Welcome to ClickUp Weekly episode number eight. Today we are digging into one of ClickUp's most highly requested features um and a bunch of other good stuff related to your ClickUp workspace. We'll get into all of that. My name is Gray McKenzie. I'm the founder at Zenpilot where we work with teams to streamline their operations inside ClickUp. Um this show, ClickUp Weekly, is my fault. It is not sponsored or endorsed by ClickUp. So I'm liable for anything that we get into today. With that said, if you're not yet subscribed to the channel, make sure that you subscribe and tune in. And every Saturday we're releasing another episode of ClickUp Weekly. And so, uh, that is enough of preamble. Let's get into subfolders, what this all means, um, as we jump into the show. So, I've got the docket pulled up here. Nothing new in ClickUp's change log from this week in terms of what they put out publicly. There are some beta updates that went live and a few things uh, here and there. U,, but one of the main updates was subfolders. And so, I just want to spend a little bit of time on subfolders. First thing I'll point you to is if you go to Cany um in the feedback section for ClickUp or the road map subfolders, you can see hey more stuff about beta access. And I figured, you know what, it's time to pull up uh the beta. And so we'll look at what that looks like and talk through how that impacts your workspace design and like the most common use cases where I see subfolders being a huge help uh to clients. I was going to scroll through here. We'll put the form to request access. I know we've put it in a prior episode of ClickUp Weekly. Um, but we'll grab the form and we'll put it in there. This is so funny that this is like, you know, a lot of these I think and I appreciate that ClickUp has done this. They're not hiding it, but this has been requested since 2019. Here it is, 2026 and it's finally rolling out. Uh, but it's actually is working well uh in the beta right now. So, I'm really excited about like the quality of this feature coming out because this is going to be a core one. It's going to impact how uh teams, especially client service teams are working with their clients. Um, and so it's pretty important that this one's right out of the box. First thing to point out here is that they are trying to give access to everyone who's requested access u within the next three weeks as I'm recording this here on uh March 7th is when this episode's going to go live. So assume by the end of March that everyone has access at a beta level to subfolders and uh pending any feedback, I think that it'll go live generally um pretty quickly after that would be uh my assumption. But let's just take a look. I'm going to flip over to the um let's flip over to the Zenpilot workspace here for a second and just take a look at subfolders. Um kind of what does that look like in the app itself. And it's exactly what you would expect. You've got a normal space, you've got a folder, you'd have lists underneath that folder. Um but in this case, instead of going straight to a list, you've got these subfolders. And um just like you would have an overview screen for a parent folder, you have that same overview screen. And obviously this can all be customizable. And please, please, please, this should be customized. This should be part of your template that you already have. Um but kind of the example that I've got spun up here is um going to be one of the most common use cases for our clients right now. And those are situations where um we're working with a client or you're working on a portfolio of projects where there are sub projects like an entire project that may have different contract levels like a super common hierarchy setup in uh you know marketing agency example would be you've got a space for delivery and this is our setup too internally we're working with clients. You've got a folder for a client and each contract that they sign is kind of tied to a specific list. So we're doing that for some financial tracking reasons. We want to have our profitability and utilization reporting all spun up and dialed in so we can see exactly, you know, what projects are profitable and not profitable and what our team utilization looks like. Um, all that kind of information. So, uh, there's other ways to structure it, but that's, you know, probably the most common way um, today that we're structuring it. But sometimes you run into a situation where we do have a client, but inside that client, there are multiple teams. So you know when you are working with enterprises you may be working with uh basically two clients like and we've worked with this in quite a few of the agencies and the teams that we've served. We got a client who served Nike and they had seven different divisions of Nike acting completely independently in their um work. So obviously we could just take a parent folder and we could have made a couple different versions of this and we could have renamed this and said you know hey this is the Apple iPhone team. Um, but then we're using custom fields to hook stuff together, which also works. You know, none of those are non-tenable solutions. What we're trying to do is just make it much easier uh to organize work and kind of more intuitive for teams to go in and find it. And we want all this information to roll up and instead of needing to take this Apple client view and put it as a view at the