We’re continuing to review ClickUp’s free templates – this time we’re reviewing the ClickUp Syllabus Planning template, perfect for teachers looking for an easier more organized way to do syllabus planning.

P.S.: Click the hyperlinked text to go exactly to the part of the video where we mention each feature!

Let’s get started by adding the template to our account. To do this, go to New Folder, Templates, click on Syllabus planning. At this point, you can choose what to import or which items you want to change. 

An idea on how to organize it making this template into a space and then each subject could have its own folder. Then you could break down each list by the years you have in school. Another way to organize it is by making it a folder with lists, with the lists being the different subjects.

The template already comes with lists for English and Math and four tasks. We recommend customizing it, for example, adding a custom field with the room number, a Google folder, or anything specific to the class.

For this template, we like the Calendar view as it allows you to see what’s coming up, what’s due in the next couple of months, etc. You can also use one of the calendar views as a class schedule.  

We like setting up filters. For example, if we want to filter by priority and just see the ones that are urgent and the ones we need to focus on right now. 

Then you can create subtasks or lists with what needs to happen for each lesson plan, such as requirements. If you have multiple teachers working on it, you can create a checklist and assign each item to different people. You can use the description box to add instructions, too.

Finally, once your template is done, you want to save it so you can use it in the future. Click on the three dots, go to templates center, click on Save as template and call it whatever you want – we saved it s Lesson One Plan. That way, you can duplicate it for every semester or any time you need it without having to make it from scratch all over again.

Watch Amalie Show You How To Use Syllabus Planning Template in ClickUp:


Read The ClickUp Syllabus Planning Video Transcript

Amalie Shaffer 0:04
Hi, I am Amalie Shaffer with Systematic Excellence Consulting. And today I’m going to continue the series that I’m doing where I’m reviewing each of the templates that ClickUp provides free to you when you sign up for an account. So the one I’m going to go over today is the syllabus planning. So, I am going to bring it into my account, I’m going to put it into the templates space, and it’s a folder that we’re adding. So I’m going to go to New folder, go to templates, scroll down, you can type it into search, but it’s right here. So syllabus planning, so I’ll click on that. And just gonna grab the name. And then from here, it’ll tell you the information. So the status groups, the custom fields, view types that are in here, and you can either click on Use Template or Add to Library. So it’ll be in your template Center library. But I’m going to click Use Template, because we want to use that today. And I’m going to call it syllabus planning number two, because I’ve already imported it earlier. Before this, so we’re going to import everything for the remap dates, I am going to put to start. Now the dates won’t necessarily line up. So I’ll show you but you’ll have to do some editing there. And then do you want to include archived tasks, I’m going to say no, and I’m just going to use the template as is. So as it’s coming into my account, my face up here, see when it comes in. So it’s currently creating the folder. Now, I do think that this particular, I’m just gonna click on the one that let me refresh the screen. So it’s there. But this particular template could actually be a space and than each subject could have its own folder, and then you could break down each list by maybe the years or so it could, each folder could be a subject, and then you could break it down each list could be the different years that you have in school. And this as the guide for the template, which is right here, the doc here explains that this can be a collaborative process where multiple teachers can be working on this at the same time. So depending on how many people you have working on, it will tell you how you need to set it up. When I have less people working on something, I tend to go with a folder and then list if I have multiple people multiple moving pieces, then I typically go with a space folder endless like I’ll actually make it that. So if this is a big undertaking, where you have multiple teachers, multiple grades, that kind of thing, I would probably make it a syllabus planning space, break it down, either the folders could be by year, and then the list could be by subject. Or you could make the folders the subjects and then the list could be the years. I think I just did that again.

