Last Updated on April 13, 2026 by Denis Yankovsky
Images courtesy of Unsplash
Table of Contents
Key Takeaways
- ClickUp is a feature-rich project management platform designed to centralize tasks, communication, and reporting.
- Independent testing helps separate marketing claims from real-world performance and usability.
- Its deep customization can boost productivity, but expect an initial learning curve for full setup.
- Start with the free plan to pilot core workflows before moving to paid plans that add advanced permissions, automations, and integrations.
- Choose ClickUp if your team needs powerful customization; consider simpler tools if you prioritize immediate ease of use.
If your team feels like it’s juggling too many apps — chat, task lists, calendars, and spreadsheets — you’re not alone. Deadlines slip, tasks get duplicated, and context switching eats up your best hours. The right project management software can turn that scattered work into a clear, reliable plan.
I evaluate digital tools, drawing on my decade of daily using and marketing B2B SaaS software as a job, to ensure this review stays practical and unbiased. In this review you’ll get an honest look at where ClickUp shines, where it can frustrate, and which teams are most likely to benefit.
Cloud-based project management platforms like ClickUp aim to automate workflows and bring everything into one place. In this guide, professional ClickUp reviews and hands-on testing combine to show how its core features handle everyday tasks — for freelancers, small teams, and growing businesses alike.
Whether you’re choosing your first management tool or consolidating multiple apps, this review will help you decide if ClickUp’s mix of features and customization is the right fit for your team.
Introduction: The Rise of ClickUp in Modern Project Management
If your team bounces between Slack, email, spreadsheets, and a handful of task apps, you know how much time is lost switching context. It’s not that tools are missing—there are too many. That fragmentation makes focusing on real project work harder than it should be.
ClickUp positions itself as an all-in-one project management solution to address that exact problem. The idea is simple: bring communication, task and project tracking, reporting, and collaboration into a single interface so teams spend less time hopping between apps and more time shipping work.
Centralizing these core functions reduces the friction of constant context switching. For example, instead of copying a task link into Slack and digging through threads, you can comment on the task and message teammates right next to the work—saving minutes that add up every day. Many teams pick ClickUp because it offers deep customization for complex workflows, while more rigid project management tools trade that flexibility for simplicity.
| Work Function | Traditional | All-in-One Platform Benefit |
| Communication | Separate chat app (e.g., Slack) | Unified in-app chat, reducing tab switching |
| Task Management | Dedicated project software | Customizable views (Kanban, List) in one place |
| Reporting & Analytics | Spreadsheets or standalone BI tools | Built-in dashboards for real-time insights |
| Overall Workflow | Constant app switching, notification fatigue | Cohesive environment, streamlined focus |
Demand for integrated project features has pushed all-in-one tools like ClickUp to the forefront of modern team management. That power can come with a learning curve, though: weigh the benefits of a customizable platform against the time needed to configure it for your projects and people.
Overview of ClickUp’s Features and Functionality
Exploring a new project management tool can feel overwhelming, but clear design and focused features make adoption much easier. ClickUp aims to be the central command center where your projects, tasks, and team collaboration live together. I used and reviewed ClickUp multiple times over the years, but the platform constantly keeps improving and getting new capabilities all the time, with the AI agents being all the rage now.
Key Features Overview
ClickUp packs a broad set of features for managing projects of varying complexity. Key capabilities include Gantt charts for timeline planning, board views for Kanban-style workflows, and List view for simple task tracking.
Portfolios let you roll up work across multiple projects so managers can see progress at a glance—use Portfolios when you need cross-project visibility and Spaces when you want to separate teams or functional areas.
User Interface Considerations
The interface has been refined in recent updates to reduce clutter and improve navigation. Still, the number of options and settings can overwhelm new users. If your team needs deep customization, plan for an initial setup phase and use the built-in tutorials to get started.
Honest ClickUp reviews: A Deep Dive into the Platform
When a tool offers almost everything, the trade-offs become the story. ClickUp can declutter workflows and bring teams together, but that breadth of features often means a steeper setup and learning curve. This section gives a frank look at where ClickUp delivers and where teams may need to invest time.
No single project management solution fits every organization. ClickUp scales from simple task lists to full-blown project management and can be a huge asset for teams that want to centralize work and customize processes.
