How to Use ClickUp as HR Software in Indonesia

ClickUp can work as a flexible HR hub to manage hiring, onboarding, attendance, payroll tracking, and employee engagement in one place. This step-by-step guide shows HR teams in Indonesia how to structure workspaces, build HR workflows, and keep people operations organized and transparent.

Why Use ClickUp for HR Operations

Traditional HR software in Indonesia often feels rigid, complex, or expensive. Many tools split HR data across separate apps for recruitment, leave tracking, and performance reviews. That fragmentation makes it hard to see what is really happening with your workforce.

Using a single, highly customizable platform gives HR teams more control over processes and data. With carefully designed spaces, lists, views, and automations, you can adapt your HR workflows to Indonesian regulations and company culture without needing heavy development work.

Plan Your HR Structure in ClickUp

Before building tasks and workflows, define a clear structure. Treat your HR organization as a system with logical layers.

Map Your HR Processes

List the main HR functions that need to live in one platform:

• Workforce planning and headcount approvals
• Recruitment and candidate pipelines
• Onboarding and offboarding
• Attendance and leave requests
• Payroll-related data tracking (not payroll calculation itself)
• Performance reviews and OKRs
• Employee engagement initiatives

Mapping these functions makes it easier to decide which spaces and lists to create in ClickUp.

Create HR Spaces and Folders

Next, convert your map into structure. A simple starting layout can look like this:

• HR Operations space
  • Attendance & Leaves folder
  • Payroll Data & Benefits folder
  • Policies & Compliance folder
• Talent Acquisition space
  • Open Roles folder
  • Talent Pool folder
• People Development space
  • Performance Reviews folder
  • Training & L&D folder

Adjust names and folders to match your HR organization, but keep the structure simple so new HR staff can learn it quickly.

Build HR Lists and Custom Fields in ClickUp

Lists and custom fields turn a general workspace into a tailored HR system. They allow you to capture and track the data that matter for Indonesian HR teams.

Set Up Recruitment Pipelines

For hiring, create one list per role or one list per department. Use task statuses to represent stages in your pipeline, such as:

• New Applicant
• Screening
• Interview 1
• Interview 2
• Offer Sent
• Hired
• Rejected

Add custom fields to each candidate task:

• Position
• Expected Salary
• Current Location
• Notice Period
• Interview Date
• Hiring Manager

This structure lets you filter by role, sort by interview dates, and report on hiring progress directly in ClickUp.

Create Attendance and Leave Lists

To manage attendance and leave requests, build a dedicated list that HR and managers can access. Recommended fields include:

• Employee Name
• Department
• Leave Type (annual, sick, maternity, etc.)
• Start Date
• End Date
• Total Days
• Approval Status

Statuses can mirror your process, for example:

• Requested
• Manager Review
• HR Review
• Approved
• Rejected

Combine this with Calendar or Timeline views in ClickUp to see overlapping leave periods and ensure coverage for each team.

Track Payroll-Related Data

While payroll calculations may live in a dedicated finance tool, HR still needs structured data. Create lists in ClickUp for:

• Monthly payroll inputs (overtime, allowances, bonuses)
• Employee status changes (promotions, transfers, resignations)
• Document deadlines (BPJS, tax reporting, contracts)

Use number fields for monetary values and date fields for payroll cut-off dates and pay dates. This keeps payroll input history transparent for audits and internal reviews.

Design ClickUp Workflows for Onboarding and Offboarding

Onboarding and offboarding require coordination across HR, IT, finance, and line managers. Turning these processes into re-usable templates in ClickUp reduces errors and delays.

Create Onboarding Templates

Start by mapping the steps every new hire must complete. Then, build a task or checklist template that includes items such as:

• Collect signed contract and required documents
• Register employee with BPJS and other benefits
• Create email and system accounts
• Assign equipment
• Schedule orientation and training sessions
• Share company policies and code of conduct

Save this as a template in ClickUp. For each new hire, create a new task from the template, assign sub-tasks to the responsible teams, and attach due dates aligned with the start date.

Standardize Offboarding Steps

For resignations or terminations, use a similar template-based approach. Include:

• Exit interview scheduling
• Knowledge transfer tasks
• System access removal
• Asset collection checklist
• Final payroll and benefits checks

Automated reminders help ensure nothing is missed and that access revocation happens on time.

Use ClickUp Views for HR Reporting

Different views in ClickUp help HR teams and executives see the same data from multiple angles.

Recommended Views for HR Teams

• List view: For detailed candidate, employee, or leave records.
• Board view: For visual pipelines like recruitment and onboarding stages.
• Calendar view: For leave, contract end dates, and key HR events.
• Gantt or Timeline view: For tracking long-running HR projects or training programs.

Combine filters with views to focus on a specific department, location, or time period, which is especially useful when preparing HR reports for leadership.

Automate HR Tasks in ClickUp

HR work involves many small, repeatable actions. Automations reduce manual follow-up and keep data aligned with your rules.

Useful HR Automations

Configure automations such as:

• When a candidate moves to “Hired”, automatically change the assignee to HR and create an onboarding task.
• When a leave request is marked “Approved”, send a notification to payroll or the direct manager.
• When a contract end date is 30 days away, create a reminder task for renewal or review.

Automations should support your existing HR policies and local labor law compliance, not replace judgment. Test new automations on a small sample of tasks before rolling them out widely.

Collaborate with Stakeholders Inside ClickUp

HR work requires collaboration with managers, executives, and employees across Indonesia. Using a single platform to centralize communication reduces misalignment and lost emails.

Best Practices for HR Collaboration

• Use task comments for decisions and clarifications to keep context with the work item.
• Mention (@) managers when their approvals are required.
• Attach offer letters, contracts, and policy documents directly to tasks.
• Create restricted views when dealing with sensitive information so only authorized users can access it.

This approach keeps conversations and documents tied to specific HR activities, making it easier to audit and review later.

Compare ClickUp with Dedicated HR Software

Some companies may still prefer a dedicated HR information system. However, a flexible work management tool can be a cost-effective alternative or complement, especially for growing teams in Indonesia with evolving needs.

To see how an HR-focused workspace can be designed and optimized, you can explore expert guidance from consultancies such as Consultevo. They specialize in building efficient workflows and structures that match local regulations and business goals.

For a deeper understanding of how HR software supports organizations in Indonesia, review the original guide on leading solutions at this external resource. Use the concepts there as a reference when translating requirements into practical workflows.

Implement ClickUp for HR Step by Step

To avoid overwhelming your HR team, roll out your new system in phases.

1. Phase 1: Set up spaces, folders, and lists for recruitment and onboarding.
2. Phase 2: Add attendance, leave tracking, and payroll-related data lists.
3. Phase 3: Introduce performance management and learning and development workflows.
4. Phase 4: Refine automations, permissions, and reporting dashboards.

Collect feedback from HR staff and managers after each phase. Adjust labels, fields, and views to match how your team actually works. Over time, your ClickUp workspace becomes a central hub for HR operations that fits your business and local labor practices.

By following these steps, HR teams in Indonesia can transform a general productivity platform into a structured, reliable people operations system that keeps data connected, processes visible, and decisions well-documented.

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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