ClickUp CRM status setup guide

/ ClickUp / By

ClickUp CRM status setup guide

Using ClickUp to manage a CRM lets you track every deal and relationship with clear, visual stages. By creating custom statuses for your pipelines, you can see exactly where each opportunity stands and what needs attention next.

This guide walks you through how to create, customize, and manage statuses for a CRM workflow so your team can standardize sales processes and keep data consistent across every pipeline.

Why configure CRM statuses in ClickUp

Custom CRM statuses define each stage of a deal or relationship. Instead of a simple to-do list, you build a structured workflow that mirrors your real sales or account process.

With tailored stages, you can:

  • Standardize how your team tracks every lead and deal.
  • Quickly identify which accounts need follow-up.
  • Report on conversion rates between stages.
  • Align everyone on a single, shared CRM workflow.

Before you begin, decide which spaces or folders will store your CRM pipelines, such as one for Sales, Partnerships, or Customer Success.

Open the CRM location in ClickUp

First, open the area where your CRM will live in ClickUp. CRM pipelines are usually created at the Folder or List level so they can have their own dedicated statuses.

  1. In the sidebar, select the Workspace and Space you use for sales or customer operations.

  2. Open the specific Folder where you keep your CRM Lists, such as Deals, Renewals, or Accounts.

  3. Choose the List that will act as a pipeline, or create a new List if you want a fresh CRM board.

Once the correct List or Folder is open, you can start configuring statuses that reflect your sales or relationship stages.

Set up CRM statuses in ClickUp

Statuses define the lifecycle of a deal, from first contact to close. You can create them at the Folder or List level depending on how many pipelines you need.

Create statuses at the Folder level in ClickUp

Use Folder-level statuses when all Lists in that Folder share the same CRM process, such as one set of stages for every sales rep.

  1. Open the Folder options menu from the top of the Folder view.

  2. Select the settings option to manage statuses.

  3. Choose the option to edit or add statuses for the Folder.

  4. Add each stage you use in your CRM workflow, such as:

    • New lead
    • Contacted
    • Qualified
    • Proposal sent
    • Negotiation
    • Closed won
    • Closed lost

  5. Reorder stages by dragging them so they follow your actual pipeline order.

  6. Save your changes so every List in the Folder uses the same CRM statuses.

All existing and new Lists within that Folder will now follow the shared CRM pipeline.

Create statuses at the List level in ClickUp

Use List-level statuses when a specific pipeline needs its own unique stages, such as a separate workflow for renewals or partner deals.

  1. Open the List that will serve as a distinct pipeline.

  2. Access the List settings from the top of the List view.

  3. Open the status editor for this List.

  4. Add the stages that match this pipeline, for example:

    • Prospecting
    • Discovery
    • Demo scheduled
    • Demo completed
    • Legal review
    • Procurement
    • Won
    • Lost

  5. Arrange the statuses to reflect the correct order from first touch to final outcome.

  6. Save your status changes to apply them to all tasks within the List.

Each List can have its own tailored CRM process, which is helpful when different teams or product lines follow different sales cycles.

Customize CRM status details in ClickUp

Beyond the stage name, you can fine-tune how each status behaves to make your CRM more visual and intuitive.

Choose status types and colors

When editing statuses, you can set visual and functional details so your team can scan information quickly.

  • Name: Use short, action-oriented names like “Qualified” or “Negotiation”.
  • Color: Assign colors that make sense for the stage. For example, green for “Closed won” and red for “Closed lost”.
  • Status type: Make sure final stages are clearly associated with completion or closure so reporting and automation behave correctly.

Consistent naming and color-coding across your Workspace make it easier for anyone to understand the status of any deal at a glance.

Mirror real CRM workflows in ClickUp

Design your statuses to reflect the real steps in your pipeline, not just generic task stages. Map out your process on paper first, then translate it into stages.

Common CRM pipelines might include:

  • Lead capture and qualification stages.
  • Discovery and demo milestones.
  • Proposal, legal, and procurement gateways.
  • Closed outcomes and post-sale handoff stages.

As your sales process evolves, you can edit the statuses to match new steps or remove obsolete ones.

Use CRM statuses effectively in ClickUp

Once your CRM statuses are configured, use them consistently so your pipeline reports and dashboards are accurate.

Update statuses as deals progress

Every time a deal advances or stalls, update its status to match the current reality.

  • Move deals from early stages like “New lead” into “Contacted” once outreach begins.
  • Advance opportunities into “Qualified” or “Proposal sent” as they progress.
  • Move finished deals into “Closed won” or “Closed lost” so your pipeline stays clean.

Regular updates keep your team aligned and ensure that any shared CRM views or dashboards stay trustworthy.

Combine CRM statuses with views and fields in ClickUp

Statuses work best when paired with fields and views tailored for a CRM use case.

  • Use Board view to visualize stages by column and drag deals between statuses.
  • Add custom fields like deal value, close date, and owner to enrich each record.
  • Filter or group by status to focus on at-risk opportunities or specific pipeline stages.

These combinations transform a simple task list into a full CRM workspace.

Examples of CRM pipelines in ClickUp

Depending on your business model, you may build different pipelines with their own stages.

Sales new business pipeline

A typical new business pipeline might include:

  • Inbound lead
  • Contacted
  • Qualified
  • Demo scheduled
  • Demo completed
  • Proposal sent
  • Negotiation
  • Closed won
  • Closed lost

This sequence guides the team through every step from initial interest to final outcome.

Renewals and expansion pipeline

A post-sale or customer success pipeline might include:

  • Upcoming renewal
  • Engaged
  • Expansion identified
  • Proposal sent
  • Commit verbal
  • Renewed
  • Churned

By using separate Lists with their own statuses, you can manage both new business and customer growth within the same platform.

Maintain and refine CRM statuses in ClickUp

Over time, review your CRM statuses to ensure they still match your real process and reporting needs.

  • Remove rarely used stages that create confusion.
  • Merge overlapping stages that mean the same thing.
  • Add new stages when you introduce a new step in the sales cycle.

Regular adjustments keep your CRM lean and actionable instead of bloated with unused options.

Resources for optimizing your ClickUp CRM

If you want expert help designing CRM pipelines, workflows, and automations, you can work with a specialized consultancy such as Consultevo.

For official step-by-step guidance on creating statuses for CRM specifically, reference the original product documentation at this ClickUp help article.

By configuring focused, accurate CRM statuses and using them consistently, your team can rely on a single, shared source of truth for every lead, opportunity, and account.

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

“`