In practice, ClickUp’s shared Docs, linked tasks, and flexible views help bridge departmental silos—engineering, product, and marketing can work from the same space and reference the same artifacts. That said, smaller teams or groups with limited admin bandwidth should factor in configuration time when deciding whether to adopt it.
| Team Scenario | Primary Strength | Key Consideration |
| Small Team / Startup | Centralizes tasks and communication | Initial setup and customization require dedicated time |
| Cross-Departmental Group | Shared docs and views improve alignment | Needs some process standardization to get full value |
| Complex Project Management | Scalable features for detailed planning | Feature abundance can overwhelm new users |
Quick decision rule: if your projects require cross-functional visibility and custom workflows, ClickUp is worth testing; if your priority is immediate simplicity and minimal setup, a lighter management tool may suit you better.
ClickUp’s Core Features and Team Collaboration
Today’s teams need more than a checklist — they need a shared digital workspace where ideas, tasks, and conversations live together. ClickUp builds collaboration into the core of its project management software so teams can move from planning to execution without jumping between apps.
It centralizes knowledge and communication so everyone stays aligned: tasks link to docs, comments live on items, and project context stays visible as work progresses.
Team Communication and In-App Chat
The Chat view creates dedicated spaces for topics, projects, or cross-functional conversations — much like channels in other messaging apps. A practical tip: create a “Launch” chat for product rollouts and link the key tasks there to cut down on email and context switching.
Because you can comment directly on tasks and mention team members, conversations stay tied to the work. That reduces the need to open a separate messaging app and makes it easier to find the thread that explains why a decision was made.
Collaborative Docs and Whiteboards
ClickUp’s native Docs let teams build wikis, meeting notes, and knowledge bases together in real time. Use Docs to capture specs, onboarding steps, or how-to guides so new team members can hit the ground running.
The Whiteboard feature is handy for visual planning — sketch timelines, map user journeys, or brainstorm with remote teams. It’s a quick way to convert a whiteboard session into actionable tasks by linking shapes or notes to tasks and assigning owners.
Together, these collaboration tools keep team members synchronized across locations and time zones. Quick start suggestion: create a Space, add a Folder for the project, make a List for tasks, and attach a Doc — then invite the team to the Launch chat to begin collaborating.
Latest ClickUp AI Capabilities
ClickUp has recently introduced advanced AI capabilities, including AI agents that assist teams in automating repetitive tasks and optimizing workflows. These intelligent agents can analyze project data, provide insights, and even suggest task prioritization, allowing teams to focus on what truly matters. By integrating AI into their platform, ClickUp enhances productivity and ensures that teams can make data-driven decisions efficiently.
Additionally, the new “Brain” feature allows teams to harness collective knowledge by organizing information and insights in a centralized location, making it easier to retrieve critical data and enhance collaboration across projects.
Diverse Work Views and Task Management Options
How your team sees work shapes how it gets done. ClickUp gives you multiple views so everyone—PMs, designers, and support—can interact with tasks in the way that suits them best.
The platform advertises a wide selection of views to match different project needs; confirm the current list in ClickUp if you need an exact count.
Kanban, Gantt Chart, and List Views
Quick use-cases:
- List view: Great for linear task management—use it for simple to-do lists or sprint backlogs.
- Board (Kanban) view: Ideal for support queues or teams that move tasks through stages visually.
- Calendar view: Useful for editorial schedules, launch dates, and keeping deadlines visible.
- Gantt chart: Best for product roadmaps and projects with dependencies—map timelines and see how delays ripple through the schedule.
You can switch between views instantly, letting each team member pick the perspective they prefer while keeping tasks synced across the project. These views apply at the task, folder, or space level so you can manage individual pieces of work or roll up progress across projects.
Customizable Dashboards for Project Tracking
Dashboards act as the project’s control panel, pulling widgets and reports into a single screen. Managers can track KPIs, overdue tasks, and burndown-style metrics without hunting through lists.
For teams juggling many priorities, the workload view is particularly useful: it visualizes assignments and capacity so you can rebalance tasks and help prevent burnout. Practical starting tip: pick one view as your team’s default (e.g., Board for delivery teams, Gantt for PMs) and encourage others to switch only when needed to avoid confusion.
