ClickUp Export to Excel on a Schedule: Step-by-step Tutorial

If you are managing a team or a project, it’s essential to be up to date with all of the tasks that have been completed and discover if there are any blockers. While ClickUp is a great tool for organizing collaboration, you might need to extract data from this app for enhanced analysis, reporting purposes, or to blend it with information from other apps, such as Asana. Transferring your ClickUp data to a spreadsheet can be a convenient way to do all this. 

So, you can  export ClickUp to Excel to get a clear overview of the project’s progress, calculate custom metrics, build dashboards directly in the spreadsheet, and more. In addition, collecting all your project data in Excel allows you to create better reports and do performance checks. This way, you can easily measure the productivity of your team, identify blockers, and share your reports with colleagues. 

In this article, we are going to focus on exporting data from ClickUp to Excel. We will present different ways of exporting data. Also, if you are looking for a way to automate data imports from ClickUp to Excel on a schedule, keep reading to find what tools can help you. 

How to export ClickUp to Excel in different ways

ClickUp is one of the most popular tools used for project management and planning. It comes with various features, views, and an easy-to-use interface.

Depending on your need, there are various data types that you can export, including lists, tasks, checklists, team members, goals, customer fields, forms, and reports. 

In general, you have three options for transferring your data from ClickUp to Excel: 

• Manually with the XLSX or CSV files: With this method, you can export data in just a few clicks, but you will need to repeat this process every time you want to update the information in your spreadsheet. So, if you need to do this on a schedule, you will have to keep track of the planned updates yourself. Also, it’s important to know that you can only export List view and Table view from ClickUp with this method. For free and unlimited users, you only have 5 exports per member per month. However, for the other 3 paid plans – Business, Business Plus, and Enterprise, you have unlimited custom exports. 
• Automatically with third-party tools: If you want to automate your ClickUp exports, there are a few tools you can choose from, including Coupler.io, Power Automate, and Zapier. In this case, exporting data on a schedule will occur automatically without any additional involvement from your side. Also, you can choose to export various data types, including lists, tasks, and views.
• Automatically via API: This method is a good option for those needing more flexibility, but it requires strong coding skills.

Below, we will show you, step by step, how to export data using the first two methods – manually with XLSX or CSV and automatically with Coupler.io. We won’t be addressing the third method because of its complexity. 

Connecting ClickUp to Excel via API requires solid technical expertise, dealing with complex settings, and a lot of coding, so it’s not feasible for business users. At the same time, the methods we are going to cover allow you to transfer data between the two apps quickly and easily without any tech knowledge. 

How to transfer data from ClickUp to Excel manually using XLSX or CSV files  

Let’s start with the manual option for ClickUp export to Excel. For this tutorial, we will export a ClickUp List view to Excel. 

Step 1. Log in to your ClickUp account and select List View from the top of your dashboard. 

Step 2. Click on the three dots in the upper right corner of the list view and select the “Export view” from the menu.

Step 3. From the dropdown menu configure your export and choose what you want to include in the data transferred. You can choose what to export (Visible columns, Task Names only, or All columns), time format, and date format. Also, you can export the data to a .cvs or .xlsx.

Step 4. After selecting the data you need and its format, choose XLSX (Excel) and click on the Download button at the end of the menu.

After downloading the Excel file, you can simply open it in Excel. This is what it looks like:

Alternatively, you can also export your data as CSV. You will need to follow all of the steps from above, except the last step (step 4). There, instead, click on CSV and then download the file.

To open the CSV file, you will need to import it. To do so, open Excel, go to the File tab, select Import -> CSV file -> Import.

Then, navigate to the location of the CSV file and press Get Data. 

In the Text Import Wizard window, select Delimited and choose the delimiter used in the CSV file (e.g., comma, semicolon, tab).

Preview the data to ensure it’s being correctly parsed, and then choose the format for each column (e.g., “General”, “Text”, “Date”).

Finally, choose where to put the imported data in your worksheet and click Import. Here’s what the imported dataset looks like:

How to export ClickUp data to Excel automatically on a schedule 

While the manual method is simple, your ClickUp data is constantly changing and it’s not feasible to extract it manually every time. Automating this process is far more efficient and it allows you to save time and effort. We will show you how to do this with the help of Coupler.io, an all-in-one data analytics and automation platform. Coupler.io is a solution that can help you automate data exports from ClickUp to Excel or from a different source to your preferred destination. 

You can export data from 60+ business apps and transfer it to Excel, BigQuery, Google Sheets, and Looker Studio. When it comes to ClickUp, data from this application can be easily extracted on a schedule with Coupler.io’s JSON integration.

Want to export a list from ClickUp? We will show you how to do it automatically. Now, let’s take it step by step and discover how to export a ClickUp list to Excel using Coupler.io.

