its knees. Scrolling was janky. Drag-and-drop would sometimes just... not work.
It was functional enough that we'd teach clients to use it, but it required caveats: "Yeah, it's a little slow. Just be patient with it."
ClickUp 4.0 rebuilt Workload from scratch with a focus on performance.
Key improvements:
The difference is night and day. Workload is now a tool I actually want to use, not one I have to use.
We've had dozens of clients ask this question in the last few months.
The honest answer: for most agencies, yes.
If you're currently paying $10-20/user/month for a dedicated resource management tool like Float, Resource Guru, or Forecast, you should seriously evaluate whether ClickUp 4.0's Workload view can replace it.
Where ClickUp wins:
Where dedicated tools still win:
If you're a 5-30 person agency doing standard project work, ClickUp's Workload view is probably sufficient. Cancel the dedicated tool and put that money toward something else.
If you're running a 100-person agency with complex forecasting needs, you might still need Float. But at least try ClickUp first.
This is the question everyone's asking: "Should we ditch Slack for ClickUp Chat?"
Let me give you the framework for making this decision.
The core advantage of ClickUp Chat is context.
In Slack, when someone messages you about a project, you have to:
In ClickUp Chat, the conversation and the task can live in the same place. You can:
This eliminates the toggle tax.
Plus, ClickUp Chat now has feature parity with most of what teams actually use in Slack:
If you're already paying for ClickUp and Slack, consolidating into ClickUp Chat saves you money and reduces context switching.
There are exactly two scenarios where you should keep Slack:
1. You heavily use Slack Connect
Slack Connect lets you message with external teams in their Slack workspaces. If you're constantly collaborating with clients, partners, or contractors via Slack Connect, you're stuck with Slack.
ClickUp Chat doesn't have an equivalent feature (and probably never will).
2. You're piping data from 20+ tools into Slack
Some teams use Slack as a notification hub, with automated alerts from Stripe, HubSpot, Databox, Google Analytics, and a dozen other tools all flowing into Slack channels.
ClickUp Chat has integrations, but they're not as extensive as Slack's. If you've built a complex notification system in Slack, replicating it in ClickUp Chat would be painful.
For everyone else: consider the switch.
We made the move at ZenPilot after being on Slack for 10+ years. It took about 2 weeks for the team to adjust, and now we're happier without the constant tab-switching.
ClickUp 4.0 added three features to Chat that make it more competitive with Slack:
Scheduled Messages - Write a message now, schedule it to send later. Great for async work across timezones.
Pinned Cards - Create persistent notes, bookmarks, or widgets that stay at the top of a channel. Think of it like Slack's pinned messages, but more flexible.
Assigned Comments - Convert any chat message into an actionable to-do by assigning it to someone. This creates a task-like object without leaving chat.
These are small features, but they add up. ClickUp is clearly studying Slack and Slack is clearly studying ClickUp. Eventually they'll converge on the same feature set, but ClickUp has the advantage of built-in task management.
Okay, let's talk about the Planner.
This is the most hyped feature in ClickUp 4.0, and it's... fine.
Not bad. Not amazing. Fine.
ClickUp is clearly trying to compete with Motion, Reclaim, and other AI scheduling tools.
The pitch: "Let ClickUp automatically schedule your tasks into your calendar based on due dates, priorities, and your availability."
In theory, this is great. In practice, it's clunky for anyone with complex workflows.
Where the Planner works well:
Where the Planner falls short:
Motion is still better if AI scheduling is your primary use case. But Motion costs $34/user/month on top of your PM tool.
ClickUp's Planner is free (included in your subscription), and it's getting better every month.
Don't write off the Planner entirely. It works well for specific scenarios:
Morning planning ritual - Open the Planner at the start of your day, see ClickUp's suggested schedule, adjust as needed, then work from that plan.
Personal admin tasks - Use it for your internal to-dos (expense reports, 1-on-1 prep, etc.) where the stakes are lower.
Rough capacity check - Even if you don't follow the AI schedule, the Planner gives you a reality check on whether you've over-committed.
Just don't expect it to magically organize your entire life. It's a planning aid, not a planning replacement.
Not everything in ClickUp 4.0 got splashy announcement blog posts. Here are two underrated features that will make your life easier:
Custom Fields are one of ClickUp's most powerful features, but they can quickly create UI clutter.
