How to Build a RACI Matrix in ClickUp

A well-structured RACI matrix in ClickUp helps you clarify who is doing what, who approves work, and who needs to stay informed on every project task.

This step-by-step guide walks you through how to create, customize, and use a RACI matrix so your team can avoid confusion, reduce rework, and hit deadlines with confidence.

What a RACI Matrix Is and Why Use It in ClickUp

A RACI matrix is a responsibility assignment chart that maps each task to specific roles. RACI stands for:

• R – Responsible: The person who does the work.
• A – Accountable: The owner who signs off on the work.
• C – Consulted: People who provide input and expertise.
• I – Informed: Stakeholders who must be updated.

Using a RACI matrix inside ClickUp lets you connect responsibilities directly to actual tasks, docs, and timelines instead of keeping a static spreadsheet offline.

Prepare Your RACI Framework Before Using ClickUp

Before you jump into ClickUp, outline the foundation of your RACI matrix to keep setup simple and consistent.

1. Define Project Goals and Scope

Start by stating the project objective in one or two sentences. Then list the key deliverables that will show the project is complete.

• Clarify timelines and major milestones.
• List constraints such as budget or tools.
• Capture assumptions that could impact roles.

2. List All Project Roles

Identify roles, not individual names first. Example roles include:

• Project manager
• Department lead
• Subject matter expert
• Quality reviewer
• Client stakeholder

After you define roles, you can map them to real team members in ClickUp.

3. Break Work Into Clear Tasks

Use a simple work breakdown structure before you create tasks in ClickUp:

1. Write down major phases (planning, execution, launch).
2. Break phases into specific tasks or activities.
3. Note dependencies between tasks.

Each of these tasks will later appear as a row in your RACI matrix.

Set Up a RACI Matrix in ClickUp

Once your framework is ready, move into ClickUp to build a live, actionable RACI matrix that your entire team can use.

Create a RACI List in ClickUp

1. Create a new Space or Folder: Name it after your project or program.
2. Add a new List: Use a name like “Project RACI Matrix” to keep it easy to find.
3. Switch to Table view: This grid-like layout is perfect for RACI charts.

Table view in ClickUp mimics a spreadsheet but stays fully connected to other views like Board or Gantt.

Add Custom Fields for RACI Roles in ClickUp

For a clear RACI matrix, create dedicated Custom Fields that store role assignments:

1. Open the List and choose + Add Column in Table view.
2. Create Custom Fields such as:
   • Responsible (People field)
   • Accountable (People field)
   • Consulted (People or Dropdown field)
   • Informed (People or Dropdown field)
3. Save these fields so they appear on every task in that List.

Using People fields in ClickUp lets you tag specific owners and contributors and trigger notifications automatically.

Enter Tasks as Rows in Your ClickUp RACI Matrix

1. Create a task for each activity from your work breakdown structure.
2. Use clear, action-oriented names such as “Draft requirements document” or “Launch email campaign.”
3. Fill in the Responsible, Accountable, Consulted, and Informed columns for each task.

Each row now represents one task in your RACI matrix, fully powered by ClickUp features like due dates, comments, and attachments.

Use ClickUp Views to Manage Your RACI Matrix

Once your matrix is in place, different views in ClickUp help you track responsibilities and progress from several angles.

Visualize RACI Data With ClickUp Filters

Filters let you focus on who owns what in seconds.

• Filter by Responsible to see everything assigned to one person.
• Filter by Accountable to review approvals and sign-offs.
• Save filtered views so team members can quickly open “My RACI Tasks.”

These focused views keep each person clear on their role without reading the entire matrix every time.

Track Workflow Stages Alongside RACI in ClickUp

Combine your RACI matrix with task statuses and workflows:

1. Define statuses like To Do, In Progress, In Review, and Complete.
2. Use Board view in ClickUp to see tasks move through stages.
3. Check that each in-review task has one clear Accountable owner.

This blend of workflow and role clarity helps prevent bottlenecks and missed approvals.

Share and Collaborate on RACI in ClickUp

Collaboration tools keep your matrix current and visible:

• Use comments to discuss responsibilities directly on tasks.
• @mention Responsible or Accountable team members when decisions are needed.
• Turn on notifications so Informed stakeholders receive updates automatically.

Because everything is stored in ClickUp, you avoid version confusion common with offline spreadsheets.

Best Practices for Maintaining Your ClickUp RACI Matrix

A RACI chart is most valuable when it stays accurate over the full project lifecycle.

Review RACI Assignments Regularly in ClickUp

Build RACI checks into your normal routines:

• Review key tasks and assignments in weekly standups.
• Update roles immediately when team members change.
• Use ClickUp audit trails to see who updated what and when.

Avoid Common RACI Pitfalls

Watch for these issues and correct them inside ClickUp:

• Too many Responsible owners: One task should have a single clear person doing the work.
• No Accountable owner: Assign exactly one person who signs off.
• Everyone is Informed: Limit notifications to those who truly need updates.
• Outdated tasks: Close or archive old items in ClickUp to keep the matrix focused.

Standardize RACI Templates in ClickUp

If you run similar projects, convert your RACI setup into a reusable template:

1. Configure a List with your preferred Custom Fields and views.
2. Save it as a template in ClickUp.
3. Apply it whenever you start a new project to speed up planning and ensure consistency.

Standard templates help new team members learn how responsibilities are assigned in your organization.

Learn From RACI Matrix Examples

To see detailed examples of how different teams structure their RACI charts, review the reference guide on the ClickUp blog. It showcases matrices for product launches, marketing campaigns, and more. You can explore those examples here: RACI matrix examples.

Next Steps: Strengthen Your Project Processes

Once your RACI matrix is running smoothly in ClickUp, you can refine your broader project workflows, automation, and documentation practices.

For deeper help improving your processes, consider specialized consulting resources such as Consultevo, which focuses on optimizing digital operations and tooling.

By combining a clear RACI matrix in ClickUp with strong project discipline, your team can reduce confusion, speed up approvals, and deliver more consistent results across every initiative.