# Data Overview

ClickUp exposes a wide range of project and team data through Coupler.io. Depending on which entities you select, you can access everything from individual task details and time logs to workspace structure, custom fields, and team goals.

## Entities summary

| Entity             | Best used for                                                     |
| ------------------ | ----------------------------------------------------------------- |
| Tasks              | Core project reporting — status, assignees, deadlines, priorities |
| Time Trackings     | Billable hours, productivity analysis, time-per-task              |
| Time Tracking Tags | Categorizing time entries by type or project                      |
| Users              | Team member directory, role mapping                               |
| Teams              | Workspace-level groupings                                         |
| Spaces             | Top-level organizational structure                                |
| Folders            | Mid-level structure within spaces                                 |
| Lists              | Task containers — granular organization                           |
| List Custom Fields | Custom metadata defined per list                                  |
| Team Custom Fields | Custom metadata defined at the team level                         |
| Space Tags         | Tag taxonomy at the space level                                   |
| Team Goals         | OKRs and targets tracked in ClickUp                               |
| List Comments      | Comments associated with lists                                    |

## Tasks

#### Key fields

| Field                     | Description                                           |
| ------------------------- | ----------------------------------------------------- |
| id                        | Unique task identifier                                |
| name                      | Task title                                            |
| status                    | Current task status (e.g., Open, In Progress, Closed) |
| priority                  | Priority level (Urgent, High, Normal, Low)            |
| assignees                 | Users assigned to the task                            |
| due\_date                 | Task due date                                         |
| date\_created             | When the task was created                             |
| date\_updated             | Last modified timestamp                               |
| list\_id / list\_name     | List the task belongs to                              |
| space\_id / space\_name   | Space the task belongs to                             |
| folder\_id / folder\_name | Folder containing the task                            |
| tags                      | Tags applied to the task                              |
| time\_estimate            | Estimated time in milliseconds                        |
| custom\_fields            | Custom field values (exported as separate columns)    |

{% hint style="info" %}
Closed tasks are excluded by default. Enable **Include closed tasks** in the data flow settings if you need historical or completed task data.
{% endhint %}

## Time Trackings

#### Key fields

| Field    | Description                    |
| -------- | ------------------------------ |
| id       | Time entry identifier          |
| task\_id | Associated task                |
| user\_id | User who logged the time       |
| duration | Time logged (in milliseconds)  |
| start    | Start timestamp of the entry   |
| end      | End timestamp of the entry     |
| tags     | Tags applied to the time entry |
| billable | Whether the entry is billable  |

{% hint style="warning" %}
Deactivated users do not appear in time tracking exports, even if they logged time in the past. This is a ClickUp API limitation — historical entries from removed users may not be retrievable.
{% endhint %}

## Users

#### Key fields

| Field        | Description           |
| ------------ | --------------------- |
| id           | User identifier       |
| username     | ClickUp username      |
| email        | User email address    |
| role         | Role in the workspace |
| date\_joined | When the user joined  |

## Team Goals

#### Key fields

| Field              | Description                   |
| ------------------ | ----------------------------- |
| id                 | Goal identifier               |
| name               | Goal title                    |
| due\_date          | Target completion date        |
| percent\_completed | Progress percentage           |
| owner\_id          | User responsible for the goal |
| color              | Goal color label              |

## Common metric combinations

* **Tasks + Time Trackings** — Join on `task_id` to see how long each task took vs. its estimate
* **Tasks + Users** — Join on assignee ID to build workload reports per person
* **Time Trackings + Time Tracking Tags** — Join on tag ID to break down hours by category or project type
* **Multiple spaces/teams** — Use Append to combine task data from different workspaces into a single dataset

## Use cases by role

{% tabs %}
{% tab title="Project managers" %}

* Track task completion rates by assignee, list, or space
* Monitor overdue tasks by filtering on `due_date` vs. `date_updated`
* Report on goal progress using Team Goals data
* Compare estimated vs. actual time using Tasks + Time Trackings joined on `task_id`
  {% endtab %}

{% tab title="Finance & operations" %}

* Calculate billable hours per client or project using the Time Trackings `billable` field
* Build invoicing reports by joining Time Trackings with Users and tasks
* Aggregate logged hours by team member for payroll or capacity planning
  {% endtab %}

{% tab title="Team leads" %}

* Analyze workload distribution across team members
* Review custom field data (e.g., effort scores, sprint tags) exported from List Custom Fields
* Track sprint velocity by aggregating completed tasks per time period
  {% endtab %}
  {% endtabs %}

## Platform-specific notes

* The Lists entity returns list **metadata** (name, ID, status, task count) — not the tasks inside the list. Use the Tasks entity to get task-level data.
* Custom fields are exported as separate columns — you'll see them in your destination alongside standard task fields.
* ClickUp's API returns `duration` in milliseconds — divide by 3,600,000 to convert to hours in your destination.
* Data is scoped to your personal API token. Private spaces, private lists, and tasks you don't have access to won't be included.
* There is no native pagination limit advertised, but very large workspaces with thousands of tasks may experience slower syncs or partial data. Consider filtering by space or list where possible.