How to Build a Client Arrival Notification System in ClickUp

A client arrival notification system in ClickUp helps your team know exactly when customers show up, who is serving them, and what needs to happen next. This step-by-step guide walks you through building a simple, scalable workflow you can adapt to any service-based business.

The instructions below are based on the process described in the original tutorial on the ClickUp blog and adapted into a clear how-to format.

Plan Your Client Arrival Workflow in ClickUp

Before building anything, outline how you want arrivals to move through your process. In most cases, an arrival moves through four stages:

Client arrives and checks in
Notification is sent to the right team or person
Client is seated, assigned, or admitted
Visit is completed and logged

In ClickUp, these stages translate into tasks, statuses, and views that give everyone a shared source of truth.

Set Up a Space and Folder in ClickUp

Start by creating a dedicated location for your arrival workflow so it does not get mixed with unrelated tasks.

Create a new Space for operations, reception, or front desk work.
Inside that Space, create a Folder named something like “Client Arrival Management”.
Within the Folder, add a List to store every client arrival entry.

This structure keeps all arrival information centralized and easy to track across the ClickUp platform.

Create a Client Arrival List in ClickUp

Your arrival List will hold one task per client visit. Each task can track who arrived, when they arrived, and what service they need.

Open your operations or reception Space.
Select the “Client Arrival Management” Folder.
Create a new List, for example “Daily Check-ins” or “Client Arrivals”.

You will connect this List to a form and automation rules in the next steps so that arrivals are captured automatically in ClickUp.

Add Custom Fields in ClickUp for Client Details

Custom Fields allow you to capture structured data for every arrival. Think about what your team must know the moment a client walks in.

Common Custom Fields for an arrival system include:

Client Name (Text)
Arrival Time (Date & Time)
Reason for Visit (Dropdown)
Assigned Staff (User)
Location or Room (Text or Dropdown)
Priority (Dropdown or Label)

Open your arrival List.
Click + Add Custom Field.
Create each field you need to track arrivals in ClickUp.

Once these fields are in place, every new task created by the arrival form will contain consistent, actionable details.

Build a Client Check-In Form in ClickUp

A form lets front-desk staff or clients themselves submit arrival information directly into ClickUp without touching the task interface.

In your arrival List, add a new Form view.
Drag the Custom Fields you created into the form layout.
Rename form fields so they are easy for visitors or staff to understand.
Customize confirmation messages or redirect URLs if needed.
Copy the form share link or embed code for use on a tablet, kiosk, or internal page.

Now, every submitted form entry will create a new task in your List, instantly logging the client’s arrival in ClickUp.

Configure Task Statuses in ClickUp for Arrivals

Statuses show where each client stands in your arrival process. Use simple, clear language your team understands at a glance.

Common statuses for a client arrival system:

Waiting – client has checked in but not yet seen
In Progress – client is currently being served
Completed – visit is finished
No Show / Canceled – client left or appointment was canceled

Go to List settings in ClickUp.
Open Status settings.
Add, rename, or reorder statuses to reflect your workflow.

Each task created by the form will start in a default status (such as Waiting) and move forward as your team works with the client.

Set Up ClickUp Automations for Instant Notifications

Automations are where your client arrival notification system comes to life. When a new arrival task is created, ClickUp can instantly notify the right person or channel.

Open the arrival List and click Automations.
Choose a trigger such as When task is created or When status changes to Waiting.
Add actions like:
- Assign task to a specific user or team
- Post comment @mentioning staff
- Send email to a group address
- Move task to a different List if needed
Save the automation and test by submitting the form.

With these rules, ClickUp becomes your automated announcement system, removing the need for manual calls or walkie-talkie messages when clients arrive.

Create ClickUp Views for Front Desk and Staff

Different roles need different perspectives on the arrival queue. You can design tailored views in ClickUp so everyone sees what matters most.

Front Desk View in ClickUp

Build a clear, real-time queue for reception staff.

Use a List or Table view filtered to today’s arrivals.
Sort by Arrival Time so the next guest in line is always at the top.
Display columns for Client Name, Assigned Staff, Reason for Visit, and Status.

Staff View in ClickUp

Each staff member needs to know which clients are waiting specifically for them.

Create a view filtered by Assignee = Me.
Group tasks by Status so they can see waiting vs. in-progress clients.
Save this as a personal view for each team member.

Manager View in ClickUp

Managers may want to track performance and client flow over time.

Create a Dashboard to show arrival counts and average wait times.
Use Charts for volume by hour, staff member, or service type.
Monitor bottlenecks where too many arrivals sit in the Waiting status.

Test and Refine Your ClickUp Arrival System

Once everything is set up, run realistic tests before using the system with real clients.

Submit several test entries through the form for multiple staff members.
Confirm tasks appear in the correct views with all fields filled.
Verify automations send notifications to the right users or channels.
Adjust Custom Fields, statuses, and views in ClickUp based on feedback.

Continue iterating until front-desk staff and service providers can see and act on arrivals with minimal clicks.

Document and Train Your Team in ClickUp

Even the best workflow fails if people do not know how to use it. Add simple documentation directly inside ClickUp so procedures are easy to find.

Create a Doc that explains how to:

Submit an arrival via the form
Handle walk-in clients
Update statuses and Custom Fields
Use personal and team views

Pin the Doc to the arrival List so every team member can refer to it quickly.

Resources and Next Steps

You can review the original tutorial and example setup on the official ClickUp client arrival notification system guide to see screenshots and additional context.

If you need help designing more advanced workflows, consulting partners such as Consultevo can assist with process mapping, automation design, and broader workspace optimization.

By combining forms, Custom Fields, statuses, views, and automations, you can turn ClickUp into a complete client arrival notification system that keeps your team informed and your clients moving smoothly through every visit.

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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