How to Use ClickUp for RACI & RAPID Workflows

Using ClickUp to structure RACI and RAPID decision-making frameworks helps teams move faster, clarify ownership, and reduce confusion around who does what in a project.

This how-to guide walks you through turning the ideas behind RACI and RAPID into practical workflows you can run every day.

Understanding RACI vs. RAPID Before Setting Up ClickUp

Before you build anything in ClickUp, you need a clear grasp of the two frameworks described in the original RAPID vs. RACI article.

RACI roles you will map into ClickUp

• Responsible: The people doing the work.
• Accountable: The single owner who signs off on results.
• Consulted: Stakeholders who provide input before decisions.
• Informed: People kept in the loop after decisions.

RACI clarifies roles across tasks, especially in cross-functional projects.

RAPID roles you will map into ClickUp

• Recommend: Creates the proposal or decision options.
• Agree: Must sign off before a decision moves forward.
• Perform: Executes the agreed decision.
• Input: Provides data or perspectives to shape the choice.
• Decide: Has final authority.

RAPID focuses more on how decisions are made than on who executes tasks. You will reflect this distinction when you configure your spaces, lists, and tasks.

Planning Your ClickUp Structure for RACI & RAPID

Before creating anything, define where these frameworks live in ClickUp so they support real projects instead of existing as theory.

Step 1: Choose the right level in ClickUp

Decide whether RACI and RAPID will be used at:

• Space level for entire departments or business units.
• Folder level for major programs or workstreams.
• List level for individual projects or initiatives.

For most teams, setting up RACI and RAPID at the project (List) level gives the best balance between structure and flexibility.

Step 2: Identify common roles for your ClickUp templates

List the types of stakeholders who appear again and again across projects, such as:

• Project manager
• Product owner
• Engineering lead
• Marketing lead
• Operations lead

These recurring roles will become reusable fields and template elements inside ClickUp.

How to Build a RACI Framework in ClickUp

Translate the RACI model into reusable processes that live inside ClickUp Lists, tasks, and custom fields.

Step 3: Create a RACI List template in ClickUp

1. Create a new List called Project RACI Matrix inside a relevant Folder.
2. Add tasks for your major project deliverables or phases.
3. Turn the List into a template so future projects can reuse it.

This gives you a consistent place where every project’s roles are visible.

Step 4: Add RACI custom fields in ClickUp

To map roles clearly to each task, add custom fields such as:

• Responsible (People field)
• Accountable (Single person field)
• Consulted (People field)
• Informed (People field)

Then apply these custom fields to your RACI List template so they appear automatically in new projects.

Step 5: Assign RACI roles on every key task

1. Open each task in your RACI List.
2. Set the Accountable person first so ownership is crystal clear.
3. Add one or more Responsible team members who will do the work.
4. Fill in Consulted and Informed fields based on how communication should flow.

Use task comments and @mentions to notify consulted and informed stakeholders when key updates are posted.

Step 6: Visualize RACI in ClickUp views

To make the framework easy to use daily, configure:

• A Table view with columns for each RACI custom field.
• A Filter to show tasks where a specific person is Accountable or Responsible.
• A Saved view called “RACI by Owner” that your leadership team can use to scan responsibilities quickly.

This ensures the decision and execution structure remains visible throughout the lifecycle of the project.

How to Build a RAPID Decision Process in ClickUp

Now you can create workflows that mirror the RAPID model to manage complex decisions.

Step 7: Create a RAPID Decisions List in ClickUp

1. Create a new List titled Key Decisions (RAPID).
2. Use each task to represent a single decision, such as a feature launch or vendor choice.
3. Add sections or statuses like Draft, Under Review, Approved, and Implemented.

This separates decision-making tasks from delivery tasks, keeping governance clear.

Step 8: Add RAPID custom fields in ClickUp

Create the following custom fields for your RAPID List:

• Recommend (Person)
• Agree (People)
• Perform (People)
• Input (People)
• Decide (Person)

Standardizing these fields ensures every decision has complete role coverage.

Step 9: Design a RAPID workflow in ClickUp

For each decision task:

1. Assign the Recommend person to draft options and attach relevant documents.
2. Tag the Input group and gather comments in the task thread.
3. Request review from the Agree stakeholders, using custom automations or @mentions.
4. Route final choice to the Decide owner for sign-off.
5. Once approved, notify the Perform owners and link execution tasks from other Lists.

Linking decision tasks to execution tasks keeps context in one place and reduces back-and-forth.

Combining RACI and RAPID in ClickUp

For complex initiatives, you may need both frameworks in the same workspace. A practical pattern is to use:

• A RAPID List to manage decisions.
• Separate RACI project Lists for delivery work.

From each RAPID decision task, link to the RACI task or list where execution will happen. Add URLs in the description or use native task linking so team members can move easily from decision to action.

Step 10: Build reusable ClickUp templates

To make this sustainable:

1. Save your RACI List as a Project RACI Template.
2. Save your RAPID List as a Decision Framework Template.
3. Document when and how to use each template in a shared ClickUp Doc.

This turns one-off setups into repeatable best practices.

Best Practices for Maintaining RACI & RAPID in ClickUp

Once your frameworks are live, keep them relevant and reliable with a few maintenance habits.

• Review roles regularly: Check RACI and RAPID fields during project kickoffs and retros.
• Avoid overcrowding roles: Too many people in a single category (especially Agree or Consulted) slows decisions.
• Align with org changes: Update templates when teams, titles, or reporting lines shift.
• Use dashboards: Create dashboards that summarize key decisions, accountable owners, and status trends.

By treating these frameworks as living systems inside ClickUp, your teams will adapt faster and make decisions with more confidence.

Next Steps and Additional Resources

To deepen your understanding of how RACI and RAPID differ and where each shines, revisit the detailed breakdown on the RAPID vs. RACI comparison page.

If you want strategic help implementing these frameworks at scale or integrating them with broader project management practices, consider consulting specialists such as Consultevo for tailored guidance.

Once your RACI and RAPID systems are embedded into ClickUp, your organization can consistently assign the right roles, speed up decisions, and turn strategy into execution with far less friction.

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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