How to Run a CRM Evaluation in ClickUp

Choosing the right CRM is easier when you use ClickUp to organize every requirement, vendor, and decision. This how-to guide walks you step by step through setting up a structured CRM evaluation workspace so you can compare tools objectively and document every choice.

Based on the CRM Evaluation Scorecard framework, you will learn how to capture business needs, score each CRM, and align stakeholders around clear, data-backed recommendations.

Step 1: Set Up Your ClickUp CRM Evaluation Space

Start by creating a dedicated space so your CRM evaluation work stays centralized, searchable, and easy to share.

1. Create a new Space and name it something like CRM Evaluation.

2. Add a Folder inside the Space called CRM Shortlist.

3. Within the Folder, create a List titled CRM Evaluation Scorecard.

This structure mirrors the framework described in the CRM evaluation guide so you can track vendors and criteria together.

Step 2: Build Core Evaluation Criteria in ClickUp

Next, translate your CRM requirements into custom fields in ClickUp. This creates a repeatable, score-based evaluation system.

Define Your CRM Evaluation Categories in ClickUp

Use high-level categories that matter most to your sales, marketing, and leadership teams. Common examples include:

• Core CRM capabilities (contacts, accounts, deals, pipelines)

• Usability and interface design

• Automation and workflow features

• Reporting and analytics

• Integrations and ecosystem

• Implementation effort and support

• Pricing and total cost of ownership

Create Custom Fields in ClickUp for Scoring

In your CRM Evaluation Scorecard List, add custom fields that represent these categories.

1. Create a Dropdown or Number custom field for each category (for example, Usability Score).

2. Use a 1–5 or 1–10 scale to score each CRM consistently.

3. Add a Weight custom field (percentage or numeric) for each category if some are more important than others.

This lets you apply a structured, quantitative scoring model inside ClickUp so that every CRM is judged by the same standards.

Step 3: Add CRM Vendors as Tasks in ClickUp

Each CRM you are considering should become a single task with all of its details attached. This keeps your evaluation clean and comparable.

1. In the CRM Evaluation Scorecard List, create one task per CRM vendor (for example, Vendor A CRM).

2. Fill out the custom fields with your initial scores from demos, documentation, and stakeholder feedback.

3. Use the Description area to capture a quick summary of the CRM’s strengths and weaknesses.

Use ClickUp Views to Compare CRMs

Set up views to make comparison easy:

• Table View: See all CRM tasks in a spreadsheet-style grid with columns for each score.

• Board View: Group CRMs by status (for example, Researching, Shortlisted, Finalist).

• List View: Sort vendors by total score, price, or another key factor.

These views help stakeholders quickly understand which CRM options perform best against your defined criteria inside ClickUp.

Step 4: Capture Business Requirements in ClickUp

Strong CRM decisions start with clear business needs. Use ClickUp to collect, organize, and prioritize requirements across teams.

Gather Stakeholder Input with ClickUp Tasks

Create a new List called Business Requirements and use one task per requirement or user story. For each task, capture:

• Which role or team the requirement belongs to

• The problem the CRM should solve

• How success will be measured

• Priority level (Must Have, Should Have, Nice to Have)

You can also invite relevant stakeholders to comment directly on these tasks so feedback stays attached to the requirement instead of being lost in email threads.

Link Requirements to CRM Vendors in ClickUp

Use task relationships or links to tie requirements to each CRM task:

• For every CRM vendor task, link the requirements that it fully or partially supports.

• Add comments or subtasks explaining workarounds or configuration needs.

• Update custom fields when a requirement is not met or requires an additional tool.

This traceability helps you explain later why a given CRM scored higher or lower in ClickUp and how it affects actual business goals.

Step 5: Score and Weight Your CRM Options in ClickUp

Once you have input from demos and stakeholders, refine your scoring to balance objective data and practical trade-offs.

Apply Weights to Each Category in ClickUp

Assign higher weights to categories that matter most. For example:

• Core CRM capabilities: 30%

• Automation: 20%

• Reporting: 20%

• Integrations: 15%

• Usability: 15%

Use a formula field or manual calculation to multiply each category score by its weight and sum the results into a Total Score field in ClickUp.

Review Results with Stakeholders Using ClickUp

Schedule a review session and use List or Table views as your single source of truth:

• Sort by Total Score to see which CRM ranks highest.

• Filter by critical criteria to see trade-offs (for example, top automation vs. top usability).

• Use comments and @mentions in ClickUp to capture discussion and decisions.

This transparent scoring process reduces bias and keeps everyone aligned on why one CRM is recommended over others.

Step 6: Plan Implementation Tasks in ClickUp

After selecting a CRM, turn your evaluation workspace into an implementation hub so nothing falls through the cracks.

1. Create a new List called CRM Implementation Plan in the same Space.

2. Add tasks for major workstreams, such as data migration, integrations, user training, and change management.

3. Use start dates, due dates, assignees, and dependencies to map a realistic rollout schedule in ClickUp.

Because everything lives in one place, you keep the context from your evaluation while managing the project that follows.

Bonus: Use Templates and Expert Help with ClickUp

If you want to accelerate this process, reuse your CRM Evaluation Scorecard as a template for future tools, or ask experts to help you refine it.

• Create a List template in ClickUp from your finalized scorecard so you can re-run the same structured evaluation for other software categories.

• Document your final selection rationale in a dedicated task and pin it to the top of your Space for leadership visibility.

• Consider working with optimization specialists such as Consultevo to fine-tune your processes and reporting.

By using ClickUp as the backbone of your CRM evaluation process, you turn a complex, high-stakes decision into a clear, repeatable workflow that’s easy to review, audit, and improve over time.

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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