ClickUp is packed with features — sometimes too many. Teams that find themselves overwhelmed by ClickUp’s complexity often look to Notion for a simpler, more flexible workspace. If that’s your team, this guide will walk you through a smooth migration.
Why Teams Switch from ClickUp to Notion
- Simplicity: ClickUp’s feature density can feel overwhelming. Notion lets you build exactly what you need, nothing more.
- Documentation: Notion’s docs and wikis are best-in-class. ClickUp Docs exist but feel secondary to task management.
- Knowledge management: Notion excels as a company wiki and knowledge base.
- Aesthetics: Notion’s clean, minimal design appeals to teams that value a polished workspace.
- Cost alignment: If you’re paying for ClickUp features you don’t use, Notion’s simpler pricing may fit better.
What You’ll Lose
Be aware of features Notion can’t fully replace:
- Time tracking: ClickUp has built-in time tracking. Notion doesn’t.
- Goals/OKRs: ClickUp’s Goals feature is more structured than anything Notion offers natively.
- Sprint management: ClickUp’s Sprints are purpose-built. Notion requires manual setup.
- Automations: ClickUp’s automation engine is significantly more powerful.
- Whiteboards: ClickUp has built-in whiteboards. Notion doesn’t.
If any of these are essential, evaluate alternatives before committing.
Step 1: Export Your ClickUp Data
ClickUp offers several export options:
Export Individual Spaces/Lists
- Navigate to the Space or List you want to export
- Click the ellipsis menu (⋯)
- Select “Export” → Choose CSV or Excel format
- Download the file
Export Everything
- Go to Settings → Import/Export
- Click “Export”
- Choose your format
- Wait for the export to complete (large workspaces may take a while)
What Gets Exported
- Task names, descriptions, statuses, priorities, assignees, due dates
- Custom fields
- Comments (in some export formats)
- Not exported: Docs, Whiteboards, Goals, Dashboards — screenshot or copy these manually
Step 2: Plan Your Notion Structure
Map ClickUp’s hierarchy to Notion’s model:
| ClickUp | Notion |
|---|---|
| Workspace | Workspace |
| Space | Top-level page or Team space |
| Folder | Page with sub-databases |
| List | Database |
| Task | Database row/page |
| Custom Field | Database property |
| View | Database view |
| Doc | Page |
Recommended Notion Layout
🏢 Company Workspace
├── 🚀 Projects (master database)
│ ├── Board view (by status)
│ ├── Table view (all fields)
│ └── Timeline view
├── ✅ Tasks (database, related to Projects)
├── 📝 Docs & Notes
├── 📚 Wiki / Knowledge Base
├── 🎯 Goals (database, if needed)
└── 📊 Overview DashboardStep 3: Build Core Databases
Projects Database
Create a database with properties matching your ClickUp custom fields:
- Status (Select): Backlog, To Do, In Progress, Review, Done
- Priority (Select): Urgent, High, Medium, Low
- Assignee (Person)
- Due Date (Date)
- Sprint (Select or Relation — if you use sprints)
- Tags (Multi-select)
- Department (Select)
Tasks Database
Create a related database for granular tasks that link back to Projects via a Relation property.
Import Your Data
For each exported CSV:
- Create a new database in Notion (or use “Import” → CSV)
- Map columns to Notion properties
- Clean up any formatting issues
- Set up your views (Board, Timeline, Calendar, Table)
Step 4: Migrate Documentation
ClickUp Docs don’t export cleanly. For each important doc:
- Open the doc in ClickUp
- Select all content (Ctrl/Cmd + A)
- Copy and paste into a Notion page
- Fix formatting (headers, links, embeds)
- Organize docs into your Notion wiki structure
This is tedious but important — your documentation is often more valuable than your task data.
Step 5: Set Up Automations
Replace ClickUp automations with:
- Notion built-in automations: Handle basic triggers (property changes → notifications, status updates)
- Zapier or Make: For complex workflows. See our Zapier vs Make comparison to choose.
Common automations to recreate:
- New task created → Slack notification
- Status changed to “Done” → Update related project progress
- Due date approaching → Email reminder
Step 6: Onboard Your Team
- Migrate one team first: Don’t switch everyone at once
- Create a “Getting Started” page: Document your Notion conventions
- Replace ClickUp shortcuts: Share Notion keyboard shortcuts (Cmd+N for new page, / for commands)
- Run a 30-minute demo: Show the daily workflow in Notion
- Keep ClickUp read-only for 2 weeks: Safety net for your team
- Check in after week 1: Address pain points quickly
Migration Timeline
| Phase | Duration |
|---|---|
| Export & planning | 2-3 days |
| Build Notion workspace | 3-5 days |
| Migrate active data & docs | 2-3 days |
| Pilot team onboarding | 1 week |
| Full team migration | 1-2 weeks |
| Decommission ClickUp | Week 5-6 |
Tips for Success
- Don’t over-engineer: Start simple. Add complexity only when the team requests it.
- Use Notion templates: Create templates for recurring items (project briefs, meeting notes, bug reports).
- Embrace the wiki: Build the documentation hub you always wished ClickUp had.
- Set up a feedback channel: Let the team report friction points in a shared Notion page or Slack channel.
Next Steps
Check our full Notion review and Notion pricing guide. For a detailed comparison, see Notion vs ClickUp to understand the full trade-offs.
Frequently Asked Questions
How long does this take?
Most users can complete this process in 15-30 minutes by following the step-by-step guide above.
Do I need any technical skills?
No advanced technical skills are required. This guide walks you through each step with clear instructions.
What tools do I need?
See the requirements section above for the complete list of tools and accounts you’ll need to get started.