Advanced Automation and Workflow Integration
Imagine a workday where status updates, handoffs, and follow-ups happen automatically — without someone manually chasing each step. Automation unlocks that reality and is one of the most powerful features in modern project management tools.
Custom Automation Templates
ClickUp uses simple “when → then” logic to let you automate repetitive tasks. For example: when a task status moves to QA, automatically add a reviewer, set the due date to +2 days, and ping the assignee. Small rules like that remove busywork and keep work moving.
Quick wins with automation:
- Create a rule to move tasks to “Blocked” if a dependent task is overdue.
- Automatically assign tasks created from an incoming form to a triage owner.
- Set recurring reminders for weekly reports or status updates.
Start with pre-built templates to avoid feeling overwhelmed — they’re excellent for familiarizing your team with common automations. As you grow more comfortable, build tailored rules that match your processes.
ClickUp’s bestsoftwaretests.com/chatgpt-agent-hyped-ai-tool/”>AI assistant, ClickUp Brain, can also accelerate workflow creation by generating task descriptions, summarizing long comment threads, and suggesting checklist items. Check which plan includes AI features for your account before relying on them for production workflows.
A quick caveat: don’t over-automate. Too many rules can create maintenance overhead and unexpected side effects. Periodically review automations to ensure they still match your workflows and remove rules that no longer serve your team.
Time Tracking and Productivity Optimization Tools
If your work is billable or you want to see where capacity is really spent, accurate time tracking is essential. Raw time data turns guesswork into actionable insight, helping you plan deadlines, allocate resources, and price work more fairly.
Collected time data feeds smarter decisions: you’ll know which projects drain hours, which tasks take longer than estimated, and where to tweak workflows for better efficiency.
Built-In Time Tracking
ClickUp includes native time tracking that lets users start a timer on any task or manually log hours. You can set estimates on tasks and compare actuals to those estimates in reporting—handy for retros, invoicing, and scope checks.
In practice, the interface makes it simple for team members to log time without derailing their work: start the timer when you begin a task, stop it when you finish, and the entry appears on the task and in timesheets for managers to review.
Managers can run timesheet reports to see how time is distributed across projects, clients, or team members. That visibility helps with forecasting and identifying where to hire or rebalance workloads.
Integrations with External Tools
If you already use a dedicated timer, ClickUp connects with popular tools (for example, Toggl) so your preferred time-tracking app can feed data into the central project hub. These integrations are especially useful for agencies and service-based businesses that must produce precise client invoices.
Example billable workflow: start the timer on the task tied to a client project, complete work, approve hours in the timesheet, then export or sync the hours into your billing system—this closes the loop between tracked time and invoices.
Practical tip: run a one-week time-tracking pilot on a small project to see how your team adapts. Review the reports together, compare estimates vs. actuals, and adjust task estimates or staffing plans based on real data.
Interface Usability and Overall User Experience
Great design isn’t just about looks — it’s about how quickly your team can get work done. When evaluating a management tool, consider speed, layout logic, and the small daily frictions that add up over time.
ClickUp presents a clean, modern interface that organizes work into a clear hierarchy: Spaces, Folders, and Lists. That structure makes it natural to keep projects and tasks in order, especially for teams that appreciate a logical, scalable layout.
- Pros: Flexible layout, rich customization, and consistent navigation help power users tailor the tool to complex workflows.
- Cons: The breadth of options can overwhelm new users, and some teams report occasional slower load times during peak usage.
Performance can affect day-to-day usability. During testing and in community reports, occasional lag surfaced when dashboards or large lists were heavily loaded. Check ClickUp’s status page and community forums during your evaluation period to verify current performance for your region and setup.
Quick UX fixes and rollout tips
- Start simple: enable only the views and custom fields your team needs initially.
- Use templates: apply pre-built project templates to speed setup and maintain consistency.
- Assign an admin: designate a single admin for the first 2–4 weeks to configure Spaces, Folders, and core automations.
- Train in short sessions: run 30–45 minute workshops focused on the tasks each role will use most.
- Monitor performance: pilot with a small team during peak hours to spot any speed issues before a full rollout.
The learning curve is the trade-off for deep customization: teams prioritizing immediate, out-of-the-box simplicity may prefer lighter tools, while groups that invest in initial configuration often see stronger long-term productivity gains. If you plan the rollout — limit options, use templates, and provide focused training — the interface becomes a powerful engine for coordinated work rather than a source of friction.
