ClickUp Real Estate Marketing Guide

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How to Use ClickUp for Real Estate Marketing

ClickUp can organize your real estate marketing so you track listings, manage leads, and coordinate campaigns in one workspace, following a clear and repeatable process.

This how-to guide walks you step by step through building a real estate marketing system based on the workflows described in the ClickUp real estate marketing tools guide, and adapts them into a practical setup you can use every day.

Step 1: Plan Your Real Estate Marketing in ClickUp

Start by turning your real estate marketing strategy into a structured plan inside ClickUp so every listing and campaign has a clear home.

1.1 Create a Real Estate Workspace in ClickUp

First, group all your real estate work in one dedicated area.

  1. Create a new Workspace or Space named “Real Estate Marketing”.
  2. Add a description explaining what you will manage there (listings, leads, content, ads).
  3. Invite agents, assistants, and marketing partners so everyone shares the same source of truth.

1.2 Build a Listings Folder in ClickUp

Next, structure your property listings in a single Folder for easy access and reporting.

  1. Create a Folder called “Property Listings”.
  2. Inside the Folder, create Lists such as:
    • “Active Listings”
    • “Under Contract”
    • “Sold”
  3. Use these Lists to reflect each stage of your sales pipeline.

1.3 Outline Your Marketing Calendar

Use ClickUp views to map out when and how you will promote each property.

  • Create a List called “Marketing Calendar”.
  • Add tasks for:
    • Open houses
    • Photo and video shoots
    • Listing launches
    • Social media campaigns
    • Email blasts
  • Switch to Calendar view so you can see all campaigns by date.

Step 2: Set Up ClickUp Tasks for Listings

Each property should have a complete task in ClickUp that holds every marketing detail, asset, and deadline.

2.1 Add a Task Template for New Listings

Create a repeatable task template so every new property follows the same marketing checklist.

  1. In your “Active Listings” List, create a new task named “Listing Template”.
  2. Inside the task, add subtasks such as:
    • Sign listing agreement
    • Schedule photographer
    • Write property description
    • Publish listing on MLS
    • Post on social media
    • Send email to buyers list
    • Collect feedback and update pricing if needed
  3. Convert this task into a template so you can reuse it for every new property.

2.2 Use Custom Fields in ClickUp for Property Details

Custom Fields help you quickly compare and sort listings.

  • Add Custom Fields like:
    • Address
    • List price
    • Bedrooms and bathrooms
    • Square footage
    • Listing type (buyer, seller, rental)
    • Status (coming soon, active, pending, sold)
  • Fill in these details whenever you clone the template for a new listing.
  • Use Table view to filter and sort by price, status, or property type.

2.3 Attach Marketing Assets in ClickUp

Keep all media linked to the correct listing so your team never hunts for files.

  1. Open the task for a specific property.
  2. Attach:
    • Photos
    • Video tours
    • Floor plans
    • Brochures and flyers
  3. Use the comments section to share feedback from sellers, stagers, and photographers.

Step 3: Manage Lead Follow-Up in ClickUp

When you treat ClickUp as your follow-up hub, you reduce missed calls, late responses, and lost deals.

3.1 Build a Lead Pipeline List

Track leads from first contact through closing using clear stages.

  1. Create a List called “Lead Pipeline”.
  2. Set task statuses such as:
    • New lead
    • Contacted
    • Nurturing
    • Showing scheduled
    • Offer made
    • Closed
  3. Create one task per lead and move tasks through each status as they progress.

3.2 Add Lead Details with ClickUp Custom Fields

Use Custom Fields to store all essential lead data.

  • Add fields for:
    • Lead source (website, referral, social media, open house)
    • Budget range
    • Preferred location
    • Timeframe to buy or sell
  • Track last contact date in a Date field.
  • Use filters to focus on hot leads or specific timeframes.

3.3 Automate Reminders in ClickUp

Automations ensure you always follow up on time.

  1. Set up an automation to create a follow-up task when a lead moves to “Contacted”.
  2. Assign follow-up tasks to the right agent automatically.
  3. Use due dates and reminders so no lead is forgotten.

Step 4: Coordinate Teamwork in ClickUp

Your real estate marketing depends on smooth teamwork between agents, assistants, stagers, and vendors. ClickUp centralizes that collaboration.

4.1 Assign Clear Owners and Deadlines

Every task should have one owner and realistic dates.

  • Assign tasks like photography, staging, and ad setup to the correct person.
  • Add start and due dates for each subtask.
  • Use priority levels to highlight urgent marketing actions.

4.2 Communicate Inside ClickUp Tasks

Keep conversations connected to the work they reference.

  1. Use @mentions in comments to notify team members.
  2. Post seller feedback, buyer questions, and pricing discussions inside the related listing task.
  3. Upload revised photos or documents directly into the task so history is preserved.

4.3 Review Progress with Dashboards

Dashboards give you a snapshot of your marketing and sales performance.

  • Create widgets for:
    • Number of active listings by agent
    • Leads by source
    • Upcoming open houses
    • Listings moving to “Under Contract” this month
  • Use charts to spot which channels bring the best results.
  • Share the Dashboard with your team during weekly meetings.

Step 5: Run Campaigns Using ClickUp Views

Different views in ClickUp make it easier to see your real estate marketing work from multiple angles.

5.1 Use Board View for Marketing Stages

Board view is ideal for tracking campaign progress.

  1. Switch your “Marketing Calendar” List to Board view.
  2. Create columns like:
    • Planning
    • In production
    • Scheduled
    • Live
    • Completed
  3. Drag and drop campaigns as they move through each stage.

5.2 Use Calendar View for Deadlines

Calendar view helps you avoid overlaps and gaps.

  • View all listing launches, open houses, and ad start dates on a single calendar.
  • Adjust dates by dragging tasks to new days when schedules change.
  • Filter by assignee to see one agent’s workload.

5.3 Use Table View for Reporting

Table view lets you analyze details across many tasks at once.

  1. Switch your “Property Listings” Folder to Table view.
  2. Add columns for Custom Fields like price, status, and days on market.
  3. Export or share data when you need performance summaries.

Step 6: Improve Your System Over Time

As your business grows, refine how you use ClickUp so it continues to support more listings and more leads efficiently.

6.1 Review What Works in ClickUp

Regular reviews will keep your process aligned with your goals.

  • Check which marketing tasks consistently drive showings and offers.
  • Update your listing templates when you add a new channel or tactic.
  • Adjust automations to match how your team actually works.

6.2 Train Your Team on ClickUp Best Practices

Make sure everyone uses the same workflows to keep data clean and reliable.

  1. Create simple SOP documents and store them in your Workspace.
  2. Host quick training sessions for new agents and assistants.
  3. Encourage feedback so you can simplify complex steps.

Additional Help Optimizing Your ClickUp Setup

If you want expert help optimizing your workspace and processes, you can work with specialists at Consultevo to design a customized ClickUp environment for your real estate marketing team.

By structuring your listings, leads, campaigns, and collaboration inside ClickUp, you create a real estate marketing system that is organized, repeatable, and ready to scale.

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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