How to Build an AI-Powered Outreach Campaign in ClickUp

ClickUp makes it easy to plan, launch, and optimize an AI-powered outreach campaign using structured tasks, subtasks, and AI Agents. This guide walks you step by step through setting up an outbound sequence that you can track, refine, and scale inside your workspace.

The process below is based on the outreach campaign playbook, adapted into a clear how-to workflow you can reuse for sales, partnerships, hiring, or customer success initiatives.

Overview: What You Will Build in ClickUp

Before diving into the details, it helps to know the overall structure you will create in ClickUp.

• A dedicated List to house all outreach contacts and activities
• One parent task per contact or account
• Subtasks for each step of your email sequence
• AI Agents configured to draft and refine outreach messages
• Statuses and fields to monitor progress and outcomes

By the end, you will have a repeatable system where you can add new leads, trigger the campaign, and let AI handle most of the manual writing work.

Step 1: Plan Your Outreach Workflow in ClickUp

Start by planning the structure of your outreach campaign. Use a List or Folder in ClickUp to keep everything organized and standardized.

Define the Goals of Your ClickUp Outreach Campaign

Clarify the main outcome you want from your outreach sequence:

• Book product demos or discovery calls
• Source partners or affiliates
• Recruit candidates for open roles
• Re-engage inactive customers

Write this goal in the description of your main outreach List or in a dedicated “Campaign Overview” task so it stays visible to your team.

Map Your Outreach Steps

Next, map the sequence of activities you will manage in ClickUp.

1. Initial research on each contact or account
2. First outreach email
3. Follow-up message #1
4. Follow-up message #2 (optional)
5. Last-check email or handoff to another channel

Each of these touchpoints will later correspond to a subtask template so you can quickly clone your process for each new lead.

Step 2: Create Your Outreach List and Task Structure in ClickUp

With your plan in place, it is time to create the structure that will host the campaign.

Set Up the Outreach List

1. Create a new List in the appropriate Space and name it clearly, for example, “AI Outreach Campaign”.
2. Add a description that summarizes the purpose and the type of contacts you will keep here.
3. Optionally add a view for each stage of your process (Table, Board, or List view).

This List becomes the single source of truth for your campaign inside ClickUp.

Create a Parent Task Template for Each Contact

Each person or account you contact should be represented by one parent task. This makes it easy to see what has been sent, what is pending, and what results you have.

1. Create a new task and name it with a clear pattern, for example, “{{Company}} – {{Contact Name}}”.
2. Add standard fields you want to track, such as role, company size, or source.
3. Save this task as a template so you can reuse it for every new recipient.

Later, you can also add custom fields to track metrics such as meeting booked, deal value, or interest level.

Add Subtasks for Each Outreach Step

Within your parent task template, create subtasks to represent each step in the sequence. A simple structure could be:

• Subtask 1: Research and personalization
• Subtask 2: Initial outreach email
• Subtask 3: Follow-up 1
• Subtask 4: Follow-up 2
• Subtask 5: Final check-in

In each subtask description, write a short explanation of what should happen at that step. You will later call AI Agents from these descriptions to draft the actual copy.

Step 3: Use ClickUp AI Agents to Draft Outreach Emails

Now you can bring automation into your campaign by letting AI Agents help you research prospects and create tailored messages.

Configure AI Agents for Outreach Work

Inside ClickUp, AI Agents can act like virtual teammates that:

• Summarize research on a company or person
• Draft personalized outreach emails
• Rewrite or shorten messages for different channels
• Adapt tone between casual, professional, or technical

In each research or email subtask, you can call AI to assist directly within the task, using the context that already exists in the task description or custom fields.

Prompt ClickUp AI Agents for Research

In your “Research and personalization” subtask, include a short prompt that your teammates can reuse, such as:

• “Analyze this contact’s public profile and company website. Summarize what they care about and suggest 3 angles for outreach.”
• “Based on the notes in this task, list 5 problems this company is likely facing that our product can solve.”

Store these prompts in the task template description so every new task in ClickUp will already contain the right instructions for AI.

Prompt AI Agents to Draft Outreach Emails

For each email subtask, add a standard prompt that AI can follow. For example:

• Initial email: “Write a concise first outreach email to this contact using the research summary above. Mention one specific detail about their role or company and propose a quick call.”
• Follow-up 1: “Draft a polite follow-up that references our previous email and introduces one additional benefit that matches their profile.”
• Follow-up 2: “Write a short check-in email asking if this is still relevant and offering an easy way to decline.”

After AI generates the draft, your team can quickly review, tweak, and paste it into your email client or outreach tool.

Step 4: Track Status and Performance in ClickUp

Once your campaign is active, you need a clear way to monitor progress and outcomes across all tasks in ClickUp.

Set Meaningful Statuses

Update your List to use statuses that match the outreach lifecycle, such as:

• To Research
• Research Complete
• First Email Sent
• In Follow-Up
• Positive Response
• Not Interested
• Closed Won / Meeting Booked

These statuses give you an at-a-glance picture of how contacts move through the pipeline.

Use Custom Fields to Capture Key Metrics

Enhance your ClickUp view with custom fields like:

• Last contact date
• Response type (Positive, Neutral, Negative)
• Meeting booked (Yes/No)
• Estimated deal size

Once set up, you can filter and group tasks to find high-value leads, stalled contacts, or campaigns with the best performance.

Step 5: Optimize and Reuse Your ClickUp Outreach System

After running a few cycles, refine your playbook so it becomes a repeatable asset for your team.

Create and Maintain Reusable Templates

Convert your best-performing parent task and subtasks into templates. Make sure each template includes:

• Standard subtasks for each outreach step
• Saved AI prompts in descriptions
• Predefined custom fields
• Clear naming patterns

This allows anyone on your team to spin up a full campaign in minutes.

Review Results and Update Prompts

On a regular cadence, review outcomes across the List:

• Which sequences get the highest reply or meeting rate?
• Which AI prompts lead to the most effective emails?
• Where do contacts typically drop off in the funnel?

Update your ClickUp templates and AI instructions based on this data so each new batch of outreach is better than the last.

Additional Resources for Improving ClickUp Outreach

To see more details about the original outreach campaign playbook and how AI Agents are used in context, you can review the reference page here: AI Agents Outreach Campaign.

If you want help designing more complex systems around your sales or marketing workflows, you can also explore consulting resources such as Consultevo, which specializes in process and tool optimization.

By combining structured task management with AI Agents inside ClickUp, you can transform outreach from a manual, time-consuming chore into a scalable, data-driven system that consistently generates new opportunities.

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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