How to Use ClickUp to Manage HARO Alternatives

ClickUp can help you organize journalist requests, expert pitches, and deadlines across multiple HARO alternatives so you never miss a PR opportunity again.

The original HARO tool has changed direction, and many marketers now rely on other platforms for media outreach. However, these tools often lack strong project management capabilities. By building a simple, repeatable process inside ClickUp, you can centralize outreach tasks, track responses, and collaborate with your team more effectively.

This how-to guide walks you through setting up ClickUp to manage opportunities sourced from platforms like Qwoted, Terkel, Help a B2B Writer, and other services listed on the HARO alternatives guide.

Step 1: Plan Your HARO Alternatives Workflow in ClickUp

Before you build anything, outline how you want to move each media request through your workflow inside ClickUp.

Define your ClickUp process stages

Map the typical journey of a PR opportunity:

• New request discovered
• Qualified and assigned to a team member
• Draft response created
• Response approved internally
• Pitch sent to the journalist
• Follow-up scheduled
• Mention or backlink confirmed

Each of these stages will become a status or field in your ClickUp space or folder.

Choose where this lives in ClickUp

Decide the best location for your new structure:

• Workspace: Keep all digital PR efforts under a single dedicated Space.
• Space: Create a “Digital PR & HARO Alternatives” Space in ClickUp.
• Folder: Add a Folder for each client or brand if you manage multiple domains.

Clear planning ensures ClickUp stays organized as your volume of journalist requests increases.

Step 2: Create a ClickUp List for PR Opportunities

Next, set up a central place in ClickUp to store and manage every opportunity from HARO alternatives.

1. Create a new Space or open an existing PR-focused Space.
2. Add a Folder called “Media Outreach & Queries.”
3. Inside that Folder, create a List named “HARO Alternatives Opportunities.”

This single List in ClickUp will act as your main pipeline for every query you decide to track.

Set custom statuses in ClickUp

Customize task statuses to mirror your process:

• New
• Qualified
• Drafting
• Internal Review
• Sent
• Follow-Up
• Won (Published)
• Closed (Not Used)

These statuses make it easy to scan ClickUp views and instantly see where each request stands.

Add custom fields in ClickUp

Use Custom Fields to capture essential outreach details:

• Source platform (dropdown: Qwoted, Terkel, Featured, etc.)
• Journalist name
• Publication
• Deadline (date)
• Topic / niche
• Link to original request
• Status with publication (pitched, pending, accepted, rejected)

With these fields, ClickUp becomes your searchable database for every outreach touchpoint.

Step 3: Capture Requests from HARO Alternatives into ClickUp

Once your List is ready, you need a simple, consistent method for adding new opportunities into ClickUp.

Manual entry into ClickUp

For low volume or solo workflows, manual entry is fast and reliable:

1. Open the request from your chosen HARO alternative.
2. Create a new task in your ClickUp List.
3. Use the request subject line as the task name.
4. Paste the full request into the task description.
5. Fill in custom fields for platform, deadline, journalist, and URL.
6. Set the task status to “New.”

This keeps ClickUp accurate even if your tools do not integrate directly.

Use forms or templates in ClickUp

To speed things up, you can standardize input formats:

• Create a Form view in your List to capture the same information every time.
• Turn a well-structured task into a Task Template and reuse it for each new query.

Both options help you collect consistent data, which makes ClickUp reports and filters more powerful.

Step 4: Organize Outreach Tasks in ClickUp Views

Different ClickUp views help you analyze your outreach from multiple angles.

Table view in ClickUp

Use Table view to sort and filter opportunities:

• Sort by deadline to prioritize urgent requests.
• Filter by source platform to see which HARO alternative performs best.
• Group by status to monitor pipeline health.

Table view in ClickUp is ideal for PR managers overseeing multiple brands or clients.

Board view in ClickUp

Board view turns your List into a kanban board:

• Each column represents a status (New, Drafting, Sent, Won).
• Drag and drop cards as you progress through the outreach cycle.
• Spot bottlenecks when too many tasks pile up in one column.

This visual approach makes ClickUp feel like a dedicated PR pipeline tool.

Calendar view in ClickUp

Deadline-driven work is easier to manage when you see everything on a timeline:

• Switch to Calendar view to see tasks by response deadline.
• Reschedule tasks by dragging them to a new date.
• Filter Calendar view to show only active or high-priority opportunities.

With this setup, ClickUp helps ensure your team never misses an important journalist deadline.

Step 5: Collaborate on Pitches with ClickUp

Media responses often require input from multiple subject matter experts. ClickUp streamlines this collaboration.

Assign tasks and subtasks in ClickUp

Break one media request into smaller actions:

• Main task: overall opportunity and final approval.
• Subtasks: research, draft quote, review, and send.
• Assign each subtask to the right person in ClickUp.

This ensures responsibilities are clear and no step is skipped.

Use comments and docs in ClickUp

Keep all communication tied to the task:

• Use comments to request clarification from PR managers.
• Tag teammates for approvals and quick feedback.
• Attach or link ClickUp Docs containing longer-form responses or expert bios.

By centralizing the discussion in ClickUp, you avoid scattered feedback across emails and chat tools.

Step 6: Track Results and Improve Strategy in ClickUp

Once your workflow is running, use ClickUp to measure outcomes and refine your approach to HARO alternatives.

Monitor performance in ClickUp

Track key details for each won mention:

• Add the published article URL to the task.
• Update status to “Won (Published).”
• Include metrics in custom fields, such as domain rating or referral traffic notes.

Over time, you can filter and group tasks in ClickUp to identify which platforms, topics, or journalists deliver the best ROI.

Build recurring workflows in ClickUp

To keep your team consistent:

• Create recurring tasks for daily or weekly checks of key HARO alternatives.
• Use automations to change statuses or assign tasks based on triggers.
• Standardize naming conventions and templates in ClickUp.

This turns your outreach activity into a predictable, scalable system.

Combine ClickUp with Expert SEO Support

Managing opportunities in ClickUp is only one part of a high-performing digital PR strategy. You also need strong content, link-building strategy, and analytics to understand how each mention supports your business goals.

If you want help designing a complete workflow that connects ClickUp tasks with SEO performance tracking, consider working with specialists. For example, Consultevo provides SEO and process optimization services that can complement your internal ClickUp setup.

Next Steps: Implement Your ClickUp HARO Alternatives System

Using ClickUp as the central hub for HARO alternatives allows you to:

• Capture every media request in one organized List.
• Standardize how your team qualifies and responds to opportunities.
• Collaborate on drafts, approvals, and follow-ups without losing context.
• Measure which platforms and topics drive the best coverage.

Start with a simple List, add the core custom fields and statuses, and refine your ClickUp workflow as you learn what works best for your PR and SEO goals. With a clear process in place, you can turn scattered journalist requests into a reliable, repeatable pipeline for high-quality mentions and backlinks.

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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