Training Manual

Contents
Sidebar 4
View Line 5
Tasks 6
a. Characteristics of a Task 8
b. Task Layout 9
Working on the Task 10
a. Daily Notifications 10
b. Timing 11
c. Priorities 14
d. Comments 15
e. Watchers 18
f. Status Links 19
g. Completion Bar 19

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 Basic Layout of Click-Up
ClickUp helps all of the necessary assignments to develop Poppy
Life in order and on a set schedule. Throughout the organization,
handling each item in smaller chunks allows each person to
contribute and know what exactly what is expected. As a program,
it has a hierarchical structure:
Workspace -> Space -> List ->
Each level describes a project in a more granular, specific manner.

Workspace The first view upon opening

Space The areas for specific teams in Poppy Life:
Operations & Marketing, Fundraising & Grants,
Human Resources, Technology and Accounting &
Finance
List Tasks associated with that Space, with start/due
dates, priority, Status

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 Workspace
The top level of Clickup and what you see upon opening. There are
two main sections: the sidebar and the view line.

<H3> Sidebar</H3>Navigates throughout ClickUp

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 Sidebar

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1. Navigation/settings for the sidebar. Pressing will
cause the sidebar to collapse (disappear). To bring it
back click on the icon. Rolling the cursor up
into this area of the sidebar will bring up the settings 2
icon. This is not important at the moment.
2. The button reveals the tasks due on the
current day. are the same messages that
come to your mailbox each day revealing the status of
your outstanding tasks. You can also see additional
comments/changes to your tasks.

3. This space breaks up the tasks according to team. 3

Clicking on each individual line will show the tasks
related to that area. Clicking will show all
of the tasks.
4. and 5. Dashboards and Docs do not currently relate
to our present activities but will be updated should that 4
arise.

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View Line

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 Tasks
Poppy Life Care organizes itself within an Agile format, where people have
assignments to complete within a certain sprint. These two-week bursts contain tasks
than handle various larger goals that help the organization to advance (website
creation/maintenance, onboarding clinicians, training). Breaking down these larger
activities into smaller chunks allow members not to feel overwhelmed as well as
targeting the more important duties.
This documentation will only go into the basics of Tasks that Click Up offers. For a
more explicit descriptions of all of the functions, please refer to the website’s own
FAQs at Tasks | ClickUp Tutorials & Docs.

Creating Tasks

1. Click in the bottom of the screen. This button is always located in the
bottom right-hand corner.

2. The dialog box to create a task then pops up, allowing you to describe, assign
or add other features to add. Create a name for the task.

3. Choose the team under which this task belongs by clicking and then
choose assign it by clicking on to choose the correct
individual(s) for the assignment.

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4. Fill in what needs to be completed in this task, adding any subtasks or
checklists that might provide guidance for the Assigness. In the event that an
attachment is needed, click .

5. The line of icons on the bottom determines other aspects of the task (priority,
timing, etc.) that the assignee should know. Click here to learn more about
each icon.

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6. Review all of the content in the task to confirm its accuracy.

7. Click to create the task. Placing the cursor over the arrow
reveals a series of options to associate to duplicate or create further tasks.

Characteristics of a Task

1 2 3 4 5 6 7

1. Set Priority
2. Set date – When assignment should be completed
3. Edit Tags
4. Estimate Task – The supposed time to complete the task.
5. Templates – ClickUp allows users to create formatted tasks for its
layout. At this point, no Poppy Life-generated tasks have been
created.
6. Dependencies
7. Watchers – The assignee is automatically designated as as a
Watcher. Click here< > to learn more about its role

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 Task Layout

1 2 3 4 5 6 8
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1 Status
2 Assigned to projects (watchers, etc.)
3 Priority
4 Date of Creation
5. Time Tracker
6. Estimate of time
7. Due Date
8. Watchers
9. Subtasks
10.Updates/Comments

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 Working on the Task
During each sprint you are typically balancing several
tasks. ClickUp helps to maintain the priority in each
assignment; for the benefit of your own work as well as
the larger goals within Poppy Life, read on to learn how to
manage those responsibilities.