space level and then filter it down for just a custom field where the client is Apple overall. Um, this allows us to get a lot of that stuff kind of built natively into the hierarchy, which is super cool. So, it' be this case where, you know, maybe we're hardware supporting team or we're helping on the marketing front and we're working with the iPhone team for each of their different phone launches and we're working with the Mac team for their different launches as well. By the way, anybody else buy the M5 MacBook Pro? Uh, that was an expensive launch day on Wednesday here at Zen Pilot. But anyways, so that's that's what Subfolders looks like. Everything inside of that, you know, it's kind of as you would expect. You've got all this all the standard um stuff that you need to know here. It's just built in. It's super customizable. Uh the thing that you need to know is you cannot do sub subfolders. So there's not nested subfolders here in the beta. It's just one level of subfolders. Uh I don't have any problem with that. I think this solves ClickUp already. One of the big advantages it has over Asauna or um some of the other platforms out there is the depth of the hierarchy that they already have. Um, this adds to it, but it doesn't go absolutely crazy with it where we're just going to nest, you know, permanently what there is. I had asked a trivia question on ClickUp Weekly uh here weeks ago asking about how many layers uh deep the hierarchy could go. And that was kind of a trick question because now subfolders is coming out and so we're adding an additional optional layer um that you can have turned on or off. Um should you use this? What are the what are the drawbacks to it? As always, your data structure is huge. Like how are you structuring it? really what's the um the data structure that you have is made up of the lefth hand side of your app here you know your hierarchy what are you using for spaces and folders and now subfolders and lists and tasks and then you've got kind of the way that I think about it is like the right side of like well what's the information tied to each of those specific tasks or task you know custom task types basically custom objects what are the attributes that you have there so this is your custom field data tags that kind of statuses that kind of stuff and so those together make up your uh data structure And that's going to impact a ton of that like that is makes or breaks what you can do reporting wise. So being intelligent in how you think through that is huge from a visibility perspective in terms of surfacing things and other views. This these subfolders do not hurt you right now and so they are pretty helpful. I don't have [clears throat] any major major hesitations after uh testing this in the beta about rolling this out for teams. You just need to like my main you know caution to you is just to be consistent in your structure across your team. Okay, so that's a little bit of detail on subfolders. I want to call that out. That's a pretty exciting one. Um, and we'll make sure that we link up the form to get on that beta list in the show notes for this ClickUp Rewind. I just want to share a couple 4.0 resources that are out. I've mentioned this for a few weeks, like, hey, if you want access to our playbook, um, subscribe to the newsletter that got sent out uh, a while ago. Um, but you can now access our, this is like a 7,000word review of ClickUp 4.0. And so if you're still, if you want all the details on 4.0, kind of the comprehensive one place to go, this blog is a great resource for that. And so get right into kind of like, hey, what are the different pieces of this? What's, you know, and up like with anything else, you know, I'm not here just to toot the horn for for ClickUp. like there's stuff I like about it and I'm super excited and passionate about and there's stuff that I'm like, "Oh, come on. This is kind of a, you know, a swing and a miss uh right here." So, um, that stuff's called out and you can see all the different sections um here as well. But if you're not just a a reader, check out the video version. I thought I had this. I do have it pulled up here in a tab. Um, so this just went live this week, but I spent a little over an hour kind of taking like breaking down piece by piece what's in here and sharing my thoughts along the way and kind of implementation plan. So, um, those are two resources that I wanted to shout out and share with you. Uh, they're both available for free. There's no like, you know, you don't have to give me 10 pieces of information before you go download them. That's just yours to have for for 4.0. Let's talk about the wish list. What's on our ClickUp wish list? What do you want to see in ClickUp? Leave a comment. Let me know what would be most helpful for you. If you've not yet um made a or upvoted an existing feature request or made a new one if it didn't exist in Cany, then I'd encourage you to go do that. Like this is, you know, it's cool that ClickUp's got all these different feature requests. It's really easy to click and, you know, create one. You can probably search. I would always recommend searching first, saying, "Hey, here's what I'm looking for. or how can I go, you know, upvote something that that already exists there and add any comments with additional details that you have. So, I'll give you that call out. Here's kind of a funny one, but I'd love to be able to change the