Anyway, you get the idea. So the two ways are, you could make a space folders are yours lists are subjects or the folders could be the subjects. And the list could be the years depending on how you want to break this down. But the way we’re going to look at it today is it’s a folder with lists being the different subjects. And so there’s an intro in here basically just telling you that it can be a collaborative thing, you can assign multiple people to tasks, you can leave comments, and I’ll show you all of that in a moment. And then this talks about how they broke this down. So they have it broken out by the different subjects. And then inside the subjects there are tasks for planning like project or subjects. And then they did mention that there’s my class view, but I didn’t actually see that I will show it to you and how to set that up to you. If you want to have a view of just like what you need to be doing. I’ll show you that view in a second. Okay, so and then there’s a useful actions which just talks about how to make templates, how to create templates from what you have, or how to reuse checklists, how to delete tasks, folders and lists. So I will go over all of those things in a moment. So let’s click on the All list so this is going to include all the subjects so the template comes with English and math and then it comes with four tasks. So what I typically do when I have a template that I’m starting with, especially one that already has some things in it, I want to look at, okay, what is available to me? And what do I need to add or take away depending on what my process is. So one of the things I added was a room number, a custom field, and all I did was I added, I went to the plus sign, I went down to oops, new column, and I went to number, and then I just typed in room number and added the column. So you can see that over here. So then we would be able to put whatever room number, this particular lesson is being taught in. If if you don’t want something like this, but you don’t want to delete it, you can just hide the column so that it’s no longer there or bring it back. So what they have available are the topics if it requires a printout. So this is just for the custom fields. This might be a short text. This one is a checkbox priority due date, and then assignee. And if there’s other things that you want to add, maybe you have a Google folder per lesson where you put the printouts or something like that, you could add a website, custom field, and call it asset folder or something and then put the link to the Google folder there or something like that. So that’s the first thing I do is I just kind of go through, okay, what are the custom fields they have? How is this laid out? And then is there something else that I need to add to it that goes along with my process. So what I do want to do is I want to look at, let’s go across the top first, and then we’ll go to each list. So what we see here is all so if we added more lists, this would show all of us the list organized by status. And we know that because here it says group by status, then we have board view. And there are two board views, they’re both the same. You could make one, if you wanted, if you’d like to see it in board view, you could say what’s assigned to me, you can just click on that. And it’ll save this first view as just showing what’s assigned to me. So you can see how it removed the ones that were not assigned to me. So I had already assigned myself to these. And it will just show me those. And then in with this, you’re just dragging and dropping it into the particular status, which is what these are, according to where you are with that. And then there’s a second board view, so you could keep one as your view. And then you could just turn off the me view. And then here you can see all of the ones even if they’re not assigned to you. So if that’s, you know, you can set up each individual view that way, you can also filter. So if you wanted to filter by assignee, and I say, you know, I want anything that’s, that’s assigned to me to be on this one. So you could set up filters as well, if you don’t want to put it into me view. And once you save that filter, then it’s there and you can change the name. So if we wanted to rename this, this could just say, my classes, something like that.

And then there’s a calendar view. And you could set one up to be a schedule, or what you have do and have one be the overall calendar. Now you’re just gonna see what is due coming up. But if we go, we can see going forward, there are some of the items that are due in the next couple of months. Okay, so you could even add a class schedule list to this. And so then maybe one of the calendar views is a class schedule. Versus like some of this planning. And my previous video, I did class management. So you could even incorporate both of those templates into your overall process. Then, like I said, there’s a guide, there is a timeline view that was included here and there are two. So one is broken down focused on the different subjects. And one that’s just overall the with not with it, no filter on it are grouping by so this is grouped by none the other one is grouped by by the list. Okay, so let’s go into the individual list here. So I’m going to start with the English list. And so across the top we have two lists. We have one that is list and review So review is grouped by status, but then filtered by in review to review needs changes. And that filter is set up here, you could set up a different filter, you could add an additional list. If you wanted, you know, we could add a list view. Okay, and we can set up filters. So if we will maybe wanted to filter by, let’s say priority, and we just wanted to see the ones that are urgent, then we can set this as the urgent task list or something like that. And so then now you can see, okay, what are the ones that are urgent, which are the ones that I need to focus on right now. So I want to go back to the main list where it shows everything. So what I do when I first come into a template is I want to see all the empty statuses and I want to flip it around. So I can see what needs to be done at the top what’s in progress needs, revisions and current. So we went across that we saw the list now there’s the board view. And they have two separate board views, both grouped by status. So again, if you have a preference that you want to set this up, I mean, each individual teacher could set up their own board view that just shows what they need to work on. There’s the calendar, there is the timeline here again, there’s two separate one is, they’re not grouped by but if we wanted to group by status, it’ll show us this. Or if we want to group by the custom field review, this is going to show us which ones are coming up do that that we need to look at. We could group by assignee, so obviously, you’re just going to see me and then there’s going to be unassigned tasks. But this is the only one that’s assigned for today. So you can change these views depending on what you need. Or you can add additional ones just by clicking on Add Timeline view or to any of these actually. Okay, so let’s go back to the list. View, I want to go to the main ListView, which is what we’re in right now. And I want to show you the additional custom fields here. So we have the assignee, the due date the priority date updated. So this is showing the date updated. And then they have a label custom fields that will that they’re using. So it says to review in review approved or needs changes. If you want to add or edit this, you can just click on Add or Edit, you can change the colors change the words, you can add more options or delete this field altogether. I’m going to leave it as it is. So this one is needs revisions.

