How to Manage Voice Over Projects in ClickUp
ClickUp can streamline how you plan, track, and deliver voice over projects by combining task management, documentation, resource links, and collaboration in one workspace.
This guide shows you a step-by-step workflow to manage voice script creation, recording, revision, and delivery using ClickUp alongside your preferred voice over software.
Why Use ClickUp for Voice Over Workflows?
Modern voice over production involves many moving parts: script drafts, style directions, file versions, deadlines, and client feedback. ClickUp helps you keep all of this organized so you can focus on performance and audio quality.
When you pair dedicated voice over tools with ClickUp, you can:
- Plan each project from initial script to final delivery
- Store references, samples, and pronunciation notes in one place
- Manage revisions, approvals, and feedback centrally
- Reduce email back-and-forth and lost files
Set Up a ClickUp Space for Voice Over Projects
Start by creating a dedicated Space inside ClickUp for all voice related work—whether you are a freelancer, agency, or in-house production team.
Step 1: Create a Voice Over Space in ClickUp
- Open your ClickUp workspace and select Create Space.
- Name it something clear, such as Voice Over Production.
- Choose a color and icon so the ClickUp Space stands out in your sidebar.
- Enable key ClickUp features like Docs, Tasks, Views, and Custom Fields.
This Space will hold your clients, jobs, scripts, and supporting information so every voice over asset is easy to find.
Step 2: Add Folders for Clients or Content Types
Inside the new ClickUp Space, create Folders to group similar work. For example:
- By client: Brand A, Brand B, Agency Partners
- By format: Commercials, E‑learning, Audiobooks, Product Demos, Video Games
- By language or region: US English, UK English, Spanish, Localization
Using Folders in ClickUp keeps your task lists focused and makes it easier to report on specific clients or content categories.
Create a Voice Over Project Template in ClickUp
A repeatable template in ClickUp saves time and ensures consistency across jobs, especially when you handle multiple scripts and deadlines.
Step 3: Build a Task Template for Voice Sessions
Create a new List inside your chosen Folder and add a sample task that will become your template:
- Name the task with a generic label like Voice Over Project Template.
- Add core subtasks that represent your pipeline, such as:
- Gather brief and references
- Draft or receive final script
- Confirm tone, pacing, and pronunciation
- Record first take
- Edit and clean audio
- Client review round 1
- Record pick-ups and revisions
- Final QC and export
- Deliver files and archive
- Save this task as a template using ClickUp task templates so you can reuse it across future projects.
Step 4: Add Useful Custom Fields in ClickUp
Custom Fields help you track technical and creative details for each job. In ClickUp, add fields like:
- Voice type (Male, Female, Youthful, Corporate, Character)
- Language / Accent (US English, Neutral Spanish, etc.)
- File format (WAV, MP3, AIFF)
- Sample rate / Bit depth (48 kHz / 24-bit, 44.1 kHz / 16-bit)
- Usage (Broadcast, Online, Internal, Audiobook)
- Word count / Script length
- Due date and Session date
These ClickUp fields give you an at-a-glance view of each project’s technical requirements and scope.
Organize Scripts and Direction in ClickUp Docs
Scripts and performance notes need to stay tightly aligned with each task. ClickUp Docs let you write, store, and collaborate on scripts without leaving your project view.
Step 5: Create Script Docs Linked to Tasks
- For each new project task in ClickUp, click Add and choose Doc.
- Give the document a clear title, such as ClientName – Campaign – Script.
- Paste or write the script directly in the Doc.
- Use headings for sections or scenes so it is easy to navigate while recording.
Because Docs live inside ClickUp, they stay attached to their project tasks and are easily accessible during each recording session.
Step 6: Add Performance and Pronunciation Notes
Use the Doc body and comments to capture direction for your performance:
- Desired tone and energy level
- Pacing and pauses
- Brand name pronunciations
- Regional variations or emphasis
- References to sample reads or videos
Clients and collaborators can leave inline comments in ClickUp Docs so you have all guidance in one organized place instead of scattered through emails.
Track Recording and Editing with ClickUp Views
Visual task views in ClickUp help you see exactly where each project sits in your workflow, from initial briefing to final export.
Step 7: Build a Kanban Board for Production Stages
Create or customize a Board view inside your ClickUp List with columns that reflect your recording and editing pipeline, such as:
- Briefing
- Script Ready
- Recording
- Editing / Post
- Client Review
- Revisions
- Delivered
As you progress, drag each task through the stages so everyone can see what is in queue, what is in session, and what is awaiting feedback.
Step 8: Use Calendar and Timeline Views in ClickUp
For busy voice actors or production teams, scheduling is critical. Use ClickUp Calendar and Timeline views to:
- Block out recording sessions
- Visualize overlapping deadlines
- Coordinate with engineers and editors
- Avoid overbooking studio time
This makes it easier to honor client delivery dates while keeping your production schedule realistic.
Collaborate and Share Files with ClickUp
ClickUp lets you connect your voice over software workflow with outside tools and stakeholders, centralizing communication.
Step 9: Attach Audio Files and External Links
From each project task, attach:
- Raw and edited audio files from your DAW or voice over software
- Links to cloud storage folders with large WAV exports
- Reference tracks or videos that inform tone and pacing
You can also include a link to the original software comparison article at this voice over software guide so your team can revisit tool recommendations when updating your tech stack.
Step 10: Use Comments for Client Feedback in ClickUp
Instead of spreading feedback across multiple channels, keep it in one ClickUp task:
- Mention clients or producers using @mentions for quick replies.
- Summarize requested changes and link exact time codes.
- Turn key comments into action items using ClickUp task or subtask creation from comments.
This reduces confusion and makes revisions faster and more traceable.
Automate Repetitive Steps in ClickUp
Automation in ClickUp can save time on routine steps so you spend more time recording and editing.
Step 11: Add Simple Automations
Consider adding automations such as:
- When status changes to Client Review, notify the account manager.
- When status changes to Delivered, set a task for invoicing.
- When due date is approaching, send reminders to the assignee.
These automations keep your voice over pipeline moving without constant manual follow-up.
Report on Performance with ClickUp Dashboards
Dashboards in ClickUp provide a snapshot of your voice over business or team performance.
Step 12: Monitor Key Metrics
Use widgets inside ClickUp Dashboards to track:
- Number of active projects per week
- Average turnaround time from script to delivery
- Revisions per project or client
- Upcoming deadlines and session load
This data can inform pricing, capacity planning, and which types of voice over work are most profitable.
Next Steps: Improve Your Workflow Beyond ClickUp
Once your pipeline is organized in ClickUp, you can focus on refining your audio tools, performance technique, and overall business systems.
For broader workflow and systems guidance, you can explore resources from consultants such as Consultevo, then mirror any new processes inside your ClickUp workspace.
By combining a structured project system in ClickUp with high-quality voice over software and clear communication, you can deliver consistent, professional audio projects on time and with fewer revisions.
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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