default like or dislike emoji. Uh, I'm not sure that I personally want to advocate super hard for this. I think this is possible that you could do this, and I think I even uh add a note here. I think it's possible you could even do this just on the front end. But the reason this popped up was because uh someone on the team this week said, "Hey, help me know like what what emojis should I use for this specific use case?" And uh someone else chimed in and said, "Hey, definitely don't use the thumbs up. Whatever you do, avoid that at all costs." And um I've heard this a handful times before. So when you get a message right now, you know, you can either like it or dislike the comment. And that's the default. And whether it's a comment or a, you know, a message, whatever it is, that's the default. But there's some people who don't love that. And you've got settings to change, you know, we could change some of this stuff in uh in settings. Uh we can change, we'll just scroll down here. Yeah, we can change our themes. All kinds of stuff in here. But what we can't change yet is, you know, what is this emoji? So, what if I could say, "Hey, anytime I like it, I want to give the check mark or I want to give, you know, whatever. I'll I'll salute or I'll I'll do whatever, you know." So, this is pop difficult times. I thought this was kind of a funny one. I did not care enough to go make a feature request candidly. So, uh I did search to see if one has uh been submitted and people have submitted a bunch of different ones. Clickup's actually delivered on a lot of that. Um I'm actually building a tool right now. If you want early access, shoot me a message and let me know. So, custom um you know custom reactions or emojis here in ClickUp, you can add them. It's no problem. But your options are either import from Slack or go make them one by one. I'm building just kind of a fun tool. This is, you know, purely because a a handful of people mentioned like, hey, this would be cool. I'm building a tool that'll let you just pick and choose what ones you want or add your own and kind of bulk import a bunch of them all at once. So, you can take a if especially if you're moving to ClickUp chat, you're like, "Oh, man. I got a bunch here that I'd love to have." Uh, it's an easy way to go get some custom emoji reactions. Anyways, that's a distraction from the feature request. If you're interested in that little app, shoot me a message and let me know. But the specific request was, "Hey, can we change what that default like or dislike message emoji reaction is?" All right, that's enough on the wish list. Let's go to ClickUp in the wild. And this week, uh, Franchesco DLio of Toolfinder, um, published ClickUp Super Agents Ultimate Guide and this video. I'm going to mute it because, uh, well, let's play here for a second and we may cut in some of this stuff. Uh, Toolfinder, you know, obviously a big YouTube channel and Franchesco reached out and, you know, asked me to come in and walk through like super agents and how they work, how do we set this up, all that kind of stuff. So, if you've been following ClickUp Weekly, you've seen some of that stuff already. If you haven't, um, you may have missed it. This is a really good conversation together to dig into like, hey, what's actually working at Zen Pilot? And so, I've got a thought on this that I wanted to share with you as well. And a shout out to u the whole toolfinder team for the work that they put into to spotlighting content here, you know, that's related to productivity, prop project management, operations, like how do we live our day-to-day life? Um, and so my big thought that I wanted to share that I've not yet shared here was like how do we use super agents for alignment and so what I what I pointed out and I'll let you watch the video for the kind of the full version but just teams naturally this is one of the reasons we love entrepreneurial operating system EOS so much is teams naturally start to drift apart like we all come together we're all excited we're all you know mostly on the same page about what do we want to accomplish what are the big priorities that we have and then in the natural course of the day-to-day your set of clients or your team that you're working on is pulling you a little bit, a little bit, a little bit in this direction. I'm getting pulled a little bit, a little bit. And we wind up with the best of intentions and thinking we're aligned. Not necessarily pulling in different directions, but just pulling in two kind of diverging directions. And um one of the cool things about agents is you can feed them, here's our priorities. Here's what we've agreed to at Zenpot. We call those rocks because we're running on EOS. Here's what we've agreed the next 90 days are going to look like. And that's in the context of this broader one-year plan, which is in the context of where we're trying to go. Uh what's our three-year picture look like? And then this 10 year, like what's our much longer term vision look like? And super agents are good at seeing everyone's work that's happening in the workspace and saying, "Hey, I can see how this ties back into what you're trying to do here in 90 days." Um or wait a second, like you're spending a bunch of time here on something that doesn't have anything to do with what you talked about. And um and so there's that aspect of just kind of like guard rails or coaching back around, hey, is