Security Measures and Data Protection Insights
Before you move sensitive projects into any cloud-based project management tool, run a quick security checklist. Your project data is a core business asset, and understanding how a platform protects that data should be part of any buying decision.
ClickUp uses industry-standard encryption for data in transit and at rest, which is a solid baseline. That said, some independent evaluations have flagged risks related to publicly shareable attachment links—so it’s smart to understand the defaults and adjust settings to match your data policies.
Encryption, Permissions, and Security Loopholes
Put simply: ClickUp offers the fundamentals (encryption, role-based permissions, and audit capabilities), but the power of sharing features means administrators must be deliberate about configuration. Public attachment links are convenient for quick sharing, but they can expose files if left uncontrolled—treat them like any external link and avoid using them for confidential documents.
For larger organizations, ClickUp provides enterprise-grade controls such as Single Sign-On (SSO), advanced permissioning, and audit logs (typically part of paid plans). These tools help enforce access policies at scale, but they require ongoing administration to stay effective.
| Security Aspect | Status | Recommended User Action |
| Data Encryption | Implemented | Confirm encryption details in the vendor docs; consider client-side encryption for highly sensitive files. |
| Public Attachment Links | Convenient but risky | Disable or limit link sharing for confidential work; use authenticated sharing instead. |
| Granular User Permissions | Available (Paid Plans) | Define role-based access and restrict admin rights to a small group. |
| SSO & Audit Logs | Enterprise features | Enable SSO and review audit logs regularly if available on your plan. |
| Security Reviews | User responsibility | Schedule quarterly permission and sharing audits; document policies for attachments and external sharing. |
Practical admin checklist (quick wins): enable 2FA for all users, turn off public attachment links by default, set up SSO if you have it, and assign a named admin to review permissions monthly. Also, run a short security orientation for new users that covers what can and cannot be shared.
Security is a shared responsibility: the platform provides many useful safeguards, but your internal policies and admin practices are what keep your data safe day-to-day. If you manage regulated data, consult your security officer to confirm compliance requirements and to verify any certifications the vendor provides.
Integrations, APIs, and Enhanced Workflow Capabilities
In today’s fragmented tech stack, the bridges between apps are as important as the apps themselves. Your central project management tool needs to connect reliably with the other software your team uses every day.
ClickUp offers a set of native integrations that cover major tools, and it also provides a public API plus Zapier connectivity to extend reach into thousands of additional apps. (Check the vendor site for the current counts—these numbers change as the platform evolves.)
These connections are essential when you want data and actions to flow automatically between your CRM, code repositories, communication apps, and file storage. Whether you need Slack notifications, GitHub pull requests to create tasks, or a HubSpot deal to spin up a project, integrations make those handoffs seamless.
From my consultancy experience, prioritize native integrations where possible: they tend to be more stable and offer direct support. Use the API and Zapier for niche tools or bespoke automations that your team relies on.
| Integration Type | Key Benefit | Ideal Use Case |
| Native Integrations | Pre-built stability and direct support | Core, daily-use apps like Google Drive or Slack |
| API & Zapier Connections | Massive customizability and reach | Connecting niche tools or automating unique workflows |
Three practical integration examples
- Slack: send a channel alert when a high-priority task is assigned so stakeholders see it immediately.
- GitHub: create a ClickUp task automatically when a new PR is opened, linking code changes to project work.
- HubSpot: convert a closed-won deal into a project with pre-filled tasks and owner assignments.
Integration checklist for migration
- Inventory existing tools: list daily apps and critical automations.
- Map data flows: decide which integrations must be native vs. built via API/Zapier.
- Test on a small scale: pilot each integration with a single project before broad rollout.
- Monitor and maintain: schedule reviews for integration health and permissions.
As the platform grows, expect more native integrations and tighter API features—both of which strengthen ClickUp’s role as a central hub in modern project management ecosystems.
Customer Support and Onboarding Experience
Good support and onboarding bridge the gap between a tool’s potential and your team’s day-to-day reality. The way a vendor helps you get started often determines whether a project management platform becomes an everyday habit or a half-used subscription.
