How to Use ClickUp as a CRM Step by Step

ClickUp is far more than a simple to-do list app. With the right setup, you can turn ClickUp into a complete customer relationship management (CRM) system that organizes leads, tracks deals, and streamlines your entire sales process in one workspace.

This how-to guide walks you through configuring a CRM from scratch using the features and workflow patterns demonstrated in the original tutorial on the ClickUp blog. You will learn how to structure spaces, lists, views, and automations so your team can manage every stage of the customer journey efficiently.

Why Build a CRM in ClickUp?

Instead of juggling separate tools for tasks, projects, and customer data, you can centralize everything in one place. Building your CRM inside ClickUp gives you:

• A single source of truth for leads, accounts, and opportunities
• Customizable pipelines for sales, onboarding, or account management
• Flexible views for reps, managers, and leadership
• Built-in collaboration, comments, and document sharing
• Automations to reduce repetitive data entry and follow-ups

The original ClickUp CRM tutorial demonstrates how these parts come together in a real workspace. The steps below translate those ideas into a clear, repeatable setup process.

Step 1: Create a Dedicated ClickUp CRM Space

Start by creating a space devoted to relationship management so all related lists and views stay organized.

1. Open your workspace and click + Space.

2. Name it something like Sales & CRM or Customer Success.

3. Select a color and icon that your team will recognize quickly.

4. Configure basic settings, such as task statuses and default views, with CRM usage in mind.

Keeping CRM work in its own ClickUp space makes permissions, reporting, and navigation much easier for the entire team.

Step 2: Build Core Lists for Your ClickUp CRM

Inside your CRM space, use lists to model the main objects and workflows in your process. The ClickUp blog example focuses on sales, but you can adapt the structure to match your use case.

Essential CRM Lists in ClickUp

• Leads – New contacts or companies entering your pipeline
• Prospects / Opportunities – Qualified leads you are actively pursuing
• Customers / Accounts – Closed-won deals you now manage long term
• Onboarding – Tasks for implementing or launching new customers
• Renewals or Expansion – Work associated with renewals or upsells

Create a list for each of these categories. In ClickUp, each task in these lists will represent a lead, deal, or account, depending on the list’s purpose.

Step 3: Configure Custom Fields in ClickUp

Custom fields are what transform simple tasks into CRM records. The tutorial highlights several practical examples that you can recreate in your own ClickUp workspace.

Recommended CRM Custom Fields

• Company Name – Text field to store the organization name
• Contact Name – Primary person you work with
• Email and Phone – Contact details for outreach
• Deal Value – Currency field that supports revenue reporting
• Deal Stage – Dropdown to show where the deal sits in the pipeline
• Close Date – Date field to forecast when the deal may close
• Lead Source – Dropdown for channels like organic, paid, or referrals

To add these in ClickUp, open a list, click + Add Custom Field, and select the appropriate type for each property. The more consistently you define and use custom fields, the more powerful your reporting will be.

Step 4: Design Your Deal Stages and Statuses in ClickUp

Your CRM pipeline depends on clearly defined stages. The blog guide shows how ClickUp task statuses can double as deal stages or work in tandem with a separate deal stage field.

Example Deal Stages

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

In the list settings, configure your statuses to reflect these steps. You can:

• Use statuses directly as pipeline stages, or
• Keep general task statuses (such as Open, In Progress, Closed) and use a custom deal stage field for more detailed tracking.

This flexibility lets you adapt ClickUp to simple or advanced CRM workflows without forcing your team into a rigid structure.

Step 5: Build CRM Views in ClickUp

The power of a ClickUp CRM comes from using multiple views on the same data so every role can see what matters to them.

Key CRM Views to Create

• Board View – Visual pipeline grouped by deal stage or status
• List View – Spreadsheet-like view for quick edits and filtering
• Table View – Structured grid for sorting by value, close date, or owner
• Calendar View – Upcoming calls, demos, and close dates
• Dashboard – Rollup of metrics like total pipeline value and win rate

Within each list or your overall CRM space, click + View and choose the type you need. For example, in Board view, group tasks by Deal Stage to see cards move from left to right as deals progress.

Step 6: Use Automations to Streamline ClickUp CRM Workflows

The example CRM setup in ClickUp takes advantage of built-in automations to reduce manual steps and keep data tidy.

Helpful CRM Automations in ClickUp

• Stage Updates – When a task moves to a certain column, update the deal stage field automatically.
• Assignments – When a new lead is created, assign it to an owner based on region or source.
• Notifications – Alert reps when a deal is stuck in a stage for too long.
• Follow-Ups – When a close date passes without closing, create a follow-up task.

To set these up, open Automations in your ClickUp list, choose a template or configure a custom trigger and action, and then activate it. Start simple and expand as your team adopts the CRM.

Step 7: Collaborate and Document Inside ClickUp

Because your CRM lives where your tasks and docs already are, your team can collaborate without switching tools.

• Use comments in tasks to log call notes and internal discussions.
• Attach contracts, proposals, and emails directly to the related record.
• Create Docs for playbooks, email templates, and discovery call scripts, then link them to CRM tasks.
• Mention teammates with @ to request input or approvals.

This approach, highlighted throughout the blog tutorial, keeps context close to each customer so new team members can onboard quickly and leaders can review the full history of an account.

Step 8: Report on CRM Performance in ClickUp

Once your CRM data is flowing through ClickUp, you can create dashboards to monitor performance without exporting anything.

Useful CRM Dashboard Widgets

• Pipeline Value by Stage – See where revenue is concentrated.
• Closed Won vs. Closed Lost – Track win rate over time.
• Deals by Owner – Understand rep workload and results.
• Activities per Rep – Calls, emails, or meetings logged.
• Forecast by Close Date – Revenue expected this week or month.

Combine these widgets into a leadership dashboard that gives sales and success managers an at-a-glance view of the entire CRM pipeline.

Advanced Tips for Scaling Your ClickUp CRM

As your process matures, you can extend your CRM setup with more advanced patterns inspired by the original ClickUp guidance.

• Use folders to separate regions, segments, or product lines.
• Create templates for repeatable deals, onboarding projects, or renewal checklists.
• Leverage permissions to limit access to sensitive accounts or lists.
• Connect with other tools using integrations for email, calendars, or forms.

If you want additional strategic help aligning your CRM and project management processes, agencies like Consultevo specialize in workflow design, documentation, and optimization across modern work platforms.

Next Steps: Put Your ClickUp CRM into Action

You now have a clear blueprint for turning ClickUp into a flexible, scalable CRM system that aligns with the example shared in the official blog tutorial. Start by creating your CRM space, modeling your pipeline with lists and custom fields, then layer on views, automations, and dashboards as your team gets comfortable.

For visual inspiration, interface screenshots, and additional best practices, review the original step-by-step guide on how to use CRM in ClickUp. Combine those visuals with the instructions above to build a workspace that keeps every customer relationship organized from first touch to long-term success.