Welcome in to ClickUp Weekly episode number 16. My name's Gray Mackenzie. I am your host and I'm also the founder at ZenPilot. Uh today we're going to be talking about Claude and ClickUp and we're just going to be walking through. In fact, I'll pull this up on my screen right now. We're going to be walking through. Let's find Claude. There we go. How to set up ClickUp in Claude. What some of the tier one use cases look like. Like, hey, what where would the common starting points be if you're using Claude in ClickUp and then we're going to be digging into a handful of update other updates that ClickUp has made as well and we'll we'll talk through some advanced use cases of Claude and ClickUp. But this is meant to be if you're just getting started using Claude with ClickUp. I want to tailor today towards you specifically. So, let's go ahead and jump into that. We'll jump over to Claude here. And you'd think that I would know exactly how to set this up. In Claude, you can go to your settings and then if you go to connectors, I think it's going to take us to customize anyways. Let's see if that's true or not. This is so funny to me that like, well, where is customize in this menu? Anyways, head over here and you can search for if you go add browse connectors. Let's see if ClickUp should still show up for me, right? Even though I already have it installed. So, you'll grab it and you'll set it up and connect it. And then you're going to need to authenticate into your account, but it's uh it's very easy to do. So, I'll grab it from the list here. Here's ClickUp. And then you're going to have a whole set of permissions and you can take out of the box your needs approval on pretty much everything. You do want to pay attention to what you have here, especially if you're rolling this out to the team. This is just like notifications in ClickUp in the notification settings uh that you want to give to your uh new teammates when they come on board. Hey, out of the box, um you're probably going to want to make some tweaks to how uh your notification settings are set up in ClickUp. Same thing to your tool permissions eventually. It's fine to leave it as is immediately. In fact, I uninstalled and I pulled this back. But for a lot of this stuff, uh once you get comfortable using it, especially read tools, you're going to go ahead and say, "Yeah, it's totally fine to filter tasks. I don't need to give you approval to go grab uh some of these things." When you get into write and delete uh tools where we're actually changing the ClickUp database, uh that's where approvals probably make more sense. Now, there are still some of these like adding a time entry. In fact, I'm going to turn this uh right now to allow it. This is one that I use quite a bit and I use some shorthand for it. Um so, I'd pull that in. Deleting a task, I like to leave that one with um yeah, hey, that that should need approval. So, anyways, depending on your team, you're going to want to roll this out and you're going to want to communicate, "Hey, here's what your permission set uh ought to be at a minimum where we do need approval on stuff." Or to hey, just you're not allowed to delete tasks, you know, for uh depending on your permission level in the tool. Like, there there could be a case where you don't want to do that. ClickUp's got good trash. You can restore. Like, it's not the end of the world, but it is helpful to know hey, what's going on with stuff like that. Okay, so once you've got it connected, and I realize uh some people will work heavily in normal chat or in co-work uh or in code, and I'm just doing so much I'm coming from using Ghosty for everything. And if you have not used Ghosty, it's just a terminal replacement. Let's see if I can uh pull this in here. So, I will show you. Uh this is Ghosty. I've got a folder. This, by the way, my CloudWork folder uh is set up with a handful of stuff and it's synced. Um so, it's not just on my local computer as well. Yeah, and then I'd type in Claude and start running it. And so, I have been used to using this interface. And now I find myself more and more using uh Claude directly instead. Um which is which is fine, but I just I'm used to this uh Claude code interface. So, set it up, you know, you've got the rest of your stuff. And then you're here and um let's grab a simple one. This is where probably accelerating the video is going to be the most helpful. Uh, I'm going to actually dictate this super quickly. I went to dictate it and then realized I'm not explaining what I'm doing. But, that's all I'm doing is I'm just going to say uh, pull me a list of tasks and subtasks for ClickUp weekly episode 16. So, I'm not telling it exactly, uh, you know, what I want or or I'm not I'm not saying, "Hey, go to this space, folder, list and grab this set of tasks." I'm just giving it the name and it's fine. It does a good job of searching through and finding it. And that's what you would expect from using, uh, any of these tools. Um, I'm going to get rid of Ghosty here for a second. And then, these are the the types of things that I find users are using a lot. Like, "Hey, give me my uh, and if you just say what's on my plate today." In fact, we could test this out. This does not always work perfectly for our folks. And there's two reasons. One, we've talked a ton about the ZenPilot methodology. And if you have not yet seen the ZenPilot methodology, definitely go read this. But, you'll see one of the things that is in