How to Use ClickUp for SEO Agency Workflows

ClickUp can be the central hub for your entire SEO operation, from campaign planning to content production and performance tracking. This step-by-step guide shows you how to set up a complete SEO workflow so your team can deliver consistent results and keep every client project under control.

The instructions below are based on the SEO agency use cases and features described in the original comparison of top SEO tools and platforms.

Step 1: Plan Your SEO Workspace in ClickUp

Start by designing a workspace structure that matches how your agency runs projects. A clear hierarchy makes it easier to track every keyword, page, and campaign.

Create a ClickUp space for SEO operations

Set up a dedicated space to separate search work from other services like paid media or web development.

1. Create a new space named something like SEO Operations or SEO Clients.
2. Choose a color and icon so your team can identify it instantly.
3. Enable features you need: tasks, docs, whiteboards, custom fields, and dashboards.

Add folders for clients or service types

Inside your space, group related work into folders. You can organize by client, by niche, or by service.

• Client-based folders: one folder per client account.
• Service-based folders: for example, Technical SEO, Content SEO, Link Building.
• Hybrid: organize large clients by service and small clients by a single folder.

This structure keeps each list of tasks focused on measurable outcomes.

Step 2: Build SEO Lists and Task Types in ClickUp

Lists represent repeatable workflows. For SEO agencies, these usually align with major processes such as research, planning, and reporting.

Set up core SEO lists in ClickUp

Create standard lists in each client or service folder. Common examples include:

• SEO Audit list for technical checks and on-page reviews.
• Keyword Research list for intent, clusters, and priority scoring.
• Content Production list to manage briefs, drafts, edits, and publishing.
• Off-page & Links list for outreach, digital PR, and mentions.
• Reporting & Analytics list for monthly and quarterly reporting tasks.

Use the same list names across clients so you can standardize templates and reporting.

Define custom SEO task statuses

Replace generic statuses with labels that match your workflow. For example:

• Backlog
• In Discovery
• In Progress
• Ready for Review
• Client Review
• Scheduled
• Live
• Completed

Consistent statuses help you quickly scan any list and spot bottlenecks.

Use custom fields to store SEO data in ClickUp

Custom fields are essential for tracking the metrics that matter to your campaigns.

Useful field ideas include:

• Target Keyword
• Search Intent
• Search Volume
• Difficulty Score
• Priority (for example, 1–3 or 1–5)
• Target URL
• Content Type (blog, landing page, product page, etc.)
• Stage of Funnel

These fields turn each task into a mini SEO record you can filter and sort.

Step 3: Create Reusable SEO Task Templates in ClickUp

Templates let you turn successful SEO processes into repeatable systems. This protects quality and saves time for your team.

Build an on-page SEO checklist template

Start with one highly detailed task for on-page optimization, then convert it into a template.

1. Create a task called On-page Optimization Template.
2. Add subtasks for every step, such as title tags, meta descriptions, headings, internal links, schema, images, and page experience items.
3. Attach your preferred guidelines and examples as a ClickUp Doc inside the task.
4. Save the task as a template and share it across your space.

Now your team can spin up a new on-page optimization task for any URL in seconds.

Create templates for keyword research and content briefs

Repeat the same approach for other common deliverables:

• Keyword Research Template with custom fields for volume, difficulty, and primary intent.
• Content Brief Template including sections for outline, primary topic, supporting topics, internal links, and competitor notes.
• Technical Audit Template with grouped subtasks for crawlability, indexation, performance, and mobile experience.

Turn each into a reusable template so your team never has to start from scratch.

Step 4: Organize SEO Sprints and Workload in ClickUp

Once the structure and templates are ready, you can manage sprints and recurring SEO tasks using views and automation.

Use ClickUp views for different SEO roles

Create multiple views within each list so every specialist sees what matters most.

• List view for project managers to review tasks with all custom fields.
• Board view for content and outreach teams to move cards through statuses.
• Calendar view for editors and strategists to plan publishing dates.
• Table view for analysts to sort and filter by search volume, priority, or funnel stage.

Each view presents the same tasks in different formats, keeping everyone aligned.

Set up recurring SEO tasks in ClickUp

Many search activities repeat every week or month. Use recurring tasks to automate these cycles.

Common examples include:

• Weekly ranking and traffic checks.
• Monthly performance reporting for each client.
• Quarterly technical audits.
• Content refresh reviews based on traffic drops.

Configure each recurring task with an owner, due date rules, and relevant checklists.

Step 5: Collaborate on SEO Content with ClickUp Docs

Docs in ClickUp let you keep strategy, briefs, and content drafts directly inside your workspace, linked to tasks and lists.

Create standard SEO documentation

Build a shared knowledge base so all team members follow the same playbook.

• SEO strategy guidelines and naming conventions.
• On-page and off-page best practices.
• Standard operating procedures for audits, reporting, and outreach.
• Client-specific notes and brand voice information.

Attach relevant docs to templates and recurring tasks so processes stay consistent.

Draft and review content inside ClickUp

Use Docs as a collaborative writing surface.

1. Create a doc for each major content piece and link it to the related task.
2. Use comments and suggestions for editorial feedback.
3. Mention stakeholders with @ tags when you need approvals.
4. Track status changes in the associated task as the piece moves from draft to live.

This keeps all context in one place and cuts down on back-and-forth in email.

Step 6: Track SEO Results with ClickUp Dashboards

Dashboards turn your day-to-day activity into a clear performance view for the team and for clients.

Build agency-wide SEO dashboards in ClickUp

Use widgets to pull together metrics from across your spaces and lists.

• Task status charts to show how many optimizations are in progress or completed.
• Workload by assignee to manage capacity and avoid burnout.
• Custom field rollups to summarize priorities or funnel stages.
• Time tracking widgets if you bill by the hour or need effort estimates.

These dashboards give leadership a single place to see campaign health.

Create client-facing reporting dashboards

For each client, build a dashboard that focuses on outcomes and upcoming work.

Examples of useful elements include:

• Completed tasks this month grouped by list or category.
• Planned tasks for the next sprint.
• Key notes from your analytics tools and rank tracking platforms.

You can then walk clients through these dashboards during monthly calls to link activity with results.

Step 7: Connect ClickUp With Your SEO Stack

Most agencies use multiple platforms for keyword data, analytics, and link tracking. Integrate them with your workspace wherever possible.

Use ClickUp with specialized SEO software

Combine your workspace with the best tools highlighted in the original comparison article at this overview of SEO agency software. Pull data from keyword, content, and outreach tools into tasks and docs so campaign details always stay current.

You can also adopt agency-focused consulting partners such as Consultevo to help define processes and reporting standards that work well with your workspace.

Step 8: Maintain and Optimize Your ClickUp SEO System

Once everything is running, schedule regular reviews to keep your processes fast and effective.

Audit your workflows in ClickUp regularly

Every quarter, review your space and lists to check:

• Which templates are used most and which need updating.
• Whether statuses still match reality or cause confusion.
• Where tasks frequently get stuck or overdue.

Adjust templates, custom fields, and views based on actual team behavior.

Standardize onboarding and training

Use your workspace to make new hires productive quickly.

• Create a dedicated onboarding list with training tasks.
• Link to all core docs, templates, and dashboards.
• Assign mentors and review checkpoints inside tasks.

Over time this turns your ClickUp setup into a full operating system for your SEO agency rather than just a task list.

By following these steps, you will build a structured, repeatable environment that keeps strategy, implementation, and reporting tightly aligned and easy to manage.

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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