How to Use ClickUp as a Powerful Form Tool

ClickUp can replace traditional form tools by letting you collect responses, organize data, and automate workflows in one workspace. This step-by-step guide shows you how to use its features as a practical alternative to Zoho Forms and similar apps.

The instructions below are based on features highlighted in the Zoho Forms alternatives comparison, adapted into a clear how-to workflow.

Why Use ClickUp Instead of a Standalone Form App

Instead of sending form submissions into a disconnected spreadsheet, you can send everything directly into tasks. That gives you tracking, collaboration, and automation in the same place where your team already works.

Using a single platform helps you:

Centralize form data and project work
Assign owners and due dates to each response
Automate follow-ups and approvals
Visualize submissions with views and dashboards

Prepare Your Workspace in ClickUp

Before you build the form flow, you need a simple structure for storing responses.

Step 1: Create a Space for Form-Based Processes

Log in to your workspace.
Create a new Space dedicated to inbound requests, surveys, or applications.
Give the Space a clear name, such as “Requests & Forms.”

This Space will hold the Lists that act as destinations for each type of form.

Step 2: Build a List to Store Form Responses

Inside your Space, create a new List (for example, “Website Contact Requests”).
Choose a simple view such as List view to start.
Decide what each task in that List should represent (one task per form submission is the usual pattern).

Now you have a dedicated area to receive and manage submissions.

Add Custom Fields for Your Form Data in ClickUp

To capture structured answers, use custom fields that mirror the questions you plan to ask on your form.

Step 3: Plan the Information You Want to Collect

List the key details you need from each response, based on common online form use cases described in the Zoho Forms alternatives article:

Name and contact information
Company and role
Project or request details
Priority, budget, and timelines
Internal owner and status

Step 4: Create Custom Fields

Open your List and select the option to add Custom Fields.
Create fields to match each question, such as:
- Text fields for names and short answers
- Email or phone fields for contact details
- Dropdown fields for priorities or categories
- Number fields for budgets or quantities
- Date fields for deadlines or event dates
Reorder the columns so the most important answers appear first.

Each task will now store form responses in consistent, structured fields.

Capture Form Responses in ClickUp

Once your structure is in place, you can start capturing submissions from different channels and send them into tasks automatically.

Step 5: Use Integrations and Automation

Here are common ways teams collect submissions as described in the alternatives comparison:

Public web forms: Use your existing form builder or website form and connect it to your workspace with an automation or integration tool.
Lead generation tools: Send new leads directly into a List to kick off sales or onboarding steps.
Help desk or support forms: Create tasks from incoming tickets, then manage statuses and SLAs in your workflows.

Depending on your stack, you can use native integrations or a connector platform to map external fields to your custom fields.

Step 6: Standardize New Tasks from Form Inputs

Create a task template that defines how each new submission should look.
Add sections inside the description for:
- Summary of the request
- Key answers from the form
- Checklist of internal follow-up steps
Configure automations so new tasks created from your form data automatically apply this template.

This ensures every response is consistent and easy for your team to process.

Build a Review Workflow in ClickUp

After a submission lands in your List, you need a repeatable review and approval flow. This is where project management-style tools are more powerful than basic form apps.

Step 7: Use Statuses to Track Progress

Edit List statuses to match your review pipeline, for example:
- New
- Under Review
- Waiting on Client
- Approved
- Rejected
- Completed
Set default status for new tasks to “New.”
Train your team to update status each time they take an action on a submission.

Statuses give you an immediate snapshot of how many requests are waiting and where they are stuck.

Step 8: Assign Owners and Due Dates

Add Assignee and Due Date fields to your List view.
Use automations to:
- Assign new submissions to a default owner or round-robin group
- Set due dates based on the date the task is created or the event date collected from the form
Use filters to see only the tasks assigned to you or your team.

This creates accountability for each incoming request.

Visualize Form Data with ClickUp Views

Form tools are often limited to spreadsheet-style reports. You can improve visibility by using multiple views on the same List.

Step 9: Configure Helpful Views

List View: For detailed review of each submission and all custom fields.
Board View: For dragging tasks across statuses like a Kanban board.
Calendar View: For visualizing deadlines and event-related submissions.
Table or Dashboard: For summary metrics such as total requests per week or by category.

Switching between these views lets you analyze and manage submissions from multiple angles.

Step 10: Build Simple Reports

Using the columns and filters in your views, you can quickly answer questions such as:

How many new submissions arrived this week?
Which categories receive the most requests?
How many items are stuck in “Under Review”?

Export options can help you share this data with stakeholders who do not have access to your workspace.

Automate Follow-Ups in ClickUp

Automation is a major advantage over basic form applications. You can move tasks, update fields, and notify teammates without manual effort.

Step 11: Set Up Automation Rules

Common automation examples inspired by use cases in the Zoho Forms alternatives guide include:

When a task is created, assign it to a default owner and set a due date.
When status changes to “Approved,” move the task to an implementation List.
When a high-priority request is created, notify a specific Slack channel or email group.

Start with one or two critical rules and expand as your workflow matures.

Step 12: Use Templates for Repeated Processes

Create templates for different request types, such as “New Client Request” or “Feature Suggestion.”
Include checklists, subtasks, and default assignees in each template.
Link your automations so that specific templates apply when the source form or category matches certain criteria.

Templates help keep complex processes predictable and fast.

Optimize Your Form Workflow with ClickUp

Once your initial system is running, refine it over time.

Step 13: Review and Improve Regularly

Ask your team where submissions get delayed.
Adjust statuses or automations to reduce bottlenecks.
Update custom fields so you only collect necessary information.
Consolidate Lists if you have too many small ones for similar forms.

Iterating on your configuration makes your setup more scalable as volume increases.

Next Steps and Helpful Resources

If you want expert help planning and optimizing your workspace, you can work with specialists who focus on implementation, automation, and training. For example, Consultevo provides consulting services for teams rolling out complex workflows.

To better understand how this platform compares to dedicated form tools, review the full breakdown of pros, cons, and feature sets in the original Zoho Forms alternatives article. Use that insight along with this guide to design a system that centralizes data collection, project execution, and reporting in one place.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`