this really tied into that? How can we pull individual users back in and keep everyone aligned? And then there's the other side of it, which is I may have learned something in my work that would be super helpful for someone else on the team, but I don't see that connection because I don't see everything that they're working on or I'm not paying attention to everything that they're working on, even if I have full visibility to it. And so using super agents, and this is taking some training, like this is not perfectly dialed in at all. uh it's Z pilot although it's it is very helpful but taking that context and um saying hey I don't know if you like you may have missed this but the delivery team just figured out this cool thing that would actually be super helpful in marketing uh I've probably talked about like our ClickUp weekly um ideas super agent and it's scanning the workspace and it's finding anything that might be interesting especially from stuff that we're um we're building hey this is cool for clients over here this is helpful and it's feeding all those ideas back into the ClickUp weekly like prep docs for for these. So, it's giving me like I'm going in to build this out or to refine it before recording and it's pulling in all this context. And some of that stuff I have seen I may have even been the one who tagged it in and said, "Hey, make sure I don't forget about it." Uh, but almost every week at this point, there's a couple things in there that I'm like, I didn't even see this or, you know, maybe I briefly glanced through it, but that one didn't stick with me, but actually that would be a cool thing to to cover and highlight. Does that make sense? So, I talked a couple episodes about like here's the first three super agents you should build. You absolutely should build those first because without those, without getting the inputs right in your work, especially the accountability coach, there's no like an alignment super agent still is not going to be able to align something if there's no visibility into what your work actually is. But once you have visibility and you feed it your long-term goals, we talked about the executive coach and like for your personal goals, how do we coach? But this is almost like a a team building uh business coach who's working with you and across the team to help keep everyone aligned. Anyways, I want to share that because I shared that um in a little more detail in the toolinder interview. All right, favorite part of the show, trivia time. Uh last week's trivia. So, if you've got uh questions that you want to um get asked here on the show or you've got answers, uh make sure you leave a comment and shout this out. Last week's trivia on ClickUp Weekly, how many hours per week does the average employee spend in unproductive meetings? Is it 20 hours, 5 hours, 15 hours, or 9 hours? And if you guessed D, nine hours, you'd be correct. This comes from a a couple different uh research studies that have been aggregated. And you know, I'm sure that this looks different in different contexts, but it's wild to think the average employee is spending nine hours in unproductive meetings. And for some of you watching this, you're like, "Yeah, that's I'm literally watching this because I'm on a, you know, a muted thing or I'm watching this with captions right now." Um, and others of you, you're like, "That's crazy. I don't even do nine hours of meetings every week on average." Uh, count yourself lucky if that's the case. ClickUp Weekly Trivia Time. Question number two. What percentage of people can actually multitask effectively? This is called super taskers from the research study that pulled this 2 and a half% 15% 30% or 50%. Uh I wouldn't have guessed it was this low. Uh I know that there's all this uh data and you know pseudocience or real science about hey multitasking you're not really multitasking. You're just switching context uh in in your mind very quickly and sometimes not very quickly. Um, but he said, "Hey, 2 and a half% of people have that ability." For me, that's helpful to just say, "Yeah, like I'm probably not in the two and a half percent." So, I'm going to do my best to stay as focused as I can. Okay, let's go to this week's trivia on ClickUp Weekly. According to ClickUp's official documentation, when will ClickUp 3.0 be fully deprecated? Meaning admins can no longer switch back? This is a test of how well you've been paying attention. I've been sounding the bell, giving you the warning, and I'm going to give you the answer right here. I'm deviating from normal. March 27th, we are coming up on it. We're, as I'm recording this, we're 20 days away. Um, so you've got to make sure you've got a good upgrade plan in place for ClickUp 4.0. And the second question, which ClickUp 4.0 feature earned my highest grade A+ in our 4.0 review? So, you can read the blog post um or you can watch the video. You do not have to know both. Do both to um to know this. Um, but check those out and we'll dig into that in a little more context next week. All right, that's it for ClickUp Weekly Trivia Time. That's it for the show today. Make sure that you subscribe on YouTube, email show@zenpilot.com if you've got um any ideas for future episodes, questions that you'd like to have answered. Um, and subscribe to firstclass operations@zenpilot.comnewsletter. Thanks for taking time to stay with me here today on ClickUp Weekly and we'll see you next