How to Use ClickUp as a Marketing CRM

ClickUp can function as a powerful, flexible marketing CRM to help your team manage leads, campaigns, and revenue in one connected workspace. This how-to guide walks you through configuring a marketing CRM workflow from the ground up so you can replace scattered tools with one unified system.

The steps below are based on best practices for marketing CRM software: centralizing customer data, tracking every touchpoint, and measuring campaign performance.

Step 1: Plan Your Marketing CRM Structure in ClickUp

Before you build anything, define what your marketing CRM must track and how your team works. This planning step will make ClickUp easier to maintain and scale.

Clarify Your Core CRM Objects

Decide which items you want to manage as tasks or records inside ClickUp:

• Leads and contacts
• Companies or accounts
• Deals or opportunities
• Campaigns and channels
• Content pieces and assets

For most marketing teams, leads, deals, and campaigns can each be represented as ClickUp tasks in their own Lists.

Define Your Marketing Stages

Outline the stages a prospective customer moves through, from first touch to closed-won deal. Typical marketing CRM stages include:

• New lead
• Marketing qualified lead (MQL)
• Sales qualified lead (SQL)
• Opportunity created
• Closed-won or closed-lost

You will map these stages to ClickUp Statuses so every record shows exactly where it sits in your funnel.

Step 2: Create a Dedicated ClickUp Workspace for Marketing CRM

Next, set up the high-level structure that will hold all of your marketing CRM data and workflows.

Create a Marketing CRM Space in ClickUp

1. Create a new Space and name it something like Marketing CRM.
2. Assign your marketing and sales stakeholders to this Space so they can collaborate.
3. Configure Space-level permissions to control who can edit stages, fields, and automations.

This dedicated Space keeps your CRM configuration separate from other operational work while still giving you cross-Space visibility when needed.

Set Up Folders and Lists

Inside your Marketing CRM Space, create Folders for different record types and workflows in ClickUp:

• Leads & Contacts Folder
  • Leads List
  • Contacts List
• Deals & Pipeline Folder
  • Active Deals List
  • Closed Deals List
• Campaigns & Content Folder
  • Campaigns List
  • Content Calendar List

Each List will hold tasks that represent CRM records such as individual leads or deals in ClickUp.

Step 3: Build Marketing CRM Fields in ClickUp

Custom fields turn basic tasks into rich CRM records inside ClickUp. They capture the details you need for segmentation, reporting, and handoffs.

Add Essential Lead and Contact Fields

Open your Leads and Contacts Lists and add key custom fields such as:

• Lead source (dropdown: organic, paid, referral, event, etc.)
• Lifecycle stage (dropdown: subscriber, MQL, SQL, customer)
• Industry or segment
• Company name
• Annual revenue (number or currency)
• Lead score (number)
• Owner (assignee responsible for follow-up)

These fields in ClickUp give your team clear visibility into lead quality and origin across all campaigns.

Create Deal and Revenue Fields

For your Deals List, add revenue-specific fields in ClickUp such as:

• Deal value (currency)
• Expected close date (date)
• Probability to close (percentage)
• Pipeline stage (dropdown aligned to your sales process)
• Associated campaign (relationship or dropdown)

These fields enable forecasting, revenue attribution, and pipeline analysis from ClickUp Dashboards.

Step 4: Configure CRM Statuses and Views in ClickUp

Statuses and views determine how your team sees work and tracks progress through the funnel.

Set Up List Statuses to Match Your Funnel

Customize statuses per List in ClickUp to match real-world marketing and sales stages. For example:

• Leads List statuses: New, Contacted, Nurturing, Qualified, Disqualified
• Deals List statuses: Discovery, Proposal, Negotiation, Closed-Won, Closed-Lost

Aligning these statuses with your CRM stages ensures accurate reporting and smooth handoffs between marketing and sales.

