How to Use ClickUp as a CRM Step by Step

Using ClickUp as a CRM lets you centralize contacts, deals, and workflows in one flexible workspace. This guide walks you through setting up a working CRM system without needing a separate tool.

The instructions here are based on best practices from proven CRM templates and layouts, similar to those reviewed in this CRM template comparison. You will learn how to configure lists, custom fields, views, and automations so you can track every relationship from first touch to renewal.

Why Build a CRM in ClickUp

Before you start building, it helps to understand why ClickUp works well as a CRM replacement or companion to other tools.

• Everything in one place: notes, tasks, documents, and dashboards.
• Powerful custom fields that match your exact sales process.
• Multiple views (List, Board, Calendar, etc.) for sales, support, and leadership.
• Automations that reduce manual data entry and status updates.

With the right setup, you can create a streamlined CRM that feels lighter than traditional systems but still captures all the data your team needs.

Plan Your ClickUp CRM Structure

Start by designing a simple structure so your CRM in ClickUp stays organized as your pipeline grows.

Choose the Right ClickUp Hierarchy

A straightforward structure for small and mid-size teams is:

• Workspace: Your company.
• Space: “Sales” or “CRM”.
• Folder: Separate folders like “Leads”, “Pipeline”, and “Accounts”.
• Lists: Individual sales workflows, such as “New Leads” or “Active Deals”.

This keeps every contact and deal grouped while allowing for future expansion.

Define Your Sales Stages in ClickUp

Before building statuses, outline the stages a deal moves through, for example:

• New
• Qualified
• Proposal Sent
• Negotiation
• Closed Won
• Closed Lost

You will map these stages to ClickUp task statuses later so you can filter, report, and automate around them.

Set Up CRM Lists and Statuses in ClickUp

Next, create the core lists and statuses that will represent your CRM pipeline inside ClickUp.

Create Dedicated CRM Lists

1. Create or open your Sales/CRM Space.
2. Add a Folder named “Pipeline”.
3. Inside the folder, create Lists like:
   • “Leads” for early-stage prospects.
   • “Opportunities” for deals in progress.
   • “Customers” for active accounts.

Each task inside these lists will represent a single lead, deal, or account record.

Build ClickUp Statuses for Deals

1. Open one of your CRM lists.
2. Edit the statuses to match your stages (for example, New, Qualified, Proposal, Negotiation, Closed Won, Closed Lost).
3. Use color coding so your team can scan the pipeline quickly.

Statuses become the backbone of your CRM views and automations inside ClickUp.

Configure CRM Custom Fields in ClickUp

To track sales-specific data, you will need custom fields on each CRM task. This turns a simple task into a full CRM record.

Essential ClickUp CRM Fields

Add these fields to your main CRM lists:

• Company (Text)
• Contact Name (Text)
• Email (Email)
• Phone (Phone)
• Deal Value (Currency)
• Close Date (Date)
• Lead Source (Dropdown
• Priority (Dropdown or Priority flag)

To add them:

1. Open your list in ClickUp.
2. Click on the + icon in the column header area.
3. Select the custom field type, name it, and save it.

Once created, these fields can be reused across other lists in your CRM structure.

Optional Fields for Advanced CRM Use

Depending on your workflow, you might also create fields for:

• Industry
• Number of Employees
• Product Interest
• Renewal Date
• Customer Tier

Keep your first version simple, and expand only when your team consistently uses the basics.

Design ClickUp Views for Sales Work

Views control how your CRM data appears to each role. Creating the right views in ClickUp makes it easy for reps, managers, and leadership to find what they need.

Core ClickUp Views for Reps

• List View: Default view showing all columns and custom fields.
• Board View: Kanban layout grouped by status for dragging deals through stages.
• Calendar View: Shows close dates, follow-ups, and important meetings.

To add a view:

1. Open the list or folder.
2. Click on the + View button.
3. Choose List, Board, or Calendar, then configure filters and sorting.

Management Dashboards in ClickUp

For managers, add Dashboards that surface key CRM metrics, such as:

• Total pipeline value by stage.
• New deals created this week.
• Closed Won value by rep.
• Average sales cycle length.

Dashboards can pull data from multiple lists, giving you a high-level view of your CRM performance across the entire ClickUp workspace.

Use ClickUp Tasks for CRM Activities

Each CRM record is a task where you can keep all related activity in one place.

Organize Information Inside Each ClickUp Task

Within a CRM task, use:

• Description for call notes and meeting summaries.
• Subtasks for actions like demos, proposals, and follow-ups.
• Attachments for contracts, quotes, and reference documents.
• Comments for team communication and internal collaboration.

This prevents scattered notes across tools and helps you maintain a complete history of the relationship.

Standardize CRM Workflows in ClickUp

Create task templates that include:

• Predefined subtasks (Discovery Call, Demo, Proposal, Legal Review).
• Default custom field values for typical deals.
• Pre-written checklists or questions for qualification.

Templates ensure every rep follows the same process and records the same information in ClickUp.

Automate Your CRM in ClickUp

Automations save time and reduce the risk of missing follow-ups or updates. You can start with a few simple rules and build from there.

Common ClickUp CRM Automations

• When a task moves to “Proposal Sent”, set a follow-up date in three days.
• When a task status changes to “Closed Won”, move it automatically to the “Customers” list.
• When a new task is created in “Leads”, assign it to the correct sales rep based on territory.

To create an automation:

1. Open your list in ClickUp.
2. Click on Automations.
3. Choose a trigger, condition, and action, then save.

Keep your first set of automations simple so you can easily troubleshoot and iterate.

Measure and Improve Your ClickUp CRM

Once your CRM is in daily use, you will want to refine the setup based on real-world feedback and performance data.

Track Key CRM Metrics in ClickUp

Use filters, saved views, and dashboards to track:

• Conversion rates between each stage.
• Average time leads spend in each status.
• Win rate by lead source.
• Revenue by segment or product.

Regularly review these metrics with your team and adjust fields, stages, or workflows as needed.

Iterate on Your CRM Setup

Improving your CRM in ClickUp is an ongoing process. Consider:

• Adding new fields only when reporting requires them.
• Merging or renaming stages if reps find them confusing.
• Building new views for specific roles (for example, SDR, AE, Customer Success).

If you want expert help optimizing your CRM structure, migration, or automations, you can work with specialists such as Consultevo, who focus on process design and implementation.

Next Steps: Make ClickUp Your Central CRM Hub

By planning your hierarchy, defining stages, configuring custom fields, designing views, and adding automations, you can turn ClickUp into a capable CRM system tailored to your team. Start with a minimal setup, gather feedback, and expand only when your users consistently rely on it.

As your workflow matures, you can connect other tools, refine dashboards, and keep ClickUp as the single source of truth for leads, deals, and customer relationships.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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