If you have 15 custom fields defined at the Space level, every single task shows all 15 fields—even if most of them aren't relevant for that particular task.
ClickUp 4.0 introduces Custom Fields by Task Type.
Now you can scope custom fields to specific task types. For example:
This keeps the UI clean and ensures people only see the fields relevant to their work.
To set this up: Create your Task Types, then when you're adding custom fields, choose "Add to specific task types" instead of "Add to entire space."
Search got a major upgrade in 4.0, and it's genuinely impressive.
Previously, ClickUp's search was... okay. It worked, but it wasn't fast, and the results weren't always relevant.
The new Universal Search (press Cmd+K or Ctrl+K) is:
This seems like table stakes, but good search is surprisingly rare in PM tools. ClickUp finally nailed it.
Pro tip: Teach your team to use Cmd+K as their primary navigation method. It's often faster than clicking through the sidebar.
[[cta(Download the Complete ClickUp 4.0 Guide FREE)]]
Alright, I need to get this off my chest.
This is my one real frustration with ClickUp 4.0, and it's a design choice I fundamentally disagree with.
In the "My Tasks" view, ClickUp 4.0 shows your tasks in this order by default:
Did you catch that?
Overdue tasks are shown LAST.
This is the same logic most task management tools use (Asana, Todoist, etc.), and it drives me crazy.
Here's why it's wrong:
If a task is overdue, it means the deadline has already passed. By definition, it should be more urgent than something due today. Yet ClickUp is showing you today's tasks first and making you scroll down to see the overdue work.
This creates a dangerous pattern where overdue tasks become invisible. You focus on what's due today, check those boxes, and feel productive—meanwhile, the overdue tasks are piling up below the fold.
In the ZenPilot Methodology, we teach a strict order of operations:
This ensures nothing falls through the cracks. If something is overdue, it gets immediate attention—not hidden at the bottom of your list.
ClickUp's default ordering breaks this methodology.
I understand why they made this choice. Most users think of "today" as the most urgent timeframe, so showing today's tasks first feels intuitive.
But if you're running a true due-date-driven system (like we teach), this logic is backwards.
Fortunately, you can work around this.
Option 1: Customize your view
In your "My Tasks" view, change the grouping to show Overdue first:
Now your tasks will show in the correct order: Overdue → Today → This Week → Later.
Option 2: Train your team to check Overdue first
If you can't customize the view (maybe you don't have admin permissions), train yourself to scroll down and check the Overdue section before looking at Today.
Make it a habit: "Every morning, I check Overdue first, then Today."
It's a mental model hack, but it works.
My hope is that ClickUp will eventually let users choose their preferred default ordering. Until then, you need to be intentional about this.
ClickUp 4.0 introduced SyncUps—their answer to Slack Huddles. It's a quick audio/video call feature built directly into ClickUp.
On desktop, it works great. Click the SyncUp button, start talking, share your screen if needed, hang up when you're done. Simple.
On mobile, it's a mess.
We've seen:
If your team does a lot of quick mobile collaboration (e.g., you're a field services agency, or your team works remotely without consistent desk access), don't rely on SyncUps yet.
Stick with Zoom, Google Meet, or whatever you're currently using for mobile calls until ClickUp fixes this.
For desktop-first teams, SyncUps are solid and eliminate the need to open a separate video call tool for quick syncs.
This is the #1 support question we get from clients after they upgrade to 4.0.
"I can't find my Spaces. Where did everything go?"
The answer: Spaces didn't go anywhere. They're just in a different location.
In ClickUp 3.0, Spaces were always visible in the left sidebar. You'd see a list of all your Spaces as soon as you opened ClickUp.
In ClickUp 4.0, Spaces are tucked inside the Global Nav. You need to click the "Spaces" icon (looks like a stack of squares) to see your Spaces list.
This is more efficient from a UI perspective (less clutter), but it's disorienting for users who are used to always seeing their Spaces.
How to help your team:
Create a 2-minute Loom that shows:
Send that video to your team on day one of the 4.0 rollout. It will save you dozens of confused Slack messages.
I already covered the Planner's limitations earlier, but it's worth reiterating here in the "gotchas" section.
