ClickUp makes it easy to build a deep hierarchy: a workspace, spaces inside it, folders inside those, lists inside the folders, and tasks and subtasks inside the lists. For an accounting practice, that depth can start to hide the thing you care about most, which is the client. Where is every piece of work for this client, and what is its status?
This guide shows how to move your ClickUp work into Portal 360 with the free ClickUp importer, how the hierarchy maps across, and how to preview, run and roll back an import without touching anything in ClickUp.
What the ClickUp importer does
The ClickUp importer is a free app in the Portal 360 Marketplace. It reads your data from ClickUp and creates it in Portal 360. It is one way and read only: Portal 360 never changes, writes to or deletes anything in ClickUp.
It imports:
- Workspaces
- Spaces
- Folders
- Lists
- Tasks and subtasks
- Comments
- Attachments
- Assignees
- Due dates
- Statuses
- Tags
- Custom fields
- Docs
You choose what comes across, and you map each part to a Portal 360 client, entity or task group.
Mapping spaces, folders and lists
ClickUp's hierarchy has more levels than most practices need. Here is a practical way to think about it.
| In ClickUp | A common use in a practice | What to decide |
|---|---|---|
| Workspace | The whole firm | Whether to bring it across |
| Space | A team or service line | Which spaces to include |
| Folder | A client or a project group | Map to a client, entity or task group |
| List | A process or a set of recurring work | Lists come across with their tasks |
| Task and subtask | A piece of work and its steps | Imported with assignees, due dates and statuses |
If your folders are clients, map each folder to a client. If your folders group types of work, map the lists inside them instead, and use the tasks to identify the client. Either approach works. What matters is that you choose deliberately, one level at a time.
Do not forget the docs
Many practices keep procedures, checklists and meeting notes in ClickUp Docs. The importer brings docs across, so your written know-how is not left behind. Take a moment to check which docs are still current before you import, so you do not carry across notes nobody uses.
What it does not do
- It is not a two-way sync. Changes in Portal 360 are not sent to ClickUp.
- It does not write to ClickUp. It only reads.
- It never sees your password. You sign in on ClickUp's own page and approve read-only access.
- It is not an official ClickUp app. It is a Portal 360 app that reads from ClickUp using the access you approve.
Step by step
- Connect ClickUp. Open Marketplace > Apps, choose the ClickUp importer and click Connect. A secure pop-up opens on ClickUp's own sign-in page. Log in and approve read-only access.
- Choose what to bring across. Select the workspaces, spaces, folders and lists you need.
- Map each one. Choose a Portal 360 client, entity or task group.
- Match people. People are matched by email. Match, invite or skip each one.
- Map statuses and fields. Statuses, priorities, tags and custom fields can be mapped where your lists use them.
- Run the dry-run preview. Review counts, conflicts, possible duplicates and skipped items.
- Confirm. Nothing is written until you do.
Custom fields and statuses
ClickUp custom fields are flexible, which means they multiply. Before you import, list the custom fields you really use, such as a lodgement due date or a reviewer, and map those. Leave the rest. In the same way, settle on the statuses you want to see in Portal 360 and map each ClickUp status onto them.
Reading the preview
The dry-run preview shows counts, conflicts, possible duplicates and skipped items. Look for a task count that does not match what you expect, two lists mapped to the same client by accident, and people who did not match by email. Fix these in the mapping. Nothing has been written yet.
Re-running and rolling back
Imports can be re-run without creating duplicates, so you can import again when more work has been added in ClickUp. Each import can also be rolled back if the result is not right.
Security and control
- Only owners and admins can import, and every import is logged.
- You can disconnect and revoke access at any time.
- Tokens are stored encrypted.
A calm way to switch
- Import one folder or list for a current client and check it against ClickUp.
- Refine your mapping.
- Import the rest.
- Move new work to Portal 360 and retire old lists as they finish.
If you want help
The importer is free and made to be run by you. If you would rather hand it over, the migration program is a fixed A$2,999 per practice (ex GST) in which our team completes your data transfer and sets up the whole of Portal 360 for you.
In short
The ClickUp importer reads workspaces, spaces, folders, lists, tasks and subtasks, comments, attachments, assignees, due dates, statuses, tags, custom fields and docs, maps them to Portal 360, and previews everything before it writes. It is free, one way and read only. You need a Portal 360 account.
ClickUp is a trademark of its owner. Portal 360 is not affiliated with or endorsed by ClickUp.