How to Manage Recruiting Workflows in ClickUp

ClickUp can power your entire recruiting process, from collecting job requests to hiring the right candidate. This how-to guide walks you through building a structured recruiting workspace so your team can collaborate, track applicants, and standardize every hiring step.

The instructions below are based on the official recruiting documentation and show you how to turn ClickUp into a repeatable, scalable hiring system.

Plan Your Recruiting Structure in ClickUp

Before creating tasks, clarify how your team will organize hiring work in ClickUp. A simple structure makes it easier to find candidates and track roles.

Choose your recruiting Space in ClickUp

Use a dedicated Space to separate hiring from other work.

1. Create or rename a Space to manage all recruiting activities.
2. Use Folders to group similar processes, such as job requests, open roles, and talent pools.
3. Set Space settings and permissions so only the right people can view or edit candidate data.

Set up recruiting Lists in ClickUp

Within your Space, add Lists to represent the main phases of your recruiting pipeline.

• Job requests List: For managers who propose new roles.
• Open roles List: For requisitions that are approved and in progress.
• Candidates List: For applicants, referrals, and sourced talent.
• Talent pool List: For strong candidates to revisit later.

This structure keeps each type of information in its own place while still allowing you to connect tasks across Lists.

Create Job Request Workflows in ClickUp

Standard job requests ensure that hiring managers submit complete and consistent information. ClickUp tasks and templates help you collect that data quickly.

Build a job request task template

Use a task template to capture all details about a new role.

1. In your job requests List, create a new task named something like “Job request template”.
2. Add Custom Fields for details such as department, location, level, employment type, and salary range.
3. Add a description section for role summary, responsibilities, and requirements.
4. Save the task as a reusable template so managers can apply it when creating new requests.

Set job request statuses in ClickUp

Statuses show where each request sits in the approval flow.

• Draft
• Submitted
• Under review
• Approved
• Rejected

Adjust status names to match your internal recruiting process. You can later filter and sort tasks by these statuses in any view.

Collect job requests with Forms in ClickUp

Forms let managers submit new roles without learning the tool in detail.

1. From your job requests List, create a Form view.
2. Map each Form field to a Custom Field or description section in the underlying task.
3. Share the Form link with hiring managers.
4. Each submission will automatically create a new job request task with all fields populated.

This approach centralizes all incoming requests and reduces back-and-forth for missing information.

Track Open Roles with ClickUp Pipeline Views

Once a job is approved, move it into your open roles List in ClickUp and track its progress visually.

Define open role statuses in ClickUp

Set statuses that reflect the lifecycle of a requisition.

• Open
• Sourcing
• Screening
• On-site or panel interviews
• Offer
• Filled
• On hold or closed

These statuses help your recruiting team instantly see which roles need attention.

Use Board view to manage roles in ClickUp

Board view makes it easy to see all open positions in one place.

1. Switch your open roles List to a Board view.
2. Group cards by status so each column represents a stage.
3. Drag and drop job cards as they move through the recruiting funnel.
4. Use filters to focus on roles by department, location, or recruiter owner.

Board view gives leadership and hiring managers a quick snapshot of the overall hiring pipeline.

Manage Candidates in ClickUp

Use ClickUp tasks to represent each candidate and track notes, interview feedback, and decisions in one system.

Design a candidate pipeline in ClickUp

Create a dedicated List for candidates with clear stages.

• New applicant
• Phone screen
• Hiring manager review
• Interviews in progress
• Reference checks
• Offer extended
• Hired
• Rejected

Link candidate tasks to their corresponding job request or open role task using relationships so you can quickly see which applicants belong to each position.

Create candidate task templates in ClickUp

Templates save time and standardize what you track for each applicant.

1. Create a new candidate task in your candidates List.
2. Add Custom Fields for source, current company, seniority, salary expectations, priority, and stage.
3. Add subtasks for each step, such as screening call, assessments, interviews, and reference checks.
4. Include comment placeholders or checklist items for feedback from interviewers.
5. Save the task as a candidate template for future applicants.

Capture interview feedback with ClickUp comments and Custom Fields

Centralize feedback in a single candidate task.

• Ask interviewers to add notes as comments directly inside the task.
• Use Custom Fields such as score, recommendation, or culture fit.
• Mention stakeholders with @mentions to notify them of important updates.

This avoids scattered email threads and ensures every decision is documented.

Automate Recruiting Processes in ClickUp

Automation in ClickUp reduces manual work and keeps your pipeline aligned as candidates move through stages.

Use task automation rules in ClickUp

Configure simple rules to update statuses or fields when conditions are met.

• When a Form is submitted, set status to “New applicant”.
• When status changes to “Phone screen”, assign the recruiter.
• When status changes to “Hired”, move the task to a different List for onboarding.

Automation keeps your team consistent and prevents pipeline bottlenecks.

Link recruiting data across ClickUp views

Use relationships and views to connect all recruiting information.

• Relate each candidate task to its job request task.
• Use List and Space views to see everything happening across multiple roles.
• Create Dashboards to monitor time-to-fill, pipeline volume, and stage conversions.

By centralizing data, you can monitor performance and quickly identify where candidates drop off.

Collaborate with Hiring Managers in ClickUp

ClickUp improves collaboration between recruiters, HR, and hiring managers.

Share views and tasks with stakeholders

Give hiring managers clear visibility without overwhelming them.

• Share filtered views so each manager only sees their roles or candidates.
• Use comments for questions, clarifications, and decisions.
• Assign comments to specific people to turn feedback into action items.

Transparent collaboration speeds up approvals and interview decisions.

Standardize communication templates in ClickUp

Store reusable content inside tasks and Docs.

• Create reusable checklists for phone screens and interviews.
• Store email templates and evaluation criteria in Docs linked to your Lists.
• Attach files such as job descriptions or scorecards directly to tasks.

This ensures every candidate receives a consistent experience, regardless of the recruiter or hiring manager.

Optimize and Expand Your Recruiting Setup in ClickUp

Once your basic system is running, refine it based on real-world experience and analytics.

Measure recruiting performance in ClickUp

Dashboards and reporting highlight what is working.

• Track the number of open roles by department.
• Measure time spent in each recruiting stage.
• Monitor the ratio of candidates moving from application to offer.

Use these insights to optimize sourcing channels, screening steps, and team workload.

Use templates and best practices with ClickUp

You can explore additional examples and guidance in the official recruiting documentation. Refer to the source section at ClickUp for recruiting to see recommended workflows and configurations.

If you want expert help designing or scaling your recruiting workspace, you can also work with implementation specialists such as Consultevo, who focus on building optimized systems for growing teams.

By structuring Spaces, Lists, templates, and automations thoughtfully, ClickUp becomes a powerful hiring hub that keeps every candidate, role, and decision in one organized, searchable platform.

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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