Users frequently praise ClickUp’s responsive in-app chat and the active community forum. Together with extensive self-service resources, these channels make it easy to resolve common questions and learn best practices without long waits.
| Support Channel | Best For | Key Benefit |
| In-App Chat | Urgent, blocking issues | Direct and fast resolution for your team |
| Community Forum | Common questions and best practices | Leverages collective knowledge from other users |
| Enterprise Onboarding | Large team implementation | Live training and a dedicated success manager |
| Self-Service Resources | Quick fixes and learning | Available 24/7 to get new members up to speed |
What to expect by plan
- Free: Community forum and self-service help; good for trialing features and answering common setup questions.
- Unlimited/Business: Faster in-app chat support plus expanded help center resources; access to more templates and guidance for scaling teams.
- Enterprise: Dedicated onboarding, live training sessions, and a success manager to guide large rollouts and custom configurations.
Suggested onboarding timeline (30/60/90)
- First 30 days: Configure Spaces, invite core users, apply templates, and run focused training sessions for power users and admins.
- 30–60 days: Expand to additional teams, refine automations, and collect feedback on workflows.
- 60–90 days: Optimize dashboards, lock down permissions, and run a retrospective to capture lessons learned.
Quick tip: start with the community forum and knowledge base for how-tos and templates; escalate to in-app chat for blocking issues, and request enterprise onboarding when planning a company-wide rollout. In my experience, combining self-service resources with brief live training sessions yields the fastest path to steady team adoption.
ClickUp Pricing Models: Evaluating Free and Paid Plans
Clear pricing helps you decide whether a tool fits your budget and team size before you migrate workflows. Understanding what’s included at each tier—especially per user costs—prevents surprises down the road.
Affordable Plans and Value for Money
ClickUp’s free plan is one of its biggest selling points for new users and small teams. It supports unlimited tasks and members, making it a generous free starting point to organize projects and test core features without upfront costs.
The free tier has constraints — such as storage limits and fewer advanced controls — so it’s best used to pilot workflows and confirm the platform fits your processes.
Paid plans start at the Unlimited level (check current ClickUp pricing on the vendor site for up-to-date numbers). The per user cost at this tier has historically been positioned as a competitive value for teams that want more automations, integrations, and storage.
Mid-sized teams often upgrade to the Business plan (again, verify the current per user rate), which unlocks more advanced features like enhanced automations, portfolio-level reporting, and additional permissions needed for complex project management.
Enterprise pricing is custom and typically includes advanced security features, SSO, and dedicated support—useful if you need tailored controls and compliance for large organizations.
How to estimate cost quickly: (number of users) × (monthly per user price) + expected savings from consolidating other tools = approximate monthly platform cost. Then compare that to your current spend on separate apps to see if consolidation brings net savings.
Comparing ClickUp reviews with Other Project Management Tools
When choosing a management tool, direct comparisons help you see which platform matches your team’s priorities. Some teams prize ease of use; others need depth and customization. Below we compare ClickUp with a few common alternatives so you can decide which approach fits your projects.
Every tool takes a different path to organizing tasks and projects—understanding those differences makes it easier to pick one your team will actually use.
Strengths and Weaknesses Compared to Competitors
The trade-off is usually power versus simplicity. ClickUp leans toward power and customization; other options favor a lighter, more opinionated workflow.
| Management Tool | Best For | Key Strength | Primary Consideration |
| ClickUp | Teams needing all-in-one customization | Extensive feature set and unified workspace | Steeper initial learning curve |
| Trello | Visual, simple task tracking | Intuitive Kanban boards and ease of use | Limited for complex project management |
| Smartsheet | Data-driven, spreadsheet-like workflows | Familiar grid interface and formula support | Less emphasis on integrated team collaboration |
| SmartSuite | Structured workflows with many data fields | Powerful field types and flexible data models | Different approach to workflow management that can feel rigid |
| Monday.com | Teams seeking visual project management | Highly customizable boards and workflows | Can become complex with extensive customization |
Which to pick?
- Pick ClickUp if you need a single tool to manage complex projects, customize workflows, and consolidate multiple apps into one hub.
- Pick Trello if your team wants a lightweight, visual way to manage tasks with minimal setup.
- Pick Smartsheet if your work is heavily spreadsheet-driven and you need robust grid reporting and formulas.
- Pick SmartSuite if you need structured data models with many field types and prefer configuring records over freeform tasks.