here, um, is that we do use due dates on all tasks. So, and we talked about using due dates, time estimates, and assignees as the three kind of critical pillars, assuming that you're doing resource management, as your three critical pillars. Well, if you're a team who doesn't use due dates, then you're going to need to train and or you use them and they're not kept up to date, then what Cloud's going to tell you is on your plate today may not actually be what's on your plate today. So, this single source of truth principle, uh, is huge. Oh, this is interesting that this is taking a while. Uh, we'll see. We'll We'll give it a little bit longer to go there. So, here's my recommendation is In fact, let's do this while we're working on it. Uh, you could build a skill for yourself or you can build this into a text expansion tool. Um, so, you might want to do something like um uh let's see. I'm trying to think of one that I am good to put here. Well, I'll just put in uh I'm going to put in I'm going to use TextExpander here. This would be an example. I typed in c u .w clickup weekly update is the shorthand for this. And it pulls up this whole formatted thing. Why would the customer be unhappy? So, this is like for account management um type purposes. Uh you know, they're not getting results. No, we need to do better. You know, whatever. Um so, we could fill in all this stuff and type it in and then it automatically pushes in all these updates. So, you could use something like this or just build a skill, which is the shorthand way to do it. And the nice thing about skill is it can get invoked at different times. But, there are times where I just want hey, only when I put it in do I want that to uh to happen. But, a skill would be like when I say, "What's on my plate for today?" So, your skill might be like here's an example. Um I've got a skill for ClickUp weekly prep. So, I give it hey, here's the stuff I want to talk about and it knows to go create the slides, do it in the next sequence, give me this, you know, URL uh format, push it to the you know, this site that we're using for it, all those types of things. Um in fact, let's uh let's stop this. And so, here instead of saying what's on my plate for today, you might say, "Can you please list for me the tasks that are assigned to me and due this week or next that are in the video uh list in our marketing folder?" So, this would be a much more explicit way to ask it. This is so funny that I'm doing this by the way and it's not uh pulling it. We're going to go back and we're going to run this again just to see if we have a different, you know, why is that? I run through. Okay, so this time it's actually, uh, you know, pulling in a skill and running from there. Anyways, that's just a if you start if you type this in, you may not get a full picture and instead of saying, uh, it doesn't know, like just go build a very simple skill. You can just ask Claude to do it all and it can build a skill and have it ask the questions. If you install the brainstorm skill in Claude, um, then, you know, it'll go through a very detailed planning session with you to say, hey, what all do you want to filter for? Do you want to filter for tasks that are assigned? Yes. To who? To you, obviously. Uh, and it's going to guess that stuff. So, you it's not a complicated process to build. Do you want to, uh, sort these by due dates or is there another way I should know? Do you want to look across the entire workspace or do you want to exclude some things? So, anyways, that's, uh, that's just a tip if if you start writing that. Same thing for the rest of these, you know, create a follow-up task for our last client call. Well, here's where if you're using different connectors, um, we're using Fathom and ClickUp for most of our our call recordings. And we're using Fathom because of the native HubSpot integration. Uh, we're using ClickUp because it's natively in ClickUp, so it's a little bit redundant right now. We're living in some of this like messy middle of, hey, we'll move off of Fathom at some point. Uh, but for right now, um, using them in tandem works pretty well. So, I want the Fathom notes and tasks. Uh, I want all of that accessible and it's all accessible through Claude and so I can run stuff like this, um, deal room, uh, pin the conversation that I'm having has Uh, so here you can see my my list of tasks. Um, you know, I can write deal room and this is a custom skill that we have in Claude and it's pulling from, uh, any emails tracked in HubSpot or through, uh, Google Workspace natively. It's pulling through our call recordings. It's pulling through anything that we've done in ClickUp. It's pulling just all the context that we have, any deal info about the about the deal in HubSpot specifically, any notes, which is where we keep our CRM. And so I can quickly spin up kind of the full deal room with all this different context. Well, the same thing is true if I wanted to say create a follow-up task from our last client call due on Friday. Um you know, that would be very easy to have it go grab that info from whatever connected tools you have. If you aren't yet using ClickUp's um AI call recorder, um then you know, maybe it's coming from Gong or from Fathom or from Ask Elephant or another tool like that. And so you can easily create the follow-up tasks in ClickUp that you need. Some of these are uh this should say watcher. This is Claude suggesting this one. Uh find open task from a watcher not