How to Run a CRM Process in ClickUp

ClickUp can power a clear, repeatable CRM process that keeps every lead organized, every follow-up on time, and every deal easy to track from first contact to closed-won.

This how-to guide walks you through setting up a basic CRM framework inspired by the process explained in the original ClickUp CRM process article, and shows how to put it into action step by step.

Step 1: Map Your Sales Stages Before Building in ClickUp

Before you open ClickUp, clarify your CRM process on paper. That way, your workspace reflects how your sales team actually works.

List every step a typical lead goes through, from discovery to repeat purchase. Common CRM stages include:

• New lead or inquiry
• Qualified lead
• Discovery or demo booked
• Proposal sent
• Negotiation
• Closed-won
• Closed-lost
• Onboarding or implementation

Keep the stages simple. Too many columns can slow adoption; too few can make reporting less useful.

Step 2: Create a Sales Space in ClickUp

Next, translate your process into a dedicated environment inside ClickUp so it is separated from operations, marketing, and project work.

1. Create a new Space named something like “Sales CRM”.

2. Choose a color and icon that makes it instantly recognizable.

3. In the Space settings, enable statuses, Custom Fields, and other features your team needs.

This Sales CRM Space becomes your home base for all lead and deal activity in ClickUp.

Step 3: Build a CRM List in ClickUp

Inside your Sales CRM Space, create a Folder such as “Pipeline Management” and add a List that will hold all deals.

1. Create a Folder named “Pipeline” or “Deals”.

2. Inside that Folder, add a List called “Active Deals” or “Sales Pipeline”.

3. Set the default view to Board or List, depending on how your team prefers to work.

This List will mirror the CRM process you mapped earlier and allow you to visualize every opportunity in ClickUp.

Step 4: Configure CRM Statuses in ClickUp

Statuses in ClickUp represent the stages of your CRM workflow. Configure them to match your pipeline exactly.

1. Open the List settings and select “Statuses”.

2. Replace generic statuses with your own, such as:

   • New Lead
   • Qualified
   • Meeting Scheduled
   • Proposal Sent
   • Negotiation
   • Closed Won
   • Closed Lost

3. Assign a clear color to each status so reps can scan the pipeline quickly.

Once set, each task in ClickUp will move through these statuses as you progress deals.

Step 5: Add CRM Custom Fields in ClickUp

To manage sales information effectively, enrich each deal task with Custom Fields in ClickUp.

1. Open your pipeline List and click on “+ Add Custom Field”.

2. Create fields such as:

   • Deal Value (currency)
   • Close Probability (percentage)
   • Expected Close Date (date)
   • Lead Source (dropdown)
   • Account Owner (member or text)
   • Industry (dropdown)

3. Reorder the columns so the most important CRM data is visible at a glance.

These Custom Fields turn basic tasks into structured CRM records inside ClickUp.

Step 6: Design a Simple CRM Task Template in ClickUp

To ensure consistency, create a task template that your sales team can reuse for every new deal.

1. Open any deal task in your List.

2. Add a description section with key details such as client context, decision makers, and pain points.

3. Create a checklist for your standard CRM process, for example:

   • Qualify lead
   • Schedule discovery call
   • Send follow-up email
   • Prepare and send proposal
   • Review objections
   • Finalize contract

4. Save this as a reusable task template in ClickUp so every new opportunity starts with the same structure.

Step 7: Capture New Leads into ClickUp

Once your CRM structure is ready, focus on getting every new opportunity into ClickUp quickly and reliably.

Use manual entry in ClickUp

For ad hoc or offline leads, add tasks manually:

1. Click “+ Task” in your pipeline List.

2. Name the task with the company or contact name.

3. Fill in Custom Fields and set the status to “New Lead”.

Use forms to collect leads into ClickUp

You can also use Forms to collect and route leads directly into your CRM List in ClickUp.

1. Create a Form View on your pipeline List.

2. Map form fields to your Custom Fields such as deal value, source, and contact email.

3. Share the form with your team or embed it on internal pages so leads are created without manual data entry.

Step 8: Track Daily CRM Activities in ClickUp

With deals flowing into your pipeline, keep your CRM process running smoothly using ClickUp for everyday actions.

Schedule follow-ups in ClickUp

Use due dates and reminders to avoid missed touchpoints.

• Set a due date whenever you schedule a call or send a proposal.
• Add subtasks for specific follow-up actions.
• Use comments to log call notes, emails, and meeting outcomes.

Visualize the pipeline with ClickUp views

Take advantage of Views to understand your CRM performance at a glance.

• Board View: Drag and drop deals between stages.
• List View: Sort and filter by value, close date, or owner.
• Calendar View: See upcoming follow-ups and key deadlines.

Step 9: Review CRM Performance with ClickUp

Regular review of your CRM data in ClickUp helps you spot bottlenecks and opportunities for improvement.

• Filter your List by status to see where deals are getting stuck.
• Sort by expected close date to focus on time-sensitive opportunities.
• Group by account owner to balance workload across the team.

Use these insights to refine your CRM stages, adjust your follow-up cadence, and coach your team.

Step 10: Standardize and Document Your ClickUp CRM Process

Once your CRM workflow is working, document how to use ClickUp so every new rep can ramp quickly.

1. Create a separate List named “Sales Playbook”.

2. Add tasks that explain how to:

   • Create a new deal from the template
   • Update statuses correctly
   • Record meeting notes and activities
   • Maintain accurate Custom Fields

3. Link from your playbook tasks directly to the pipeline List for quick access.

Next Steps and Additional Resources

By following these steps, you can build a practical CRM framework in ClickUp that supports your full sales cycle without needing a separate tool.

For teams that want help designing advanced workflows, automation, and reporting connected to ClickUp, you can explore services from specialized partners like Consultevo.

To dive deeper into the concepts behind this how-to guide, review the original tutorial on the official blog: ClickUp CRM process overview.

Combine this step-by-step setup with consistent use and regular review, and your CRM process in ClickUp will stay organized, predictable, and ready to scale.

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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