How to Streamline Agency Approval Workflows in ClickUp

Agencies use ClickUp to manage complex client projects, but approval workflows often slow everything down. This guide shows you how to design, automate, and refine an efficient approval process so work moves smoothly from draft to done.

The steps below are based on the best practices described in the original workflow optimization guide from ClickUp’s blog on approval workflows, adapted into a practical how-to format.

Step 1: Map Your Current Approval Process Before Using ClickUp

Before configuring ClickUp, capture how approvals really work today. This prevents you from recreating a flawed process inside your workspace.

Document every approval touchpoint

Start by outlining each stage where work must be approved. Focus on actual behavior, not just the official policy.

• List every approver involved at each step.
• Note what they review (copy, design, budget, legal, brand, etc.).
• Record typical turnaround times and delays.
• Capture where requests arrive (email, chat, meetings).

Identify bottlenecks and failure points

Next, highlight what slows your work down.

• Tasks stuck waiting on a single busy stakeholder.
• Approvals lost in long email threads.
• Duplicate reviews from multiple departments.
• Confusion over who has the final sign-off.

Keep this map nearby. You will translate each step into a clearer, automated flow inside ClickUp.

Step 2: Design a Clear Approval Workflow Structure in ClickUp

With your current flow documented, you can design a streamlined structure inside ClickUp that removes ambiguity and reduces manual chasing.

Define your core approval stages

Decide the minimal set of stages work must pass through, such as:

• Draft in progress
• Internal review
• Client review
• Revisions
• Final approval
• Ready for launch

In your ClickUp Space or Folder, align task statuses with these stages so everyone sees where each item stands at a glance.

Create standardized task templates in ClickUp

Turn recurring projects into reusable templates.

• Include pre-defined subtasks for each review step.
• Add custom fields for approver names, due dates, and priority.
• Preload checklists for required assets and compliance checks.
• Attach example briefs or brand guidelines directly to the template.

Templates in ClickUp help your team launch new projects with consistent approval paths and no missing steps.

Step 3: Configure Roles, Owners, and Permissions in ClickUp

Even the best workflow fails if nobody knows who is responsible. Clear ownership inside ClickUp keeps approvals moving.

Assign a single owner for each stage

For each approval step, define one person who is accountable for progress.

• Use the task assignee to mark the current owner.
• Add watchers for stakeholders who need visibility.
• Use custom fields to indicate the final decision maker.

Update ownership as tasks move between stages so it is always obvious who must act next.

Set appropriate sharing and access

Configure permissions in ClickUp to protect sensitive work while keeping approvers informed.

• Share specific Lists or Folders with clients for external review.
• Restrict editing rights where only approvers can change statuses.
• Use comments instead of direct edits when reviewers should only provide feedback.

Well-defined permissions reduce risk and keep your workspace organized.

Step 4: Automate Approval Handoffs with ClickUp

Manual updates and reminders waste valuable time. Use automation features inside ClickUp to push tasks forward and keep everyone informed.

Create automation rules for status changes

Set up automations that trigger when a task moves between stages.

• Automatically reassign tasks to the next approver after internal review.
• Send notifications to clients when items are ready for their feedback.
• Update due dates when a task enters the revision phase.

These automations in ClickUp reduce follow-up messages and clarify next steps for each stakeholder.

Use reminders and due dates to prevent delays

Deadlines keep approvals on track and predictable.

• Add start dates and due dates for every approval step.
• Set reminders for approvers a few days before deadlines.
• Use recurring tasks for routine approvals such as monthly reports.

Time-based rules help your team treat approvals as scheduled work, not ad-hoc favors.

Step 5: Centralize Feedback and Versions in ClickUp

Scattered comments and files make approvals painful. Consolidate everything inside ClickUp so everyone works from the same information.

Use comments and proofing instead of email chains

Encourage reviewers to leave feedback directly on the task.

• Use threaded comments for specific questions or decisions.
• Mention teammates with @mentions to route feedback quickly.
• Capture decisions in pinned comments so they are easy to find.

For visual work, use built-in proofing tools inside ClickUp when available to annotate designs, images, or videos.

Control versions and attachments

Store all relevant files with the task so approvers always see the latest version.

• Upload each new draft instead of replacing old ones.
• Label versions clearly in file names or a custom field.
• Link approved assets to final tasks for future reference.

This approach reduces confusion over which version was approved and simplifies audits or post-project reviews.

Step 6: Track Performance and Improve Workflows in ClickUp

Once your approval workflow runs in ClickUp, use reporting and views to monitor performance and keep improving.

Monitor approval timelines and bottlenecks

Use dashboards and views to track how long tasks spend in each stage.

• Build a board view organized by status for a high-level snapshot.
• Filter tasks to highlight items overdue for approval.
• Review historical data to find where work gets stuck most often.

Share these insights with stakeholders so they understand how their responsiveness affects delivery dates.

Refine your workflow based on data

Use what you learn to refine your process inside ClickUp.

• Remove unnecessary review steps that add little value.
• Combine similar approvals into a single stage with clear criteria.
• Update templates when you find repeat issues or missing steps.
• Adjust automation rules if notifications are too noisy or too quiet.

Treat your approval workflow as a living system that evolves as your agency grows.

Step 7: Standardize and Train Your Team on ClickUp Workflows

The most efficient workflow only works if everyone follows it consistently. Document and teach your process so approvals become predictable.

Create a simple workflow playbook in ClickUp

Document your process in a central place that anyone can access.

• Create a Docs page describing each approval stage and its owner.
• Include screenshots of key views in ClickUp.
• Add links to templates and example tasks.
• Define communication norms, such as always using comments instead of email.

Link this playbook at the top of your main Spaces or Folders so new team members can ramp up quickly.

Run onboarding and refresh sessions

Teach your team and clients how your approval workflow operates.

• Host short walkthroughs demonstrating the process in ClickUp.
• Show approvers exactly where to leave feedback.
• Review common mistakes and how to avoid them.

The more comfortable people are with the system, the smoother approvals will be.

Next Steps: Combine ClickUp with Expert Process Design

When implemented thoughtfully, ClickUp becomes a powerful hub for structured, trackable approvals across your agency’s projects. To take your operations further, consider pairing strong software configuration with professional process design.

Specialized consultancies like Consultevo can help you blueprint scalable workflows, align them with your business goals, and implement them efficiently inside your workspace.

By mapping your current process, designing clear stages, automating handoffs, centralizing feedback, and continuously improving based on data, you will transform approvals from a frustrating bottleneck into a competitive advantage using ClickUp.