- Pick Monday.com if you value visual management and flexibility, allowing your team to adapt workflows easily. (Check out our detailed bestsoftwaretests.com/work-management-software-monday-com-review/” target=”_blank” data-schema-attribute=”about mentions” rel=”noreferrer noopener”>Monday.com 2026 review here.)
Independent testing and user reviews often show ClickUp outperforms simpler tools in capability, though that extra capability comes with a learning curve. Consider running short trials of two finalists on a real project to see which tool supports your team’s workflows best practical experience beats theoretical feature lists when making a final decision.
Pro Tips from Testing Different Work Management Software
Choosing the right project management software is easier when you combine hands-on testing with expert analysis. Reviews from trusted authorities help you separate marketing claims from real-world performance and long-term suitability.
- Focus on longevity: pick a tool that can grow with your team and support evolving project needs.
- Process-first approach: prioritize platforms that let you model and enforce repeatable workflows rather than forcing workarounds.
- Measure impact: evaluate tools by how they affect delivery time and collaboration, not just by feature count.
- Stability matters: a feature-rich tool that slows down or fails under load can undermine productivity.
- Performance testing is essential: run your own stress tests during evaluation, focused on the workflows you use most.
What we learned that matters: combine expert reviews with practical trials. Use authoritative testing to validate stability and use a short pilot to confirm the platform supports your actual team workflows. That approach gives you both the confidence of independent review and the evidence of hands-on experience.
Community Feedback: Real User Experiences and Ratings
Expert reviews are useful, but nothing beats the practical wisdom from people using the tool every day. Community feedback — forum threads, app store reviews, and niche review sites — reveals how ClickUp performs in real workflows and under real constraints.
Pros, Cons, and Overall Ratings
User sentiment is often split: many users celebrate ClickUp’s customization and depth, while others say the initial setup and abundance of options feel overwhelming for smaller teams.
| Aspect | Community Feedback | Impact on Your Team |
| Customizability | Highly praised for adapting to unique processes. | Expect a learning curve; consider a power-user admin to unlock full value. |
| System Performance | Some users report lag with large dashboards or heavy task loads. | May require piloting to confirm acceptable speed for your peak usage. |
| Feature Depth | Loved by power users; can be daunting for those wanting simplicity. | Success depends on your team’s appetite for complexity and willingness to invest in setup. |
| Setup & Training | Many recommend a dedicated admin for initial configuration. | Investing in onboarding pays off—reduces confusion and increases long-term adoption. |
Bottom line: community reviews show ClickUp is powerful for teams ready to invest in setup and administration. If your group prefers minimal configuration and instant simplicity, test a lighter alternative. For most teams, a short pilot and a named admin are effective ways to turn community feedback into a successful rollout.
Conclusion
At the end of the day, the right project management tool is the one that fits how your team works. ClickUp stands out as a powerful, all-in-one option for teams that need deep customization, a wide range of features, and the ability to consolidate multiple apps into a single workspace.
That power does come with trade-offs: expect an initial learning curve and, in some cases, occasional performance quirks. For teams willing to invest time in setup and administration, those investments usually pay off with smoother workflows and better cross-team collaboration.
Next steps I recommend: start small and practical. Use the free plan to run a short pilot — try a single project for 1–2 weeks—and follow this mini checklist:
- Identify a project owner or admin to configure Spaces, Folders, and Lists.
- Map 3 core workflows you want ClickUp to manage (e.g., feature requests, editorial calendar, client onboarding).
- Enable 1–2 views (Board or List, plus Calendar or Gantt) and use a template to speed setup.
- Test time tracking and a key integration (Slack or your preferred app) to confirm data flows.
By using the free tier to validate fit and documenting the results against your team’s needs (including expected savings from consolidating other tools), you’ll be able to make an informed decision about paid plans and whether ClickUp offers the right mix of features and value for your organization.
FAQ
Is there a free version of ClickUp, and what does it include?
How does ClickUp facilitate better team collaboration?
Can I track time directly within ClickUp?
How do I start time tracking in ClickUp? (3 quick steps)
How customizable are workflows in this project management software?
What are some quick automation examples I can try?
How does ClickUp’s pricing compare to alternatives like Asana or Monday.com?
Which plan should I try first?
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Is my data secure in ClickUp?
How do I evaluate security and compliance quickly?
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