Okay, so currently, this one is in need of revisions, this one is in approved. So let’s, oh, I didn’t save the show. And let’s flip this around. There we go. So this one is approved, then maybe we put it to current, or maybe we add a status that says current. So if we wanted to add a status, we click on the three dots next to the list that we want to did not mean to do that. We click on the three dots, and then we go to List statuses. And then here I can add, approved, maybe it’s not current, but it’s approved. So I’d probably put this to a done status, meaning it’s done, it’s approved, but it’s not necessarily current. It’s not what you’re working on right now. And then we just hit save, and that’s going to add that approved one. So then we could move approve to here. So then it’s in there. And then if term one if this is current, you would just move it to current and then go on so on go on this way, organizing it. Now what I would do for these so for example, let’s go to the lesson plan one. So in here, what I would do is I would create either subtasks or lists of what actually needs to happen for each lesson plan. What are the requirements, what needs to be involved? And if you have multiple teachers working on this at one time, I would make some tasks that you can assign it to specific people. If it’s one teacher working on it, I’d create a checklist. So if we add a checklist maybe. And we just add an item number one, item number two, number three, now you can assign checklist items to different people. But if they all have different due dates, and you have multiple people working on it, I’d make it a sub task. And you just add subtasks here. So this might be item one, item two, item three. And then from here, you can put any instructions you need in here. And then you can see this as part of lesson plan, lesson one plan at the top there. And then you can give these each individual, you can assign this to people, give them instructions, give them due dates, all of that. Or you can use a checklist, once you’ve created your template task for lesson planning. And maybe this is maybe you need a template for each lesson. Maybe there’s different kinds of lessons that recur each year. But this is lesson one, and you have the subtasks in the checklist for that one, but you want to save it as a template, a template task. So we’d click on the three dots, we’d go to templates center, we want to Save As Template, I’m going to call this lesson one plan, template task, or you don’t have to put template, you just put whatever. And then we want it to be available to all members, you can do public sharing, you want to import everything, or you can customize what you import, we’re gonna import everything. So I’m gonna go ahead and hit save. So now this is a template. So if I for some reason, delete this, but I need it back again, it’s now saved to my templates center. And I can bring it back. And the way we do that. So let’s say we want to add that template. So I open this up, I’m going to go to my template center browse templates. And I’m going to find my lesson one plan, task, click on it, I’m gonna say Use Template, I want to import everything use templates. So now it’s going to apply whatever changes I made. Oh, there we go. It’s gonna apply all the changes I made to go see my subtasks and my checklist items. Okay, it’s taking a moment, let’s refresh.