an assignee. Okay, so here's my list of tasks. Well, this is somewhat helpful. So what else could I do with this or how am I actually using this in the day-to-day? This is not that helpful to me. I'm never you know, if I have to spell out here's exactly what I want uh I might as well just go into ClickUp to go do it. That doesn't save me any time. Let's run this one again and let's see if we get a different result. That's so strange. I have not had that uh happen before where it just runs related to ClickUp uh over the last probably week and a half. I feel like I've run into that more though in Claude code, not at all in Ghosty. And it's one of the things one of the reasons I'm not fully off of it yet. Uh is just because like I don't understand what's happening where it just seems to stop running. I don't know if it's timing out or or what's happening. Anyways, going through uh pulling this. One thing I will say is you can see here this has taken 35 seconds already. You're probably like, I'm clicking away from this YouTube video. This is not the the tool to use for like very quick information like this. This is a tool to use in combination with other tools um or when you want stuff to run in the background. Okay, so it's got this task. Now, what are some of the things that I can do uh for the Why am I typing this? For the first subtask, go ahead and track 20 minutes for me in uh creating the episode outline and track that time for me today. Um so it has access to track time. It doesn't have access to delete or edit those time entries. We'll talk about that again here in a little bit, but uh it does have access to um to track that time for me. So, that'll run. Anyways, wanted to demo it. Go in, set it up, test it out. We'll walk through a lot of the advanced um things that you may want to do in it in uh the upcoming weeks. But for now, get in, start playing with it, get comfortable, and um I would recommend building a couple skills around it. We have By the way, we have a lot of prompts uh um Let's see if I can find this real quickly. We have a bunch of prompts that will be helpful for you. If you go to the website and go to guides, I should have had this ready to go. The complete guide to ClickUp AI has so much good stuff and um should have in here somewhere on this page the ClickUp AI prompt cheat sheet. So, you can get 15 uh prompts that are organized by use case that'll be super helpful um as well. Okay, enough about Claude and ClickUp. Let's call out a couple of other things here. You can now track time using Brain and Superhuman and this is super helpful. I'm going to show you an example of what not to do and then what to do. You can see here um can you log 30 minutes of time for me? So, we'll just do that super quickly. Please log 10 minutes for me. Now, I typed that out however many characters this is, you know, 20 characters whatever. It would be way easier to just go here and write 10 minutes and log it. Oh, interesting. Uh what does that mean? Uh so let's find out what's going on here. Um anyways, you can now try track through here. This is not that interesting to me on an individualized task, but you can do this in bulk, which is where it's super helpful. So you can say uh separately, you know, let's open up a chat with brain. Uh list out my tasks do in the past 2 weeks. I bet I have a lot in this demo portal. It'll pop up in brain. And then we could say uh I wonder if we're hitting like a credit limit with um with ClickUp AI or something. Uh but anyways, if this doesn't run, that'll be our confirmation. And then you could say and dictating this is way easier. Track 10 minutes on the first task, track 30 minutes to the second task, track 40 minutes to the third task. You know, whatever you want to do and it'll go through and and pull that out. Let's just see how well this like this should work fine. Uh but we'll just confirm it. Uh track 10 minutes to that complete GBP audit task. So this should uh go update it, no problem. Now same thing here, you can't go back and edit it. Um you can see how fast that should work. And let's just go confirm it so that you can see see what actually happens. Uh it's got the 10 minutes of time tracked here. Now let's say, please delete my time entry. And it's going to come back and say, um hey, I can't do that right now. Currently, at some point we'll be able to, but you can't edit or delete time entries. So just be aware of that as you're in and playing with it. We'll come back and we'll look at that in just a second. I'm going to skip this one in the interest of time today. Um and I have a couple Gantt view updates that we're going to go uh look at. Oh, it must have been in a different tab. So, here you go. Brian is confirming, "Hey, I can't can't delete yet." Okay, enough about that. Let's go in and let's look at Gantt here real quickly. So, we've got one-click dependency rescheduling toggle in view controls. How complicated does that sound? Let me show you what I mean. In Gantt View and we're going to go Sorry, I'm jumping back and forth here. We now have this button for rescheduling dependencies. So, when rescheduling dependencies is on and assuming that we've got dependencies hooked up here, which we do, you can see that from from each of these. When I reschedule one piece of that the whole thing is going to move. And most of the time that's what you want to have happen. And there are times where you do not want that to happen or you want it to happen sometimes as