Agency Management in ClickUp

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How to Manage Your Agency in ClickUp

ClickUp can power every stage of your agency workflow, from client onboarding to project delivery and reporting. This guide shows you step by step how to structure your workspace, organize clients, and use views, templates, and automations tailored for agencies.

All instructions below are based on the official ClickUp for agency management resources, adapted into a practical how-to format.

1. Plan Your Agency Structure in ClickUp

Before building anything, decide how you want to represent your agency in ClickUp. A clear hierarchy keeps work organized and reporting simple.

1.1 Choose the Right Workspace Setup

Use the ClickUp hierarchy to separate operations from client delivery.

  • Workspace: Your agency as a whole.
  • Spaces: Department or function areas, for example:
    • Client Delivery
    • Sales & Marketing
    • Operations & HR
    • Finance & Admin
  • Folders: Group clients or service lines, for example:
    • Clients – Retainers
    • Clients – Projects
    • Paid Media
    • SEO Services
  • Lists: Individual clients, campaigns, or projects.

This structure helps you track workloads, revenue, and timelines across the whole agency inside ClickUp.

1.2 Define Your Service Types

List your common services and how they translate into repeatable projects.

  • Branding and creative packages
  • Website or app builds
  • Paid media and performance marketing
  • SEO retainers
  • Content and social media

Each service type will become a reusable ClickUp template later, so you can launch new client work quickly and consistently.

2. Organize Clients and Projects in ClickUp

Once your structure is defined, add clients and active work into ClickUp so your entire team can collaborate in one place.

2.1 Create Client Lists

  1. Create or open your Client Delivery Space.
  2. Add a Folder such as Clients – Active.
  3. For each client, create a List named with the client account (for example, “Acme Corp SEO Retainer”).

Within each client List, you can manage ongoing retainers, projects, and internal tasks.

2.2 Build Project Tasks and Subtasks

Inside each client List:

  1. Create tasks for high-level deliverables, such as “Q1 Campaign Launch” or “New Website Build”.
  2. Add subtasks for the detailed steps:
    • Strategy and discovery
    • Creative concepts
    • Copy and design
    • Development or build
    • Quality assurance
    • Launch and optimization
  3. Assign an owner, due date, and priority to each task or subtask.

Structured tasks in ClickUp help you see exactly what is in progress for each client.

3. Use ClickUp Views to Track Agency Work

Different ClickUp views let you see your agency workload from multiple angles, such as status, timeline, or workload by team member.

3.1 Board View for Status Management

Use Board view to manage pipelines and production stages.

  1. Open a client List or service Folder.
  2. Switch to Board view.
  3. Create status columns such as:
    • Backlog
    • In Discovery
    • In Production
    • Client Review
    • Approved
    • Completed
  4. Drag tasks across columns as work progresses.

Board view in ClickUp gives your team a visual way to manage work in real time.

3.2 List and Table Views for Details

List or Table view is best for detailed project management.

  • Show custom fields such as budget, campaign type, channel, and client owner.
  • Sort by due date to see upcoming deadlines.
  • Filter by assignee to review each team member’s responsibilities.

These views help you standardize reporting while keeping data organized in ClickUp.

3.3 Calendar and Gantt Views for Timelines

Use time-based views to keep campaigns and launches on schedule.

  • Calendar view: See due dates by day, week, or month, and identify crowding or gaps.
  • Gantt view: Visualize task dependencies, move timelines, and adjust workloads across complex builds.

ClickUp timeline views are useful for coordinating with clients and resource planning.

4. Build Reusable ClickUp Templates for Your Agency

Templates save time and ensure your team follows the same process for every client.

4.1 Create Project Templates

  1. Set up a model List for one service type (for example, “Standard Website Build”).
  2. Add all phases, tasks, subtasks, assignees, and dependencies.
  3. From the List settings, save the entire List as a Template.
  4. Name it clearly, such as “Template – Website Build – Standard”.

Next time you sell that service, apply the template in ClickUp to launch the project in minutes.

4.2 Create Task and Checklist Templates

For repeated steps like creative reviews or campaign launches, build templates at the task level.

  1. Create a task with a detailed checklist of steps.
  2. Include fields like channel, audience, and objective.
  3. Save the task as a Task Template for re-use across clients.

This makes your delivery consistent and easier to train new team members on ClickUp processes.

5. Automate Repetitive Agency Work in ClickUp

Automations reduce manual work and help your team avoid missed steps or approvals.

5.1 Set Up Status-Based Automations

Common automations agencies use in ClickUp include:

  • When task status changes to Client Review, assign to the account manager.
  • When status changes to Approved, move the task to the “Ready to Launch” List.
  • When a new task is created in a client List, set standard due dates or priorities.

Configure these automations in the Automations panel to keep work flowing smoothly.

5.2 Use Recurring Tasks for Retainers

For ongoing retainers, create recurring tasks in ClickUp.

  1. Create a task such as “Monthly Performance Report”.
  2. Set a recurring schedule (for example, every month on the 1st).
  3. Assign to the responsible strategist or analyst.

This ensures repeating work is never forgotten and is tracked centrally.

6. Track Agency Performance with ClickUp Reporting

Dashboards and reporting in ClickUp give you a high-level view of how your agency is performing.

6.1 Build Dashboards for Leadership

Use ClickUp Dashboards to monitor:

  • Active projects by client or service line
  • Tasks by status, priority, or List
  • Workload by assignee or team
  • Billable hours or time tracked (if you use time tracking)

Add widgets such as charts, lists, and workload views to get fast insight into delivery and capacity.

6.2 Share Views and Reports with Clients

ClickUp allows you to share specific views externally.

  • Create a client-facing List or Dashboard with only relevant tasks.
  • Hide internal tasks or comments not meant for the client.
  • Provide view-only access so clients can follow progress without extra meetings.

This transparency builds trust and reduces status update requests.

7. Collaborate with Your Team in ClickUp

Agency work is highly collaborative. Use ClickUp features to centralize communication.

  • Comments: Keep feedback, questions, and decisions on the related task.
  • Mentions: Use @mentions to notify specific team members or groups.
  • Attachments: Store files, creative assets, and documents directly inside tasks.
  • Docs: Build briefs, scopes, and playbooks directly in ClickUp Docs and link them to tasks.

When everything lives in ClickUp, your agency reduces context switching and lost information.

8. Learn More About ClickUp for Agency Management

For additional details, examples, and official guidance, review the ClickUp for agency management help center section from the product documentation.

If you need expert help implementing this structure or optimizing your processes, you can also work with a specialized consulting partner such as Consultevo to design and roll out your agency system.

By following these steps and refining them to match your services, you can turn ClickUp into a complete operating system for your agency, improving visibility, efficiency, and client satisfaction.

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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