How to Run User Acceptance Testing in ClickUp

User Acceptance Testing (UAT) becomes far easier to manage when you centralize every requirement, test case, and defect in ClickUp. This step-by-step guide shows you exactly how to plan, execute, and track UAT so stakeholders can confidently sign off on releases.

Below, you will learn how to structure your UAT workspace, build repeatable templates, and monitor progress with views and dashboards.

Step 1: Prepare Your UAT Structure in ClickUp

Before creating individual test cases, set up a clear structure so every release follows the same path from planning to sign-off.

Create a UAT Space or Folder in ClickUp

Start by creating a dedicated Space or Folder to keep UAT work separate from day-to-day development tasks.

1. Create a new Space named something like “User Acceptance Testing”.
2. Inside that Space, add a Folder for each product, project, or client.
3. Within each Folder, create Lists to track specific releases, sprints, or versions.

This hierarchy keeps all UAT tasks organized and gives stakeholders a single place in ClickUp to review progress.

Define Custom Statuses for UAT

UAT rarely fits simple open or closed statuses. Configure statuses that reflect how test cases actually move through the process.

• Not Ready
• Ready for Testing
• In Testing
• Blocked
• Passed
• Failed
• Re-test
• Signed Off

Custom statuses in ClickUp help your team see where each test stands at a glance and where bottlenecks appear.

Step 2: Build a UAT Test Case Template in ClickUp

Reusable templates save time and keep every release consistent. Instead of reinventing test cases, you can apply a tested structure to each new project.

Design the Task Layout for UAT Cases

Use tasks in ClickUp to represent individual UAT test cases. Configure the task layout with sections and custom fields that capture every detail stakeholders need.

Common fields to include are:

• Requirement or User Story ID
• Pre-conditions
• Test Steps
• Expected Result
• Actual Result
• Environment (e.g., staging, production)
• Browser or Device
• Severity / Priority
• Owner or Tester

You can store these details in custom fields, description sections, or checklists based on how your team prefers to work inside ClickUp.

Create a Reusable Task Template in ClickUp

After you design the perfect test case layout:

1. Open one UAT task that contains all desired sections and fields.
2. Save it as a task template.
3. Name the template clearly, such as “UAT Test Case Template”.
4. Share it with the appropriate teams or Spaces.

Now, whenever your team needs a new test case, they can apply the template and instantly follow the same structure, preserving quality and traceability across ClickUp.

Step 3: Plan UAT Cycles and Scenarios

With the structure and templates in place, organize your UAT cycles so business users know exactly what to validate.

Group UAT Scenarios in ClickUp Lists

Use Lists to organize related test scenarios, such as:

• Core user flows
• Edge cases
• Regressions for previous bugs
• Integration scenarios with other systems

Each List can represent a UAT cycle, sprint, or release. Within each List, use your UAT test case template to create individual tasks in ClickUp for each scenario.

Assign Owners, Dates, and Priorities

To ensure nothing falls through the cracks:

• Assign each UAT task to a tester or business stakeholder.
• Add start and due dates based on your release schedule.
• Use custom fields or priorities to highlight critical paths.

This makes it simple to filter and sort test cases and gives project managers clear visibility into who is responsible for what in ClickUp.

Step 4: Execute UAT and Capture Results in ClickUp

During execution, your testers should record everything directly in the tool so developers and stakeholders see real-time status updates.

Record Test Steps and Evidence

For each test case:

1. Follow the test steps documented in the task.
2. Mark checklists as complete as you go.
3. Attach screenshots, videos, or logs that prove the result.
4. Update custom fields to record actual results and environment details.

Capturing this information in ClickUp keeps documentation tied to the exact case, which is critical for audits and release decisions.

Log Defects and Link Them to UAT Cases

When a test fails:

• Create a separate bug or defect task.
• Link the defect to the failing UAT case using task relationships.
• Set severity and impact levels.
• Assign the defect to the appropriate developer.

Using linked tasks in ClickUp makes it easy to trace each defect back to the requirement and the UAT scenario that uncovered it.

Step 5: Track UAT Progress Using ClickUp Views

As testing continues, views and dashboards give your team the visibility needed to make go or no-go decisions for a release.

Use List, Board, and Calendar Views in ClickUp

Different views highlight different aspects of your UAT progress:

• List view: quickly scan test cases, filters, and custom fields.
• Board view: see UAT status flow visually by dragging tasks across columns.
• Calendar view: monitor deadlines and understand testing workloads over time.

Switching between these views in ClickUp gives project managers and business owners flexible insight into UAT status.

Create Dashboards for UAT Metrics

Dashboards allow you to summarize testing metrics for leadership and stakeholders.

Typical widgets for UAT dashboards include:

• Number of tests passed, failed, and blocked
• Defects by severity and status
• Tests per owner or team
• Trend charts for open vs. closed issues

By building a UAT dashboard in ClickUp, you provide a central control panel for decision-makers to evaluate release readiness.

Step 6: Manage Sign-Off and Handover in ClickUp

Once testing is nearly complete, formalize sign-off so there is a clear record of who approved what and when.

Document Acceptance Criteria and Approvals

In your final UAT Summary task or List:

1. Summarize scope, risks, and outstanding issues.
2. List the acceptance criteria and whether each has been met.
3. Tag or assign business owners for review.
4. Use comments for sign-off notes and confirmations.

Keeping this record in ClickUp ensures you can always trace back to the decision to release, along with any agreed-upon caveats.

Archive or Clone UAT Structures for Future Releases

After a release:

• Archive completed Lists and tasks for compliance and history.
• Clone your UAT Folder or Lists to reuse structure and templates in the next cycle.
• Refine templates based on feedback from testers and stakeholders.

This approach turns ClickUp into a continuously improving UAT framework rather than a one-time setup.

Learn More and Improve Your UAT Process

To explore more ways teams structure UAT, review the detailed guidance and examples on the original article about user acceptance testing templates on the ClickUp blog: User Acceptance Testing Templates.

If you need help tailoring your UAT workflow, automation, and reporting, you can also work with specialists at Consultevo to design a robust process that fits your organization.

By following these steps and standardizing your approach in ClickUp, you give business stakeholders confidence in every release while making UAT faster, more transparent, and easier to repeat.

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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