There we go. Added up my checklist items, there we go. I would add it twice because I clicked on it twice. Okay, no big deal. So all we do is delete them. So if we click on these here, we can discover the trash can hit delete, there we go. Okay, cool. So if you have specific lesson plans, or specific, a template task of checklist items, or subtasks, you’d want to make that particular task a template so that you can repeat it again down the road. And you can do the same for each of these tasks, if you wish. Okay, so once you come in, we had talked about going through making sure all the custom fields are what you need, adding or removing any. And then going task by task and adding in the things that you need, what do you need for syllabus planning, putting the instructions in. And then they do make a note, whoever made this template, made a note that you put the up to date, lesson plan and resources in into the description of the task, which I think is great. One thing I would add is I would probably use a Google Doc and then embed the Google Doc. And the way you do that is if you hit the slash mark, excuse me, you can just scroll down. And you can click on Google Doc and you can put the URL to the Google Doc, it’ll embed in here. Why I say that is in the event that Clickup isn’t working, or you have an issue with it, you can still go to Google Drive and access it. Or you could have in both places, you could put it in a Google Doc with a link just the link here. And then still copy and paste the instructions into the description of the tasks do you have it in two places? I just am hesitant to just have it only in one place. But if you print it out or something like that, maybe you would already have it in the physical format. That’s so that’s one note. And yeah, let’s see. Okay, so let’s look at the math one and this is going to look a lot like English. So again, to set up I want to see what the status is are. I’m probably you know, I’ll flip it around. Go ahead and save this view. In this has the same setup as far as the different views, it has the same custom fields, you can add additional custom fields, remove ones, if you don’t want them, you can add, you know, some of the ones from the main view from the folder view. So like printouts, if you wanted to add topics, you could add that back in here, and then it’ll be here and available for you. Now, we created a template from one of the tasks that we did. Now maybe we want to create a template from the list. So this math list is going to be repeated maybe every quarter, or you know, by annually, something like that. Maybe we want to just duplicate this, maybe this is math, first semester math, second semester, something like that. So what we would do is click on the three dots here, we’d go over to the templates center, we want to Save As Template. And we can call this maybe math and maybe you want to put you know the grade semester one template, and then we just go ahead and hit Save. And then when we’re if we need it, we need to add it, we can either duplicate the math if we haven’t really added much to it, or we can add the template. So we just click on the dot.

We want to add a new list let’s do there we go templates center. So I added the list templates center, we want to browse templates. And we want to find our math grades semester one, and I click on that I again, this is going to look a lot like when we added the template in for the syllabus planning and then I’ll hit use template, we want to import everything. It this is going to tell us where it’s located. So we want to select the location, this is where I want it. If I didn’t want it there, I could choose somewhere else, but we want it there. And then we want it to be we have the name is fine, we’ll just use go. Alright, so we’ll let that’s creating the list. We’ll come back to that in a moment. Let’s say to refresh Oh, there goes it was up there. Okay. Oops, that’s okay, I’ll just delete this, we don’t need this one. But here is our template list that we that we just created. So once you have figured out your process, saving them as a template is a great idea. So that you can repeat them. However they repeat whether it’s once a year, twice a year, or every semester, whatever. And then for the whole thing, if you wanted to update this template, we can go to template center, we want to Save As Template and then we can call this

maybe internal. So while we didn’t add that other one to our template center, so won’t be there. So now what we’ll do is we’ll go ahead and hit save. So now we’ve saved the entire folder as a template and we can duplicate that or use that again at any time. Okay, so just to recap really quickly Oh, there is something I forgot I wanted to add. Okay, so one thing that I think is really great and they actually mentioned it in the guide is how to use these comments. So if you have multiple teachers working on things, let’s say you have multiple teachers that are working on this English planning so

on the syllabus planning for English so what you can do is you in the information for the list, you can add comments. So you can assign you can actually assign from the actually you need to have the unlimited I forgot about that. If you want to use assign a list to someone you have to have the unlimited version, but you can set due dates for it. So if this is like a project that needs to be done within a month, you can put the start and end date for the list. and track it that way. And then you can also do comments on the list. So if you wanted to leave a comment, like maybe a teacher did one part and another teacher is waiting on them or whatever they want to say like or give feedback about something, you can add comments right here. And then people can respond, you can have sort of an ongoing conversation. And there, you can also attach documents here. And if you wanted to hide comments, you could do that. And then it’ll show that there’s comments here, if you click on it, it will open it up for you. Okay, so that was the last thing I wanted to show you. So from the beginning, I would if you’re going to import this template, I would import it and then I will review it for the custom fields. For any instructions inside of each of the tasks as far as subtasks and checklists. I would go over the views, and what views you need, what views whoever is collaborating with you needs and get those set up. And then you’re really ready to go from there. I mean, this is a great starting place. It allows you to you know, get started quickly, you’re not starting with a blank screen. So you can really dive in and get this set up to you and the other teachers can start the syllabus planning. So again, my name is Amalie, I hope this was helpful. If you have any questions or thoughts, please feel free to put them in the comments. Make sure you subscribe to catch my other videos, and I will put the link to the class management template that I reviewed last time and make sure you subscribe. Thank you so much for watching.

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