The Planner is great for personal task management and simple workflows. It falls apart for complex, multi-person projects.
Specific pain points we've seen with clients:
If you're managing complex agency projects, don't rely on the Planner as your primary planning tool. Use it as a supplement to manual planning, not a replacement.
You're convinced. You want to upgrade to ClickUp 4.0.
Great. Now let's make sure you don't screw it up.
ClickUp 4.0 has a feature called "Personal Rollout" that lets workspace admins test 4.0 for themselves before rolling it out to the entire team.
Use it.
Here's the rollout strategy we recommend:
Week 1: Admin testing
Week 2: Pilot group
Week 3: Full rollout
Week 4: Check-ins
This measured approach prevents the chaos of a sudden overnight switch.
Yes, it takes a month instead of a day. But you'll have way fewer frustrated team members and way less productivity loss.
If you have documented processes for how your team uses ClickUp (and you should), they're now out of date.
Every screenshot showing the old sidebar? Obsolete.
Every instruction saying "Go to Home" instead of "Go to My Tasks"? Obsolete.
Every Loom walking through the old Workload view? Obsolete.
This is the hidden cost of the 4.0 upgrade. It's not just learning the new interface—it's updating all your documentation.
Action items for your ClickUp Champion:
Budget 5-10 hours for this work. It's tedious, but necessary.
If you skip this step, new team members will get confused by your outdated docs, and adoption will suffer.
I'm going to say something that might sound contradictory after 6,000+ words singing ClickUp's praises:
ClickUp 4.0 will not fix your agency's problems.
Neither will Asana, Monday, Notion, or any other tool.
At ZenPilot, we teach something called the Success Triangle:
All three need to be in place for your operations to work.
If you have great tools but no documented processes, everyone uses the tools differently and nothing is consistent.
If you have great processes but bad tools, execution is painful and slow.
If you have great tools and processes but your team doesn't follow them, nothing happens.
ClickUp 4.0 is an excellent tool—probably the best project management platform for agencies right now. But it's only one leg of the triangle.
If you're struggling with missed deadlines, unclear client communication, or team burnout, upgrading to ClickUp 4.0 might help. But it won't solve the underlying process or habit issues.
Fix your processes. Train your team. Build healthy habits. Then leverage ClickUp 4.0 to execute those processes faster and better.
If you've made it this far, you deserve a quick summary scorecard.
Here's how I'd rate ClickUp 4.0 on the dimensions that matter most for agencies:
Speed: 9/10
ClickUp 4.0 is noticeably faster than 3.0, especially in views like Workload and Dashboards. The new architecture feels snappy and responsive. Occasional lag when loading large datasets, but overall excellent.
Stability: 9/10
This is the most stable major ClickUp release I've seen in 8 years. The early access program paid off. There are still bugs (mostly minor UI issues), but nothing that breaks core functionality.
Mobile: 6/10
The mobile experience lags significantly behind desktop. Core task management works fine, but newer features like SyncUps are buggy. If your team is heavily mobile-dependent, this is a real limitation.
Features: 9/10
Teams Hub, the redesigned Workload view, improved Chat, and countless smaller improvements make 4.0 the most feature-complete version of ClickUp yet. The Planner needs work, but everything else is excellent.
Overall: 8.5/10
ClickUp 4.0 is the best version of the platform they've ever shipped. It's not perfect—mobile needs work, the Planner is overhyped, and the Today/Overdue logic bugs me. But the wins far outweigh the misses.
If you're already on ClickUp, upgrade. If you're evaluating PM tools, ClickUp 4.0 should be at the top of your list.
ClickUp changes fast. Like, really fast.
That's why we're launching ClickUp Weekly—a video series covering the latest ClickUp updates, tips, and best practices specifically for agencies.
Every week, we'll break down:
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Ready to implement ClickUp 4.0 the right way?
ZenPilot has helped over 3,000 teams implement ClickUp successfully. We've seen what works, what doesn't, and what separates teams that thrive from teams that struggle.
We can help you:
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Remember: Tools, Process, Habits. All three matter. ClickUp 4.0 is an incredible tool, but it won't fix broken processes or poor habits.
Get all three right, and you'll have the operations foundation you need to scale profitably.
See you in ClickUp 4.0.
- Gray MacKenzie
Founder, ZenPilot