Daily Notifications
Each day, ClickUp produces an e-mail that resembles this:

Task Status

Assignees

Task

Team Space and

Time of Sprint

Many of the icons resemble what we saw in the task layout: status,
Assignees, Due Dates, as well as elements in the basic layout: team
spaces. This is the most common notification that you will receive
once you have been onboarded; tasks due today, tomorrow or
those that are overdue. More current updates come from clicking
in the sidebar.

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However, ClickUp allows you to adjust the types of notification you
receive.

These are the notifications as they appear in the workspace. To

adjust how the notifications receive, click the button
followed by the button. ClickUp’s documentation on
notifications gives a fuller array of what choices are available.

Timing
Each sprint occurs over a series of two to three weeks. Let’s look
at how timing plays into the notifications and what you can do on
your own end.

As we saw in the task creation and the basics of a task, we can see
a task creation, the start and due dates. Let’s focus on these time-
tracking mechanisms in the task itself.

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If you press the green arrow on the which starts the
timer, which should look like this: . As it records, the
clock will move until you press stop.

In case you do not record while doing the task, clicking on

the When putting the cursor close to the Time Tracked icon.

Timer is similar to .

Manual allows you to enter

the cumulative time spent.

Range lets you enter the

time/date that was spent on
the task.

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You’ll notice that there are two or three additional icons.
These are for premium features that Poppy Life’s account at the
current moment does not support.

If you opt to work on the task multiple times and or see who have
cumulatively worked on task, click on the icon, which will list
the relevant names.

The icon allows to write any

notes as well as any billable
hours. However, most of the
features require a premium
account. The icon will
discard that time record.

Other features regarding timing are available, typically in

conjunction with third-party widgets. ClickUp’s documentation
goes into greater detail.

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 Priorities
Whenever a task gets created, the task creator or anyone can
adjust the importance of a task. That may be helpful when
deciding what should be tackled first.

The levels should be evident. erases the choice.

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 Comments
As we saw with notifications, a task will get updated as long as it is
open. Any items written in the Comments section will appear in
your notifications if you are listed as the assignee or a watcher.

The two lines of icons allow you to modify comments as well as

communicate with others in Poppy Life.

1 2 3 4 5 6 7 8

1. Assign Comment
2. Mention Someone
3. Mention a Task
4. Add Emoji
5. Slash Commands /
6. Record Screen
7. New Document
8. Add a File

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 Assign Comment, Mention Someone and Mention a Task
references a specific person or task. When that occurs, any person
assigned to the task or associated with the task receive an update
in their notifications. As a reminder, the notifications/comments
will not automatically generate. You have to go to the notifications
in the sidebar those updates.

Mention Someone can

reference tasks or People.

Assign Comment

Mention a Task

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 Record Beta involves recording a video; feel free to consult
ClickUp’s documentation on this feature. This option and emoji so
far have not been utilized among anyone in Poppy Life.

The final thing to notice about the comments section is that you
can switch between a comment and sending an e-mail.
Can toggle between the two.

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 Watchers
Watchers are tagged onto a task and receive updates as they
occur in notifications. A clinician may be tagged as a watcher for
an IT task if it concerns how he or she administers help.

The ‘8’ atop the eye indicates the number of people attached to
the task. Clicking on the eye reveals those given ‘Watcher’ status.

When a Watcher has been

working on the task, the time
spent will be below. You can click
on to see other assigned
tasks.

Watchers are assigned when creating a task. Per the ClickUp

documentation, the following will make you a watcher:
• When you're tagged in a task
• When you're assigned to a task
• When you edit the task description or task name
• When you comment in a task
• When a comment is assigned to you in a task
• When a user creates a task
• When you or someone else adds you through the eye icon
(available on task and in notifications)

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 Status Links
Each task has a status that shows the progress in a task. This
should only be changed by the project manager. They range from
In Progress to Closed.

ClickUp status types have been created by the project manager. If

you think there is an option that should be added that currently is
not, please voice your opinions.

Completion Bar
While you are working on a task, another update mechanism
includes the Completion bar.

The green dot can be moved to show how much of the task has
been finished. This helps the project manager understand progress
on a specific task, especially in view of a larger project.

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