How to Use ClickUp as a CRM Step by Step

ClickUp can be configured as a powerful CRM to manage leads, deals, and customer relationships from first contact to renewal. This how-to guide walks you through setting it up using features described in the official CRM features overview.

Step 1: Plan Your ClickUp CRM Structure

Before you build, decide how your ClickUp workspace will reflect your sales process. A clear structure makes every feature easier to use and maintain.

Define Your CRM Hierarchy in ClickUp

Use ClickUp hierarchy levels to separate accounts, pipelines, and activities:

• Workspace: Your entire organization.
• Space: Create a dedicated “Sales” or “CRM” Space.
• Folders: Use folders for pipelines, such as “New Business,” “Expansion,” “Renewals.”
• Lists: Use lists for each pipeline or segment, such as “SMB Pipeline” or “Enterprise Pipeline.”
• Tasks: Represent deals, opportunities, or accounts as tasks.
• Subtasks: Use for activities like calls, demos, and follow-ups.

This approach keeps your ClickUp CRM clean and scalable as your team grows.

Map Your Sales Stages

Next, translate your sales journey into stages using task statuses in ClickUp:

• Lead In
• Qualified
• Proposal Sent
• Negotiation
• Verbal Commit
• Closed Won
• Closed Lost

Customize these statuses per list or folder so each pipeline reflects the right set of steps.

Step 2: Build CRM Custom Fields in ClickUp

Custom Fields turn ClickUp into a structured database for your customers and deals. They let your team store key CRM data consistently.

Essential CRM Custom Fields

Create these fields on your CRM lists in ClickUp:

• Deal Value (Currency): Projected revenue of the deal.
• Close Date (Date): Target closing date for forecasting.
• Deal Stage (Dropdown): Mirrors your statuses or adds another layer of control.
• Lead Source (Dropdown): Options like Website, Referral, Event, Partner, Outbound.
• Account Name (Text): Company or customer name.
• Contact Email (Email): Primary contact for the deal.
• Contact Phone (Phone): Quick access to call details.
• Probability (%) (Number): Win likelihood for revenue forecasting.

Add more Custom Fields as needed, such as product line, region, or contract length, to match your reporting and segmentation needs.

Standardize Data Entry in ClickUp

To keep CRM data clean in ClickUp:

• Use dropdown fields instead of free-text whenever possible.
• Set required Custom Fields on task creation for critical data.
• Create simple naming conventions like “Company – Opportunity Description.”

Consistent data makes your CRM views, dashboards, and automations much more reliable.

Step 3: Create CRM Views in ClickUp

Views in ClickUp let you manage the same CRM data in multiple ways: Kanban, table, calendar, and more. Each role in your team can choose the view that fits them best.

Pipeline Kanban View in ClickUp

Set up a Board view to see deals by stage:

1. Create a Board view on your main pipeline list.
2. Group tasks by Status so each column is a stage.
3. Show key Custom Fields like Deal Value, Close Date, and Account Name on each card.
4. Save the view as “Pipeline Board” and pin it for the team.

This visual pipeline helps reps and managers quickly see where deals are stuck.

Table View for Data Management

Build a Table view in ClickUp to manage CRM data like a spreadsheet:

1. Create a Table view on the same list.
2. Add columns for Deal Value, Close Date, Lead Source, Probability, and Owner.
3. Use filters to show only open deals or only deals assigned to a rep.
4. Sort by Close Date or Deal Value to prioritize work.

The Table view is ideal for mass updates and detailed reviews during pipeline meetings.

Calendar and Activity Views

Use additional ClickUp views to stay on top of activities:

• Calendar: Show follow-ups, demos, and renewal dates based on task due dates.
• List View: A simple filtered list of tasks due this week or this month.
• Activity View (via task activity feed): Review recent comments, calls, and changes on high-value deals.

Step 4: Automate Your CRM Workflow in ClickUp

Automations in ClickUp reduce manual work and ensure consistent follow-up on every opportunity.

Set Up Core CRM Automations

Use the automation builder in ClickUp to create rules like:

• Stage change notifications: When status changes to “Proposal Sent,” notify manager or tag finance.
• Auto-assign deals: When a task is created in a specific list, assign it to the right sales rep or round-robin owner.
• Follow-up tasks: When a deal moves to “Negotiation,” automatically create subtasks for follow-up calls or legal review.
• Lost reason capture: When status is set to “Closed Lost,” require a dropdown Lost Reason field.

Test each automation in ClickUp with sample tasks before rolling it out to the whole team.

Use Templates to Speed Up Repetitive Work

ClickUp task and subtask templates standardize your sales process:

• Create a “New Opportunity” task template with all essential Custom Fields and checklists.
• Create subtask templates for discovery calls, demos, and onboarding steps.
• Combine templates with automations to generate the right steps at the right time.

This ensures every customer receives a consistent experience while your team spends less time on admin work.

Step 5: Track CRM Performance With ClickUp Dashboards

Dashboards in ClickUp bring your CRM metrics into one real-time view. They help leaders understand performance and forecast revenue.

Build CRM Widgets in ClickUp Dashboards

Create a dedicated “Sales CRM” dashboard and add widgets such as:

• Number Widgets: Count open deals, new leads this week, or closed won deals this month.
• Sum Widgets: Total pipeline value by stage, by owner, or by segment.
• Chart Widgets: Bar or line charts showing deals created, closed, or lost across time.
• Task List Widget: High-priority deals or deals closing this week.

Connect each widget to your CRM lists and filter by status, assignee, or Custom Fields for targeted insights.

Monitor Revenue and Forecasts

Use Custom Fields and dashboard filters in ClickUp to forecast more accurately:

• Multiply Deal Value by Probability to create weighted pipeline metrics.
• Filter by Close Date to see this month’s or this quarter’s expected revenue.
• Segment by sales rep to review individual performance and capacity.

Share the dashboard with leadership so everyone sees updated metrics without manual reporting.

Step 6: Collaborate and Communicate in ClickUp CRM

Collaboration features in ClickUp help sales, marketing, and operations work together on each customer record.

Use Comments, Mentions, and Docs

For each deal task in ClickUp:

• Log meeting notes in comments or linked Docs.
• Mention teammates with @ to request help or approvals.
• Attach proposals, contracts, and important customer files directly to the task.

Centralized communication prevents information from being scattered across email and chat tools.

Integrate Email and Other Tools

Connect ClickUp with your existing stack for a smoother CRM experience:

• Use email integrations to send and track messages from within tasks.
• Sync calendars so demos and meetings appear in both systems.
• Connect other tools via native integrations or automation platforms.

This helps keep your CRM data aligned with the rest of your business systems.

Step 7: Maintain and Improve Your ClickUp CRM

Once your CRM is live in ClickUp, plan regular reviews to keep it clean and effective.

Establish Simple Governance

To maintain quality:

• Review pipeline health weekly in ClickUp using dashboards and table views.
• Archive inactive lists and old deals to reduce clutter.
• Audit Custom Fields and statuses quarterly to remove unused items.

Ask your sales team for feedback and adjust views, fields, and automations to match how they really work.

Get Expert Help When Needed

If you want advanced customization, multi-team rollouts, or complex reporting around ClickUp, consider working with a specialist. For example, Consultevo helps teams design optimized ClickUp setups tailored to their workflows.

By following these steps and using the CRM features described in the official ClickUp blog, you can turn your workspace into a flexible, scalable system to track every relationship and deal from one central hub.

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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