How to Use ClickUp as Your HR Software

ClickUp can serve as a flexible HR software hub to organize hiring, onboarding, compliance, and employee engagement in a single workspace. This step-by-step guide shows you how to configure ClickUp so your HR team can manage every stage of the employee lifecycle with clarity and control.

The instructions below are based on proven HR workflows and can be adapted to small businesses, agencies, or growing companies that need one system of record for people operations.

Step 1: Plan Your HR Structure in ClickUp

Before building anything, outline how your HR processes will live inside ClickUp. A clear structure prevents confusion later.

Define your HR use cases

List the HR functions you want to manage with ClickUp:

• Recruiting and candidate tracking
• Onboarding and offboarding
• Leave and time-off requests
• Performance reviews and goals
• Training, compliance, and policy management
• Employee feedback and engagement surveys

Prioritize the top two or three to implement first so your HR team can see value quickly.

Design your workspace hierarchy

Use a simple hierarchy when you start using ClickUp for HR:

• Workspace: Your company
• Space: “People Operations” or “HR”
• Folders: Recruiting, Onboarding, Performance, Admin
• Lists: Break each folder into specific processes (for example, Open Roles, New Hires, Probation Reviews)

Keep names consistent so everyone across HR and leadership can quickly find the information they need.

Step 2: Create an HR Space in ClickUp

Next, build a dedicated HR space in ClickUp where every people-related workflow will live.

Set up the HR space

1. Create a new space called “HR” or “People Operations”.
2. Choose a color and icon so it stands out in the sidebar.
3. Configure default views (List, Board, Calendar) that match how your team prefers to work.
4. Set permissions so only HR and approved leaders can see sensitive information.

From here, you can begin adding folders and lists tailored to each HR process.

Build core HR folders

Recommended folder structure inside your ClickUp HR space:

• Recruiting – manage open roles, applicants, and interviews.
• Onboarding & Offboarding – track new hires and departures.
• Performance & Development – oversee reviews, goals, and training.
• HR Operations – store policies, templates, and recurring tasks.

This separation keeps high-volume recruiting tasks from crowding out long-term people initiatives.

Step 3: Configure ClickUp for Recruiting Workflows

Use ClickUp as your applicant tracking system to centralize hiring and improve collaboration between HR and hiring managers.

Create an applicant pipeline list in ClickUp

1. Inside the Recruiting folder, create a list called “Open Roles”.
2. Add statuses such as: Sourcing, Applied, Screening, Interviewing, On Hold, Offer, Hired, Rejected.
3. Switch to Board view so each status becomes a column in your pipeline.

Each task in this list represents a candidate, giving you a clear, visual hiring pipeline.

Add custom fields for candidate data

To turn ClickUp into a practical recruiting database, add custom fields like:

• Role or position
• Location
• Source (job board, referral, agency)
• Salary range or expectations
• Interview stage owner
• Priority or seniority level

These fields make it easy to filter, sort, and report on candidates at any time.

Standardize hiring tasks and templates

Create task templates so every candidate follows the same steps:

• Resume screen
• Phone interview
• Hiring manager interview
• Panel interview
• Reference checks
• Offer approval and preparation

Save one candidate task as a template in ClickUp, including subtasks, checklists, and custom fields. Apply this template whenever a new applicant enters your pipeline.

Step 4: Run Onboarding in ClickUp

Well-structured onboarding makes new hires productive faster, and ClickUp can automate much of the process.

Build an onboarding checklist template in ClickUp

1. Create a list named “New Hires” inside the Onboarding & Offboarding folder.
2. For each new employee, create a task with their name and role.
3. Add subtasks to cover key milestones, for example:
   • Send offer letter and contract
   • Set up accounts and equipment
   • Schedule orientation
   • Assign mentor or buddy
   • First-week training sessions
   • 30-, 60-, and 90-day check-ins
4. Save this as an onboarding task template in ClickUp so it can be reused.

Assign subtasks to HR, IT, and managers so responsibilities are clear.

Track onboarding progress and deadlines

Use these features inside ClickUp to keep onboarding on schedule:

• Due dates and reminders for critical compliance steps.
• Automations to move tasks between lists after key actions.
• Calendar view to see all onboarding milestones in a timeline.
• Comments to document discussions with new hires in one place.

At a glance, you can see where each new employee is in their onboarding journey and address bottlenecks quickly.

Step 5: Manage Performance and Reviews in ClickUp

Use ClickUp to transform performance reviews from a once-a-year rush into an ongoing, transparent process.

Create a performance review list in ClickUp

1. In the Performance & Development folder, create a list called “Reviews”.
2. Add tasks for each employee, or for each review cycle.
3. Use statuses such as Not Started, Self-Review, Manager Review, Finalized, and Archived.

Attach relevant documents, goals, and notes directly to review tasks so everything stays accessible.

Track goals and development plans

ClickUp can help align employees with company objectives. For each employee or team, create:

• Quarterly or annual goals as tasks or subtasks.
• Key results measured via custom fields (numbers, percentages, currency).
• Recurring check-in tasks to review progress.

Link goals to larger company initiatives so you can show how individual performance supports overall strategy.

Step 6: Organize HR Operations and Compliance

Beyond recruiting and performance, ClickUp can centralize routine HR administration and documentation.

Store policies and templates in ClickUp

Create a list called “Policies & Documents” and add tasks or Docs for:

• Employee handbook and policies
• Job description templates
• Offer letter templates
• Disciplinary and grievance procedures
• Health and safety guidelines

Use folders and tags to separate internal HR materials from documents that are shared with the entire team.

Automate recurring HR tasks

Set up recurring tasks in ClickUp for regular HR duties, including:

• Payroll checks and approvals
• Contract renewals and visa reviews
• Policy audits and updates
• Compliance training refreshers

This prevents key compliance deadlines from being missed and provides a documented track record of HR actions.

Step 7: Collaborate and Report with ClickUp

Effective HR teams collaborate with leadership and departments while maintaining confidentiality. ClickUp helps balance both.

Control access and communication

Use role-based permissions to protect sensitive information. Share selected views or dashboards with management so they can monitor hiring and headcount without accessing personal data.

Use comments, @mentions, and task assignment to coordinate with finance, operations, and department heads directly in ClickUp rather than through scattered email threads.

Build HR dashboards in ClickUp

Create simple dashboards to track HR metrics such as:

• Number of open roles and time-to-hire
• New hires this month or quarter
• Onboarding completion rates
• Upcoming performance reviews

Use widgets for tasks, charts, and time-based views to turn ClickUp into a real-time HR command center.

Additional Resources for Using ClickUp in HR

For inspiration and HR-specific best practices, review the original guidance on HR tools and workflows at this ClickUp HR software article. It showcases how modern teams streamline people operations with a single versatile platform.

If you want expert help designing or optimizing your HR setup, you can work with a dedicated implementation partner such as Consultevo, which specializes in building efficient, scalable workflows.

By following these steps and continually refining your structure, ClickUp can evolve into a complete HR solution that tracks every interaction from applicant to long-term team member—while giving leaders the visibility they need to support growth.

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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