How to Use ClickUp for HR Workflows

ClickUp can centralize your human resources work, from hiring to performance tracking, so your HR team in the Philippines or anywhere else can stay organized, compliant, and efficient.

This how-to guide walks you through setting up HR processes using ideas and best practices inspired by the HR software guide for the Philippines, adapted into practical steps you can follow in your own workspace.

Step 1: Plan Your HR Workspace in ClickUp

Before building anything, decide how you want to structure your HR work.

Define your HR objectives in ClickUp

Clarify what you want your HR system to achieve. Common objectives include:

• Centralizing employee records
• Standardizing hiring and onboarding workflows
• Tracking leave, attendance, and schedules
• Documenting performance and training

List your top objectives and keep them handy as you configure your workspace.

Map HR processes you will manage

List each process you want to run in ClickUp, such as:

• Recruitment and applicant tracking
• Onboarding and offboarding
• Time-off and leave requests
• Employee information management
• Performance reviews and KPIs
• Training, learning, and development

This process map will guide how you design Spaces, Folders, and Lists.

Step 2: Set Up an HR Space in ClickUp

Create a dedicated HR Space to keep all HR work organized and secure.

Create the core HR structure in ClickUp

1. Create a new Space and name it clearly, such as “HR & People Ops”.
2. Inside that Space, add Folders for each major area, for example:
   • Recruitment
   • Onboarding
   • Employees
   • Time & Attendance
   • Performance & Reviews
   • Compliance & Policies
3. Within each Folder, create Lists for specific workflows or locations (for example, “Philippines Hiring”, “Global Policies”, or “Quarterly Reviews Q1”).

Configure views for HR clarity

Inside each List, add views to support HR decisions:

• List view for detailed records
• Board (Kanban) view for stages like hiring pipelines or onboarding progress
• Calendar view for interview schedules, review cycles, and leave tracking
• Table view for employee data fields

Use these views to match the way your HR team already works.

Step 3: Build Recruitment Pipelines in ClickUp

A structured hiring pipeline helps you track applicants from job posting to offer.

Design a recruitment List in ClickUp

1. In the “Recruitment” Folder, create a List named “Open Roles”.
2. Set up task statuses that mirror your hiring stages, for example:
   • New Applicant
   • Screening
   • Interview 1
   • Interview 2
   • Offer
   • Hired
   • Not Selected
3. Create one task per candidate. Use custom fields for key data, such as:
   • Position Applied For
   • Expected Salary
   • Source (Job board, Referral, etc.)
   • Target Start Date
   • Location (e.g., Philippines, Remote)

Standardize hiring communication

Use ClickUp to keep all hiring details in one place:

• Add comments for interview notes and feedback.
• Attach resumes and assessment files to candidate tasks.
• Use @mentions to notify hiring managers about decisions.
• Pin checklists to ensure each candidate moves through the same process.

Step 4: Create Onboarding Workflows in ClickUp

Standard onboarding improves employee experience and compliance.

Set up onboarding templates in ClickUp

1. In the “Onboarding” Folder, create a List called “New Hire Onboarding”.
2. Create a master “Onboarding Checklist” task and add subtasks such as:
   • Send welcome email
   • Prepare equipment and accounts
   • Collect government IDs and forms
   • Review company policies
   • HR orientation session
   • Manager orientation
   • 30/60/90-day check-ins
3. Turn this task into a template so you can reuse it for every new hire.

Assign responsibilities and due dates

When a new employee joins:

• Apply the onboarding template to a new task with the employee’s name.
• Assign subtasks to HR, IT, and the hiring manager.
• Set due dates aligned with the employee’s start date.
• Track completion in a Board or List view to ensure nothing is missed.

Step 5: Manage Employee Data with ClickUp

While specialized HR systems handle payroll and compliance, you can still keep organized employee information in your workspace.

Create an employee directory in ClickUp

1. In the “Employees” Folder, create a List named “Employee Directory”.
2. Create one task per employee, using the employee’s full name as the task title.
3. Add custom fields, such as:
   • Job Title
   • Department
   • Location
   • Manager
   • Status (Active, On Leave, Resigned)

Use Table view for a spreadsheet-style directory that is easy to filter and sort.

Store documents and notes securely

Attach important documents to each employee’s task, such as contracts or policy acknowledgments, and use comments for quick notes about milestones, role changes, or training progress.

Step 6: Track Time-Off and Attendance in ClickUp

Time-off visibility helps you plan capacity and keep teams aligned.

Build a leave tracking system in ClickUp

1. In the “Time & Attendance” Folder, create a List called “Leave Requests”.
2. Define statuses such as:
   • Requested
   • Under Review
   • Approved
   • Rejected
3. Create a task whenever an employee requests leave, or let managers submit on behalf of their team.
4. Add custom fields for:
   • Leave Type (Vacation, Sick, Maternity, etc.)
   • Start Date
   • End Date
   • Total Days

Use Calendar view to see overlapping leaves and manage workload.

Step 7: Run Performance Reviews in ClickUp

Consistent reviews support employee development and organizational goals.

Configure performance cycles in ClickUp

1. In the “Performance & Reviews” Folder, create Lists such as “Quarterly Reviews” or “Annual Reviews”.
2. Create one task per employee review cycle.
3. Add subtasks or checklists for each stage, for example:
   • Employee self-assessment
   • Manager review
   • Final calibration
   • Goal setting for next period
4. Attach review forms or link to external documents if needed.

Use custom fields to capture ratings and key performance indicators, then filter by team, department, or rating band.

Step 8: Use ClickUp Dashboards for HR Insights

Dashboards help you monitor HR health at a glance.

Create HR analytics dashboards in ClickUp

Add widgets that pull from your HR Lists, such as:

• Number of open roles and applicants
• Time-to-hire and pipeline stages
• Upcoming onboarding tasks
• Leave calendars for each team
• Performance review completion rates

Segment data by location or department to see trends, such as teams in the Philippines compared to other regions.

Step 9: Integrate ClickUp with Your HR Stack

Your workspace should work alongside specialized HR systems.

Connect tools and automate workflows

Depending on your tech stack, you can:

• Sync calendars for interviews and review meetings.
• Automate notifications to managers when reviews or onboarding tasks are due.
• Use integrations or automation tools to connect with payroll or attendance systems.

If you need expert help setting up integrations, HR teams often work with consultants like Consultevo to design optimized, scalable workflows.

Step 10: Maintain and Improve Your ClickUp HR System

Treat your HR workspace as a living system that evolves with your organization.

Review and refine HR processes regularly

To keep things effective:

• Gather feedback from HR, managers, and employees.
• Archive outdated Lists or templates and keep only what you use.
• Update statuses and custom fields when your HR policies change.
• Adjust permission settings to protect sensitive information.

By iterating on your structure and workflows, you can ensure your HR processes stay aligned with business goals and local requirements.

Use these steps as a practical blueprint to set up and optimize your HR operations, and adapt each section to match your team size, industry, and regional needs.

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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