How to export ClickUp list to Excel on a schedule

The instructions provided in this article are sufficient for creating an automated integration. But please note that we are not responsible for the outcome if you use the instructions incorrectly, specify incorrect settings, or if there are changes in the app’s API. If you need help with the setup, we can offer this premium integration at an additional fee.

Let’s see how you can automatically export ClickUp lists to Excel using Coupler.io’s JSON integration!
Step 1. Sign up to your Coupler.io account. Click on Add New Importer to set up the automatic export.

Step 2. Select JSON as your source for the export and Microsoft Excel as your destination.

Step 3. Let’s begin with configuring the source. For the JSON URL, you will need to use an URL from ClickUp API and modify it to match the list you want to export. The URL for list export is https://api.clickup.com/api/v2/list/{list_id}.

3.1. You will need to replace {list_id} with the id of the list you want to export. To do this, you  will need to go to ClickUp, open the list you want to export, and then copy the list id from the URL (the number after li/ in the URL).

Step 4. For the HTTP method select GET and then click Continue.

For the next step, you will need to add the API Token from ClickUp. To do so, you need to go to your ClickUp dashboard and click on your icon at the bottom left of the page. From the menu, select Apps.

Copy the API Token and add it in the Request headers in Coupler.io in the next step.

Step 5. For the Request headers, type in Authorization in the left space, and add the token from ClickUp in the right column.

Step 6. The URL query parameters and other settings are optional. You can configure them to filter your data before export, or you can skip them and go directly to the Destination Settings.

Step 7. To configure your destination, you will need to connect to your Microsoft account.

Step 8. Select the workbook and the sheet where you want the data from ClickUp to be imported. You can choose an existing sheet or you can allow Coupler.io to create a new one.

Step 9. Choose the Import mode between Replace and Append from the drop-down menu. If you select Replace, then Coupler.io will replace old data with new ones. For Append, every fresh version of the dataset will be added below the previous version. Then switch on or off the Last updated column and Update data each run depending on your needs.

Step 10. Lastly, you will need to schedule the export. Choose the interval (from 15 minutes to every month), days of the week which to consider, the hour, and the time zone. Click on Save and Run and wait for a few seconds for the export to be completed.

If you followed the tutorial step by step, then this is how the export is going to look like.

Here are a few advantages of exporting ClickUp data to Excel automatically with Coupler.io. 

• Easy Setup: You can easily connect ClickUp to Excel with the JSON integration, and you don’t need to possess any coding skills. The integration can be configured in just a few clicks.
• Flexible Export Options: You can choose which data to export from ClickUp and how to format it. For instance, you can export data on tasks, projects, time entries, and more. You can also choose which fields to include in the export, and how to format the data.
• Real-time Data Sync: Coupler.io supports near real-time data sync, meaning that any changes you make in ClickUp can be reflected in your Excel file almost in real-time. This can be especially useful if you need to keep your ClickUp information in Excel always fresh. 
• Flexible schedule: It’s easy to set up a schedule for the updates, and Coupler.io will automatically export data every 15 minutes, every hour, or every month, depending on your selection.

How to export ClickUp tasks to Excel on a schedule

Want to export ClickUp tasks to Excel? No worries! You can follow the step-by-step tutorial we provided above and only make a few small changes. 

Steps 1 and 2 remain the same. For step 3 you will need to change the URL to export tasks instead of Lists. This is the URL you need to insert https://api.clickup.com/api/v2/task/{task_id}. 

Just like in the List example, you will need to change the {task_id} with the actual id. You can locate it in the URL of the task you want to export. All you need to do is click on the task you want to export and copy the id from the URL. For example, if the URL is  https://app.clickup.com/t/85ABthr, then the id is 85ABthr.

That’s it! Next, all of the steps are identical. 

How to export other data types from ClickUp to Excel

You can use the same method to extract other data entities from ClickUp. We’ve prepared a useful table with JSON URLs you will need to add to your Coupler.io importer to extract various data. Just copy the corresponding URL for the data type you need to extract and change {xxx_id} to the actual ID of the report, checklist, team, etc.

If you need help with exporting data from ClickUp, Couple.io’s team can set up the automated integration for you. ClickUp is offered as a premium source, so all you need to do is send us the request and receive a ready-to-use integration. 

Export ClickUp data easily

Exporting data from ClickUp doesn’t have to be complicated. In this article, we’ve presented two ways in which you can do it, without requiring any coding skills. Our recommendation is to export data manually only if you need it occasionally. 

If you need it on a schedule, then Coupler.io is the perfect solution for you. You can export ClickUp list to Excel on a schedule with just a few clicks with Coupler.io’s JSON integration. If you require any assistance or some customization, you can request ClickUp as a premium source.