How to Use ClickUp for HR Workflows

ClickUp gives HR teams a single workspace to organize recruiting, onboarding, performance, and engagement. This how-to guide walks you step by step through setting up HR processes so you can replace scattered spreadsheets and inbox chaos.

Plan Your HR Workspace in ClickUp

Before building anything, outline how your HR team works today and what you want to improve.

Map Your HR Processes

List every workflow you manage, such as:

• Recruiting and candidate tracking
• New hire onboarding
• Employee records and documentation
• Performance reviews and feedback cycles
• Training and development programs
• Time-off requests and approvals
• Employee engagement and recognition

Group related workflows into categories like Talent Acquisition, People Operations, and Learning & Development. These will become your primary areas in ClickUp.

Create an HR Space in ClickUp

Set up a dedicated Space for HR so all people operations live in one structured location.

1. Open your workspace sidebar.
2. Click the option to add a new Space.
3. Name it clearly, for example, HR & People Operations.
4. Choose color and icon to make it easy to spot.
5. Configure default features you want visible, such as Lists, Board view, Docs, and Forms.

Use this HR Space as the home for all your processes instead of creating separate, disconnected areas.

Set Up Recruiting Pipelines in ClickUp

Transform your hiring workflows into a visual, trackable pipeline inside ClickUp.

Create a Recruiting Folder and Lists

Inside your HR Space, organize recruiting with a dedicated Folder.

1. Create a Folder named Recruiting.
2. Within that Folder, create a List for each open role or department, such as Engineering Roles or Sales Hiring.
3. Use tasks to represent individual candidates.

This structure lets you see all candidates by role or by department while keeping the process consistent.

Build a Hiring Pipeline With Statuses

Customize task statuses to mirror your recruitment funnel.

• New Applicant
• Phone Screen
• Hiring Manager Interview
• Panel Interview
• Offer Sent
• Hired
• Rejected

Use the Board view so each candidate moves across columns as they progress. Drag and drop tasks to update pipeline stages quickly.

Capture Applicants With Forms

Turn ClickUp Forms into your job application intake system.

1. In your recruiting List, create a Form.
2. Add fields for name, email, resume upload links, portfolio URLs, and key screening questions.
3. Publish the Form and embed or link it in your job postings.
4. Each submission becomes a candidate task containing all responses.

This keeps applicant data standardized and easy to compare.

Manage Onboarding in ClickUp

Use ClickUp to coordinate new hire onboarding across multiple teams and timelines.

Create an Onboarding Template

Build one repeatable checklist that applies to every new employee.

1. In your HR Space, add a Folder called Onboarding.
2. Create a List named New Hire Onboarding.
3. Add a task called Onboarding Master Template.
4. Inside that task, create subtasks such as:
   • Send offer letter and collect signatures
   • Set up email and system access
   • Share employee handbook and policies
   • Schedule orientation meeting
   • Assign buddy or mentor
   • Set 30-60-90 day goals
5. Convert this task into a template so you can reuse it for every new hire.

When someone accepts an offer, create a new task from the template with their name and adjust dates as needed.

Assign Owners and Due Dates

Onboarding touches HR, IT, Finance, and managers. Use ClickUp to clarify who owns what.

• Assign subtasks to specific people or teams.
• Add due dates relative to the start date (for example, one week before or day one).
• Use comments to coordinate questions and share updates.

This ensures every step is visible and nothing is missed before the new hire arrives.

Track Employee Records and Tasks in ClickUp

Centralize ongoing employee information and requests in ClickUp to reduce manual follow-up.

Build an Employee Directory List

Create a structured List where each task represents an employee record.

1. Add a Folder named People Records.
2. Create a List called Employee Directory.
3. Use custom fields for details such as role, department, start date, location, and manager.
4. Add tasks for each employee and fill in their data.

Switch to Table view to see a spreadsheet-like layout of your workforce that stays in sync across HR workflows.

Organize HR Requests

Capture HR-related requests as tasks so nothing stays buried in email.

• Create a List named HR Requests.
• Use Forms to submit time-off, policy questions, or benefits inquiries.
• Route each submission into appropriate statuses like New, In Review, and Completed.

This gives your team a clear queue and helps track response times.

Run Performance Reviews in ClickUp

Replace scattered documents by managing performance reviews end-to-end in ClickUp.

Design a Review Cycle Framework

Start by creating a standard structure for all reviews.

1. In your HR Space, add a Folder called Performance.
2. Create a List for each review cycle, such as 2025 Mid-Year Reviews.
3. For each employee, create a task representing their review.
4. Attach or link to review forms, self-assessments, and manager feedback.

You can reuse the same approach for annual, mid-year, or probation reviews by duplicating Lists.

Use Docs for Review Templates

Leverage Docs inside ClickUp to standardize review questions.

• Create a Doc with sections for self-review, manager review, and peer feedback.
• Link the Doc template inside each review task.
• Ask reviewers to add comments directly in the Doc or task.

This keeps all feedback connected to the right person and cycle.

Improve HR Visibility With ClickUp Views

Different views in ClickUp help HR teams understand workloads, timelines, and priorities.

Use Board, List, and Calendar Views

Switch between views to match the type of work you are managing.

• Board view: Great for recruiting pipelines and request queues.
• List view: Ideal for employee records and structured checklists.
• Calendar view: Visualize start dates, review deadlines, and HR events.

Each view reflects the same underlying tasks, so you do not duplicate data.

Set Up Dashboards for HR Metrics

Build Dashboards to monitor people operations at a glance.

• Track open roles and hiring progress.
• Monitor onboarding completion rates.
• View review cycles and overdue items.
• Measure volume of HR requests.

These insights help you make informed decisions and present clear updates to leadership.

Collaborate and Automate in ClickUp

Use collaboration and automation features to reduce manual work across HR tasks.

Collaborate With Comments and Notifications

Keep HR communication inside ClickUp tasks instead of email chains.

• Use @mentions to notify managers, IT, or Finance.
• Attach documents such as contracts, policies, and guides.
• Pin important comments so key details stay visible.

This builds a complete activity history for every candidate, employee, and request.

Automate Routine HR Steps

Automations can update fields, assign tasks, or move items through stages.

• Automatically change candidate status when a field is updated.
• Assign onboarding subtasks when a new hire task is created.
• Send reminders ahead of performance review deadlines.

Start with a few simple automations, then expand as your team gets comfortable.

Next Steps for Optimizing HR in ClickUp

Once your core HR workflows run in ClickUp, continue refining them based on feedback.

• Review your statuses and custom fields to remove anything unused.
• Standardize templates for roles, onboarding, and reviews.
• Use reports to identify bottlenecks in hiring or requests.

For additional strategy support on HR operations and software optimization, you can explore services from Consultevo. To dive deeper into how HR teams use the platform, review the original guide on HR software in ClickUp. With a clear structure and consistent use, your HR team can manage the full employee lifecycle in one connected workspace.

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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