How to Use ClickUp to Replace HR Tools

ClickUp can help your team organize HR work, track employees, manage hiring, and support payroll-related tasks without needing complex HR software.

This how-to guide is based on the workflows and needs discussed in this overview of Rippling alternatives. You will learn how to translate those HR and operations requirements into a clear, repeatable system.

Why Use ClickUp for HR and Operations

HR suites often bundle many tools into one platform. However, teams sometimes only need organized workflows, visibility, and automation, not a heavy all-in-one HR system.

Using ClickUp you can:

• Standardize onboarding and offboarding steps
• Track employee data and changes in one place
• Manage approvals and requests
• Monitor compliance actions and documentation
• Coordinate with finance and payroll systems you already use

This approach gives you structure similar to HR platforms while keeping control of your processes and data.

Step 1: Plan Your HR Structure in ClickUp

Before building anything, map the main HR workflows you want to support. The Rippling alternatives article highlights four big areas:

• Employee data management
• Onboarding and offboarding
• Time, attendance, and performance
• Compliance, policies, and documentation

Translate these into core spaces and folders.

Design ClickUp Spaces for HR

Create a dedicated workspace section for people operations. A simple structure could be:

• HR & People space
• Folders for Employees, Onboarding, Offboarding, Performance, and Compliance

Each folder will contain lists that act like modules from traditional HR tools.

Create Lists That Mirror HR Systems

Inside your ClickUp space, set up key lists:

• Employee Directory list
• New Hires list
• Departures list
• Reviews & Goals list
• Compliance Tasks list

These lists will hold tasks that represent people, cases, or recurring HR workflows.

Step 2: Build an Employee Directory in ClickUp

A modern HR platform usually offers a centralized employee record. You can recreate this inside ClickUp using tasks and custom fields.

Set Up Custom Fields for Employee Records

In your Employee Directory list, add custom fields such as:

• Employee ID
• Department
• Manager
• Job Title
• Location
• Employment Type (full-time, part-time, contractor)
• Start Date and End Date

Each employee becomes a task. The task name is the employee’s full name, and the custom fields store structured data.

Use Views to Navigate Employee Data in ClickUp

Create different views for the same list to make data accessible:

• Table view to see a spreadsheet-like employee roster
• Board view grouped by Department or Location
• List view filtered by status (Active, On Leave, Former)

These views replicate many HR database screens but remain easy to customize.

Step 3: Manage Onboarding Workflows in ClickUp

The Rippling alternatives comparison emphasizes smooth onboarding as a must-have. You can create simple yet powerful onboarding flows with templates and automation.

Create ClickUp Onboarding Templates

In the Onboarding folder, create a New Hire Onboarding list. Then:

1. Add sections or statuses such as Pre-Hire, First Week, First 30 Days, First 90 Days.
2. Create a task template named “Standard Onboarding Checklist”.
3. Inside the template, add subtasks for every step, for example:
   • Send welcome email
   • Collect signed documents
   • Set up accounts and access
   • Schedule orientation
   • Assign mentor
   • Set first-week goals

Whenever a new employee joins, apply this task template to create a tailored checklist linked to their employee record.

Automate Assignments and Due Dates in ClickUp

Use simple automation to save manual effort:

• When a task is created in New Hires, assign it to the HR owner.
• When status changes to First Week, set due dates for key subtasks.
• Notify managers automatically when their new hire’s onboarding starts.

These automation rules keep everyone aligned during the onboarding process.

Step 4: Handle Offboarding Securely in ClickUp

Offboarding processes highlighted in HR platforms can also be structured with lists and templates.

Build an Offboarding Checklist in ClickUp

In the Offboarding folder, create a Departures list with a “Standard Offboarding Checklist” template. Include subtasks like:

• Notify payroll and benefits providers
• Revoke account access
• Collect company equipment
• Run exit interview
• Archive or transfer responsibilities

Link each offboarding task to the corresponding employee record via task relationships or tags so HR and managers can see the full history.

Step 5: Track Performance and Reviews in ClickUp

Many Rippling competitors provide performance modules. You can manage reviews and goals in ClickUp using recurring tasks and goals features.

Create a ClickUp Performance Review System

In the Reviews & Goals list:

1. Create a recurring task for each employee’s review cycle (for example, quarterly or annual).
2. Add custom fields for Review Period, Rating, and Completed Date.
3. Attach documents, forms, or review notes to the task.

Managers and HR can use comments to collaborate in real time and maintain a log of decisions.

Set and Monitor Goals in ClickUp

Use goals and sub-goals to track performance targets:

• Create a goal per employee or team.
• Link tasks that represent key objectives.
• Update progress automatically through completed tasks.

This gives you a lightweight alternative to dedicated performance systems.

Step 6: Manage Compliance and Policies in ClickUp

The Rippling alternatives page stresses the importance of compliance and documentation for HR teams. A dedicated compliance area in ClickUp keeps these tasks visible and auditable.

Organize Compliance Tasks with ClickUp Lists

In the Compliance folder, create lists for:

• Policy Updates
• Training & Certifications
• Audits & Reporting

Use recurring tasks for regular requirements such as annual training, policy acknowledgments, or reporting deadlines.

Store and Share Policies in ClickUp Docs

Create Docs in the same space for handbooks, policies, and procedures. Then:

• Link Docs to relevant tasks
• Use comments to request legal or leadership review
• Share view-only links with employees when needed

This keeps process knowledge close to the workflows it supports.

Step 7: Connect ClickUp to Your HR and Payroll Stack

Although ClickUp can centralize workflows, you may still rely on external tools for payroll, benefits, or specialized HR analytics.

To keep everything connected:

• Use task links to reference records in your payroll or benefits system
• Set up integrations or use automation platforms to sync basic data
• Track handoffs as tasks so nothing falls through the cracks

If you need strategic help designing this setup, consider working with a specialist consultancy such as Consultevo to plan integrations and governance.

Best Practices for Running HR in ClickUp

Once your structure is live, keep it simple and maintainable.

• Review your ClickUp HR space quarterly and archive outdated lists.
• Document your processes in a central HR operations Doc.
• Use consistent naming for tasks and fields so reporting stays clean.
• Train managers on how to use views, comments, and templates.

By following these steps, you can adapt insights from Rippling and other HR tools into a flexible system powered by ClickUp that fits your organization’s exact needs.