How to Use ClickUp to Run a Marketing Agency

ClickUp helps marketing agencies organize clients, projects, and campaigns in one platform so teams can move from chaos to a clear, repeatable workflow.

This step-by-step guide shows you how to configure the tool like a dedicated marketing agency hub, based on the capabilities described in the original ClickUp marketing agency software overview.

Step 1: Plan Your Agency Structure in ClickUp

Before you build anything, decide how your agency will be represented inside ClickUp. The basic hierarchy is:

• Workspace: your entire agency
• Spaces: departments or major service lines
• Folders: clients or portfolios
• Lists: projects, campaigns, or retainers
• Tasks: individual deliverables and action items

For most agencies, a clean structure looks like this:

• One Workspace for the agency
• Spaces, such as Paid Media, SEO, Creative, Social, and Operations
• Folders by client name inside each Space
• Lists for SOWs, campaigns, or ongoing retainers

Define this structure first so everything you build in ClickUp stays consistent and easy to scale.

Step 2: Create a Marketing Space in ClickUp

Next, set up a dedicated Space in ClickUp for your marketing work.

1. Create a new Space and name it something like “Client Delivery” or “Marketing”.
2. Choose brand colors and icons to make it easy for your team to identify.
3. Enable key features such as tasks, docs, dashboards, forms, and automation tools.

Within this Space, you will organize client Folders and Lists so your team has a single view of active and upcoming work.

Step 3: Organize Clients and Campaigns in ClickUp

Now translate your client list and services into clear structures in ClickUp.

Set Up Client Folders in ClickUp

Create one Folder for each client inside your main Space.

• Name each Folder with the client’s name and service tier if helpful.
• Add a short description so new team members understand the account.
• Set client-specific sharing and permissions if some work must stay private.

Create Project and Retainer Lists in ClickUp

Inside each client Folder, add Lists for different work types, such as:

• “Monthly Retainer” for ongoing tasks
• “Website Redesign” for one-off projects
• “Q4 Launch Campaign” for time-bound initiatives

Each List becomes a focused view where your team can track assets, deadlines, and approvals without clutter.

Step 4: Build Reusable ClickUp Task Templates

Standard processes are where ClickUp becomes a true operations system for your agency.

Identify Repeated Workflows

List the services and processes you repeat often, for example:

• Onboarding a new client
• Launching a paid ads campaign
• Producing a blog article
• Designing a social media calendar
• Monthly performance reporting

Create Task and List Templates in ClickUp

For each process, build a template in ClickUp so your team does not have to start from scratch.

1. Create a sample task or List with every subtask, field, and dependency you need.
2. Add custom fields for channels, status, content type, budget, or segment.
3. Save it as a template and name it clearly, such as “Blog Production Template”.
4. Include checklists for QA, approvals, and publishing steps.

Every time your agency sells the same service, you can spin up a full workflow in seconds using these templates.

Step 5: Set Up ClickUp Views for Teams and Clients

Different people need different views of the same work. ClickUp supports multiple views so every role sees what matters most.

Use Board and List Views in ClickUp

For internal teams:

• Use Board view to manage agile workflow stages like To Do, In Progress, Review, and Done.
• Use List view for detailed planning, prioritization, and time estimates.

For managers and leadership:

• Use List or Table views grouped by client, assignee, or due date.
• Save filters to show only high-priority or at-risk work.

Create Client-Friendly Views in ClickUp

When inviting clients into ClickUp, keep things simple and focused:

• Create a dashboard or a read-only List view that shows timelines and statuses.
• Hide internal fields, such as internal estimates or margin data.
• Use clear custom statuses clients can understand quickly.

This turns ClickUp into a live client portal without exposing internal notes or private work.

Step 6: Automate Repetitive Work in ClickUp

Automations save your agency time and reduce manual follow-up and admin work.

Popular Agency Automations in ClickUp

Configure a few core automations to start:

• When a new task is created in a client List, assign it to the account manager.
• When status moves to “Ready for Review”, notify the client or reviewer.
• When a due date is missed, set priority to high and alert a channel.
• When a task enters “Approved”, move it into a “Completed” List or archive area.

Start small, then refine your automations as your team uses ClickUp daily.

Step 7: Track Time, Budgets, and Reporting in ClickUp

Agency profitability depends on tracking work against scope and budgets. ClickUp supports this with fields, time tracking, and dashboards.

Configure Tracking Fields in ClickUp

Add relevant custom fields to your core templates, such as:

• Budget or hours allocated
• Channel (Paid, Social, Email, SEO)
• Campaign or funnel stage
• Client priority level

Encourage your team to log time on tasks so you can compare planned versus actual effort.

Build Dashboards in ClickUp

Use dashboards to see your agency performance at a glance:

• Widgets for tasks by status and assignee
• Charts for time spent per client or service
• Panels for upcoming deadlines and overdue items

Dashboards make it easy to show clients the progress of campaigns and help you forecast capacity across your team.

Step 8: Collaborate and Communicate in ClickUp

Centralizing communication keeps your agency moving faster and prevents lost feedback.

Use Native Collaboration Features in ClickUp

Encourage your team to work inside the platform:

• Comments on tasks instead of scattered emails
• Assigned comments for clear ownership
• Docs for briefs, strategies, and scopes
• Whiteboards for brainstorming campaigns

Link Docs and Whiteboards directly to client tasks so strategy, assets, and delivery stay connected.

Step 9: Continuously Improve Your ClickUp Setup

No agency system is perfect on day one. Review how your team uses ClickUp and iterate.

• Collect feedback from account managers, strategists, and creatives.
• Identify friction points or confusing statuses.
• Retire unused fields and simplify where possible.
• Refine templates and automations based on real usage.

Schedule a quarterly audit of your configuration to keep everything clean, fast, and aligned with your current service offerings.

Next Steps: Scale Your Agency Systems

When implemented thoughtfully, ClickUp becomes the backbone of a scalable agency operations stack. To go even deeper into system design, SOPs, and automation, you can also explore specialist resources such as Consultevo for process and tooling guidance.

Use this guide as your starting framework, then tailor each Space, List, and template to reflect how your team actually works. Over time, your agency will gain a single, reliable source of truth for every client, campaign, and deliverable.

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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