you're working through this, but not other times. Hey, we still have a hard deadline to hit here. We just got behind because of something. Well, we can flip that off and now when we reschedule a task, it's not going to change everything else. Flip it back on and now it can reschedule everything. So, that's one of the updates here that I thought was worth calling out in dependency uh view. That's just a much faster way to get to and edit that setting. Next one is dragging the schedule of task over a period of time. Now, generally I don't endorse uh having tasks run on this long timeline, but there are times See, I keep I keep doing this. Uh there are times where we want it to run over a period of time. So, let's just go grab um this about page. You could always click to schedule a task on a specific day. And this already had a date, so now it got it got changed. But, what you can now do is uh let's just go ahead and uh delete that time. You can now take take this and drag from here and say, "Oh, this should go from, you know, Tuesday to Friday." And it gives you that uh time window. And if we zoom out here and if we hide this, this would be all a little bit easier to to see how that works. Does that make sense? So, this is like just another small quality of life improvement when you're in scheduling mode and you're thinking about it, boy, it's just way nicer to be able to drag that than than click it. Uh last thing is Gantt view has just gotten a lot quicker. Um if you move away from it, so we'll jump over and then jump back to it, uh this loads faster than it uh historically has. So, I thought that was worth calling out. They've done a bunch of optimizations to that view. The first load is not that different than it was before, but the reload when you come back to the view uh has gotten much quicker. Okay, last one. This is a very nerdy one, but if you are managing a lot of automations, you've probably felt this pain before. So, let's just go um Where do I want to go? Actually, we'll just pull this sidebar out here and we'll hide brain. Okay, so we'll take automations and we're going to manage our automations. In this case, no big deal, we have one. Uh but if we zoomed up and we're looking at, hey, an entire space, we we may have a ton. Well, we've always had a filter for active or inactive, but now we've got some new uh features to go find this. One, we've got a search bar on the right, so I can search through and try to find something. If you've named these well, this is not named well, by the way. Don't call it automation one when task created set custom field set custom field. This should be named mean uh named, you know, when task is created, set, and this should say client and client lead values. You make sure these are descriptive. That's the easiest way then is to go search for those. But they're not always set that way. Oh, that's interesting. Uh that did not save. Um but now we've got this ability to also filter down and look at, hey, what would trigger it? And this will only show the list of what they're uh um, what automations are actually doing. So, if in this case, this is created by the task or subtask being created, that's what the trigger is, then I can filter down for that. And unfortunately, a lot of times that'll be the case. Um, but you might know, hey, I set some conditions. So, I'm in here, not only do I have this uh, being the trigger that we're going off of, but I've also set a condition where the assignee is gray. And I should not save this, but I'll go save it for a second. Um, and if I refresh this, I have the ability then to, uh, to pull that through. Okay. So, I thought that was worth calling out that we now have some additional filters and if you're running, it's it's not uncommon to have you may have 60 different automations or 80 different automations that you're running inside ClickUp. Being able to filter through those is super helpful. You do still want to name them correctly, so don't get lazy on that front. Um, but just know, you've got some additional options there in terms of managing them. Okay, we covered a lot here, uh, but I wanted to just, uh, make sure we push this out here on Friday and share, uh, some of the tips around using Claude and ClickUp in concert together and walk through a couple of the cool product updates that got shipped, even though they didn't get, um, announced maybe in a big, uh, you know, feature announcement. They're still quality of life improvements inside the platform that are definitely worth worth noticing and calling out. Um, and if you've, uh, struggled with those as pain points in the past, you'll appreciate them. All right. Make sure you're subscribed on YouTube, leave a comment, let me know, uh, what you what else you'd like to cover if there's specific use cases or tips that you have. If you want to join the show, go to clickup.zimpile.com/clickup-weekly/guest. Go here. Um, and that's got, uh, application, um, to come on and and let's let's talk through it. I've brought Alex on. We've got a bunch of other, uh, guests who are coming on here shortly. And we'll dig in and we'll pick some other folks' brains on, uh, ClickUp and how to use ClickUp AI the best, uh, as well. So, we'll cover all that and then as always subscribe to our first class operations newsletter that comes out every other week on Tuesday. You can go to the pilot.com/newsletter to subscribe and that is it for this week's edition of ClickUp weekly. We'll see you next week.