How to Migrate from ClickUp to Notion (Step-by-Step Guide)
Moving from ClickUp to Notion isn't just swapping tools — it's shifting your team's whole mindset. ClickUp is a feature-packed project management beast. Notion is a flexible doc-and-database hybrid that thrives on simplicity. If you're here because ClickUp's clutter, performance bugs, or steep learning curve finally got to you, you're not alone. Let's get your data out clean and set up Notion right.
Why Teams Choose Notion Over ClickUp
Notion's free plan is genuinely usable for small teams — it's not a crippled trial. For $10/user/month (Plus plan) you get unlimited blocks, file uploads, and 90-day page history. The real draw? Notion treats docs as first-class citizens. ClickUp's docs work, but they feel like an afterthought. Notion's databases (tables, boards, calendars) are powerful enough for light-to-medium project tracking, and the interface stays out of your way.
Step 0: What to Back Up and Export First
Before touching anything, export your entire ClickUp workspace. Go to Settings > Spaces > Export. Choose "Everything" and select the CSV/HTML format. ClickUp will email you a zip file. Keep that zip safe — it's your safety net.
Also manually grab:
- Attachments: ClickUp doesn't bundle these in the export. Download files from tasks you need.
- Comments: The CSV export includes comments, but they're flattened. Review if you need full thread context.
- Custom fields: Export a separate CSV of custom field mappings. Notion won't import them directly.
Step 1: Clean Up ClickUp Before Exporting
Don't migrate junk. Delete old spaces, archived tasks, and duplicate lists. The fewer items you move, the less cleanup later. Notion isn't a dumping ground — start lean.
Step 2: Import into Notion
Notion has a native ClickUp importer. Go to Settings & Members > Import > ClickUp. Upload the CSV/HTML export file. Notion will create pages for each task, with basic properties like Status, Assignee, and Due Date.
What the importer handles well:
- Task names and descriptions (with some markdown)
- Simple checklists
- Assigned users (maps to Notion members if emails match)
What the importer mangles:
- Nested subtasks (they become separate pages, not blocks)
- Custom fields (gone — you'll recreate them as database properties)
- Dependencies and Gantt links (lost)
- Comments (imported as messy text at the bottom)
Step 3: Rebuild Your Structure in Notion
Don't try to replicate ClickUp's hierarchy. Notion works differently. Instead of Spaces > Folders > Lists > Tasks, think in terms of databases and linked views.
- Create a master database (e.g., "All Tasks") with properties: Status, Priority, Due Date, Assignee.
- Add filtered views: Board view for sprint tasks, Calendar for deadlines, Table for everything.
- Build a separate Docs database for wikis, meeting notes, and SOPs. Link tasks to docs using Relation properties.
This is where Notion shines — you get the same info without the 500 buttons ClickUp throws at you.
Step 4: Set Up Permissions and Templates
Notion's permission model is simpler: Full Access, Can Edit, Can Comment, Can View. Share pages or entire databases with guests or workspace members. Create task templates (e.g., Bug Report, Feature Request) as database templates — way easier than ClickUp's template system.
Common Gotchas (and How to Avoid Them)
- Missing attachments: The importer doesn't grab files. Manually upload critical ones.
- Broken links: All internal ClickUp links (task URLs, doc links) are dead. Use Notion's search or rebuild key connections.
- Time tracking: Notion has no native time tracking. Use a manual property or integrate with Toggl/Timely.
- Automations: ClickUp's automations don't translate. Notion's automations are basic (set property, send notification). You'll need Zapier or Make for complex workflows.
- Email integration: ClickUp's email-to-task is gone. Use Notion's API or a third-party service like Email2Notion.
Post-Migration Checklist
- Verify all team members have access and correct permissions.
- Test the most common workflows (create task, assign, comment, update status).
- Archive your old ClickUp workspace (don't delete — keep a read-only backup).
- Train the team on Notion basics: databases, linked views, and page hierarchy.
- Set up recurring reviews (weekly) to refine your Notion setup. It'll evolve.
Notion vs. ClickUp: Which One Wins?
For pure project management with heavy dependencies, Gantt charts, and granular permissions, ClickUp is stronger. But if your team lives in docs and wants a clean, fast tool that doesn't fight you, Notion is the better bet. Read our full ClickUp vs. Notion comparison for details.
Notion isn't the only alternative. Check out other ClickUp alternatives like Coda (custom doc-apps) or Anytype (privacy-first).
FAQ
Q: Will I lose my task comments? A: They import as plain text at the bottom of each page. Not ideal, but they're there.
Q: Can I migrate my ClickUp dashboards to Notion? A: No direct import. Rebuild them as Notion pages with linked database views.
Q: Is Notion really free for a small team? A: Yes. The free plan supports up to 10 guests and unlimited pages. The Plus plan ($10/user/mo) adds unlimited file uploads and version history.
Q: How long does the migration take? A: For a workspace with 500 tasks, budget 2-4 hours for export, import, and basic restructuring. Add a day for team training.
Q: What if I hate Notion after moving? A: Keep your ClickUp export file. You can always go back, but most teams find Notion's simplicity refreshing once they adjust.