Agency task management in ClickUp

Managing clients, creatives, and campaigns is easier when you structure your workflow in ClickUp. This how-to guide walks you through setting up tasks for agency management so your team can move from intake to approval with clarity and consistency.

Plan agency work with ClickUp tasks

Start by treating each major piece of client work as a task. This keeps all requirements, files, and communication in one place.

Create tasks for client deliverables in ClickUp

1. Open the Space or Folder where you manage client work.

2. Select the List for the relevant client, project, or campaign.

3. Click + Task to create a new item.

4. Name the task after the deliverable, such as “Q3 Brand Campaign Launch” or “Website Redesign – Phase 1”.

5. Add a clear description with scope, objectives, and any required assets.

Use separate tasks for key deliverables, for example:

• Campaign strategy outlines

• Ad creative batches

• Landing pages or website sections

• Social content calendars

Organize agency Lists and Folders in ClickUp

To keep tasks easy to find, group them into logical structures:

• By client: A Folder per client with Lists for projects or channels.

• By service line: A Folder for services (SEO, design, paid media) and Lists for clients.

• By campaign: A Folder per large campaign with Lists for planning, production, and reporting.

Choose one structure and apply it consistently so your team always knows where new tasks belong.

Capture client requests in ClickUp

Use tasks to centralize all incoming work from clients or internal stakeholders.

Use forms to create ClickUp tasks from requests

Forms help you standardize briefs and reduce back-and-forth. When someone submits a form, a task is created automatically.

1. Open the List where new requests should land.

2. Create a Form view.

3. Add fields for required details such as:

   • Client or brand name

   • Deliverable type

   • Objectives and target audience

   • Deadline and priority

   • Links to brand assets or references

4. Share the form link with clients or account managers.

Each form submission becomes a task in ClickUp, pre-filled with the brief so your team can start work immediately.

Add custom fields to ClickUp tasks

Custom fields let you track agency-specific data on every task.

Examples of helpful custom fields include:

• Client (Dropdown)

• Channel (Dropdown: Paid, Organic, Email, Social)

• Service type (Dropdown: Design, Copy, Strategy, Development)

• Budget (Currency)

• Campaign phase (Dropdown: Brief, Production, Review, Live)

Apply custom fields to your Lists so every new ClickUp task captures the information you need for reporting and resourcing.

Control workflow stages in ClickUp

Statuses show where each deliverable stands, from intake to final approval.

Set up agency task statuses in ClickUp

Customize statuses to reflect your process. A typical agency workflow might include:

• Intake – Brief received, details under review.

• Planning – Strategy or outline in progress.

• In Design / In Production – Creative, copy, or build work underway.

• Internal Review – Team or lead checking quality.

• Client Review – Work shared with client for feedback.

• Revisions – Updates based on comments.

• Approved – Ready to launch or deliver.

• Live / Completed – Launched and handed off.

Align these statuses across similar Lists so your reporting stays consistent.

Assign ownership and deadlines in ClickUp

To prevent bottlenecks, each task needs a clear owner and date.

• Assign a task to the primary person responsible, such as an account manager or project lead.

• Add watchers for collaborators like designers, writers, and developers.

• Set due dates and, if needed, start dates to define timelines.

• Use priorities to highlight urgent or high-value work.

With ownership and dates in place, ClickUp views like List and Board make it easy to see who is doing what and when.

Collaborate on agency tasks in ClickUp

Use task-level collaboration to keep all communication tied directly to the work.

Share briefs, files, and comments in ClickUp

Inside each task, use the built-in features to keep context together:

• Description: Store the full brief, goals, and success metrics.

• Comments: Discuss ideas, clarify requirements, and track decisions.

• @mentions: Tag teammates when you need input or review.

• Attachments: Upload mockups, documents, spreadsheets, and creative assets.

Because everything is stored on the task, your team can quickly understand the history and context of each deliverable.

Use subtasks and checklists in ClickUp

Break complex client work into smaller, trackable pieces.

• Subtasks: Use when multiple people or stages are involved, such as concepting, copywriting, design, and QA.

• Checklists: Use for quick, repeatable steps like “Run spell check,” “Verify links,” and “Attach final files.”

This structure makes it easier to see exactly what remains before a client delivery or launch.

Track progress and approvals in ClickUp

Once work is underway, use views and automation to keep your agency on schedule.

Monitor agency workload with ClickUp views

Different views highlight different parts of your workflow:

• List view: Scan all client tasks with key columns like status, assignee, due date, and custom fields.

• Board view: Drag and drop tasks through statuses to visualize pipeline flow.

• Calendar view: See due dates, launches, and major milestones across clients.

• Workload or Timeline view: Review capacity and avoid overloading your team.

Filter by client, service, or priority to focus on the most important work.

Streamline reviews and approvals in ClickUp

For visual and content-heavy work, use review features to move tasks from draft to approved.

• Attach design files, screenshots, or documents to the task.

• Use comments to gather internal feedback before sharing with clients.

• Update the task status to signal when it is ready for internal or client review.

• After approval, move the task to an “Approved” or “Live” status so reporting reflects the final state.

Clear status changes and documented comments help you show exactly what was approved and when.

Automate repetitive work in ClickUp

Automation reduces manual updates and keeps your agency workflow consistent.

Use templates and automation rules in ClickUp

Create task templates for recurring deliverables such as monthly reports, campaign launches, or retainer tasks.

• Predefine descriptions, subtasks, checklists, and custom fields.

• Apply templates whenever a similar request comes in.

Set up automation rules, for example:

• When status changes to “Client Review,” assign to the account manager.

• When a task is created via a form, add standard tags and custom field values.

• When a task moves to “Approved,” notify the production or launch team.

These automations keep your ClickUp workflows aligned without relying on manual updates.

Next steps for your agency setup

Use these steps to build a consistent, scalable task structure for your agency. Start with a simple client request List, add custom fields, and refine statuses as your team gains experience.

For additional strategy and implementation support, you can explore consulting resources such as Consultevo. To see the original feature description this guide is based on, refer to the official help article at Use tasks for agency management.

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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