Create CRM-Friendly Views in ClickUp

Help your team stay organized by adding multiple views to each List in ClickUp, such as:

• List view: For detailed CRM data entry and filtering
• Board view: Kanban-style pipeline visualization by status
• Table view: Spreadsheet-like view for quick mass edits
• Calendar view: See follow-up tasks, campaigns, and close dates on a timeline

Save and share these views so everyone interacts with the CRM in a consistent way.

Step 5: Track Campaigns and Attribution in ClickUp

Building attribution into your marketing CRM helps you understand which campaigns actually drive revenue.

Create Campaign Records as Tasks

In your Campaigns List, treat each marketing campaign as a task in ClickUp. For each campaign, track:

• Campaign type (email, paid search, social, webinar, event, etc.)
• Primary goal (leads, MQLs, opportunities, revenue)
• Budget (currency field)
• Start and end dates
• Target audience or segment

You can then link leads and deals back to these campaign tasks using relationships or custom fields.

Connect Leads and Deals to Campaigns

Use custom fields or relationships in ClickUp to connect individual leads and deals to the campaigns that influenced them. For example:

• Add an Original campaign field on leads.
• Add a Primary campaign field on deals.
• Use automation to populate these based on form submissions or task creation rules.

This structure supports multi-step attribution and lets you compare performance across different channels from within ClickUp.

Step 6: Automate CRM Workflows in ClickUp

Automation reduces manual data entry and ensures your marketing CRM stays accurate as volume increases.

Common CRM Automations to Set Up

Inside your Lists, configure automations in ClickUp like:

• Lead routing: When a new lead task is created, assign it to an owner based on territory or segment.
• Stage updates: When a task moves to a specific status, update the lifecycle stage or pipeline field.
• Notifications: Notify the owner when a deal changes status or approaches its close date.
• Nurture triggers: When a lead is marked as Nurturing, create follow-up tasks or subtasks.

These automations in ClickUp keep your CRM data consistent while freeing your team to focus on conversations and strategy.

Step 7: Build CRM Dashboards and Reports in ClickUp

Once your CRM structure is in place, create Dashboards to track your most important marketing and revenue metrics.

Key Widgets for Marketing CRM Dashboards

Use these widget types in ClickUp to monitor performance:

• Pipeline value by stage: Sum of deal value per pipeline stage.
• Leads by source: Chart of leads grouped by lead source field.
• Campaign performance: Leads, opportunities, and revenue attributed to each campaign.
• Owner workload: Open leads and deals per assignee.
• Conversion rates: Custom charts showing movement from lead to MQL, SQL, and customer.

Regularly review these Dashboards in ClickUp to spot bottlenecks and high-performing campaigns.

Step 8: Integrate Forms and External Tools with ClickUp

To complete your marketing CRM setup, connect your external lead sources so data flows directly into ClickUp.

Capture Leads with Forms

Create public Forms connected to your Leads List in ClickUp. Embed them on your website or landing pages so new submissions generate lead tasks with all captured fields. Map form questions to your custom fields like name, email, company, lead source, and campaign.

Connect Other Marketing Tools

Use native integrations or automation platforms to connect email tools, ad platforms, and other systems to ClickUp so that:

• Leads from ads or webinars are automatically created.
• Key engagement data updates the lead record.
• Closed deals sync to reporting tools if needed.

This ensures your ClickUp CRM remains the central source of truth without forcing your team to abandon their existing tools.

Continuous Optimization of Your ClickUp CRM

After launch, refine your CRM setup in ClickUp by reviewing performance data and gathering feedback from marketing and sales teams. Adjust fields, statuses, and automations as your processes evolve.

If you want expert help designing or optimizing this structure, you can explore tailored consulting services at Consultevo.

To deepen your understanding of how a marketing CRM should function and what features matter most, review the detailed breakdown in the ClickUp marketing CRM software guide. Then use the steps in this article to implement a practical, day-to-day CRM workflow inside ClickUp that keeps your marketing and revenue operations tightly aligned.

Need Help With ClickUp?

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

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