How to Turn ClickUp into a CRM SaaS Workspace
ClickUp can be configured step by step to work like a full CRM SaaS, helping you track leads, manage accounts, and streamline team workflows in one platform.
This guide shows you how to recreate the CRM system described in the original ClickUp CRM SaaS walkthrough and adapt it to your own sales or customer success team.
Plan Your ClickUp CRM Structure
Before you start building, outline how you want your CRM workspace to function. The article’s example uses ClickUp to centralize all customer operations and make collaboration easier across teams.
Define Your CRM Objectives in ClickUp
Decide what you want your ClickUp CRM to achieve, such as:
- Tracking leads from first touch to closed deal
- Managing customer onboarding and renewals
- Coordinating work across sales, customer success, and support
- Generating predictable revenue and insight-rich reports
Clarifying these goals will help you configure every level of your hierarchy correctly.
Map Your SaaS Teams and Processes
List the teams and workflows that will use your CRM setup:
- Sales reps and account executives
- Customer success managers
- Implementation or onboarding teams
- Marketing and partnership teams
Each group will likely need its own space, views, and custom fields inside ClickUp.
Create Your CRM Workspace in ClickUp
Next, replicate the high-level structure used in the article so your CRM stays organized and scalable.
Step 1: Set Up a Dedicated CRM Workspace
- Create a new workspace and name it clearly, for example: “Revenue Operations CRM”.
- Add the core teams who will use ClickUp every day.
- Set permissions so sensitive customer data can only be accessed by the right people.
This isolates CRM data while keeping it accessible to everyone involved in the customer journey.
Step 2: Build Spaces for Each CRM Function
The article uses separate spaces to reflect the SaaS customer lifecycle. You can follow a similar pattern in ClickUp:
- Sales Pipeline: Leads, opportunities, and deals
- Customer Success: Onboarding, adoption, and renewals
- Support: Issues, tickets, and escalations
- Operations: Internal processes and playbooks
Each space will hold multiple folders and lists tailored to daily workflows.
Design CRM Lists and Custom Fields in ClickUp
Lists and custom fields power most CRM functionality. The article highlights how flexible list layouts and field types make ClickUp behave like a dedicated CRM tool.
Step 3: Create Core CRM Lists
Within your Sales Pipeline space, create lists that reflect stages of the SaaS revenue funnel, for example:
- Inbound Leads
- Outbound Prospects
- Qualified Opportunities
- Negotiation
- Closed Won
- Closed Lost
In the Customer Success space, create lists for:
- New Onboarding
- Active Customers
- At-Risk Accounts
- Renewals and Expansions
These lists let you filter and report on customers based on lifecycle stage.
Step 4: Add Key CRM Custom Fields in ClickUp
Use custom fields to store CRM-specific information on each task or account. Common fields include:
- Account Name
- Company Size
- Industry
- Annual Contract Value (ACV)
- MRR (Monthly Recurring Revenue)
- Close Date
- Lead Source
- Lifecycle Stage
The article’s example uses these fields to drive forecasts, prioritize outreach, and build reliable revenue dashboards inside ClickUp.
Build ClickUp Views That Behave Like a CRM
The CRM walkthrough explains how views turn raw tasks into user-friendly dashboards that feel like a traditional CRM UI.
Step 5: Create Kanban Views for Pipelines
Within each CRM list, add a Board view and group tasks by status or stage. Configure:
- Columns for stages such as New, Qualified, Proposal, and Won
- Card previews that show ACV, owner, and close date
- Swimlanes for segments such as SMB, Mid-Market, and Enterprise
This layout lets your team drag and drop deals through the pipeline while ClickUp automatically tracks progress.
Step 6: Build Table and List Views for Data Management
Use Table views to manage CRM data in bulk, similar to a spreadsheet:
- Show key numeric fields (ACV, MRR, probability)
- Sort by potential value or close date
- Filter by owner, lifecycle stage, or risk
List views work well for daily work management, where each user sees only their assigned deals or accounts.
Step 7: Configure Dashboards in ClickUp
Dashboards give leadership a high-level CRM snapshot. Following the article’s example, add:
- Charts for pipeline value by stage
- Widgets for total MRR and ACV
- Tables for upcoming renewals
- Activity widgets that show recent meetings and updates
These dashboards help you monitor performance across your entire ClickUp CRM instance.
Automate CRM Workflows in ClickUp
A large portion of the source article focuses on using automation to reduce manual work for sales and success teams.
Step 8: Use Automations to Move Deals
Create automations that keep CRM data up to date, for example:
- When status changes to “Won”, move the task to Closed Won and notify finance.
- When a due date is approaching, alert the account owner.
- When an at-risk flag is set, add the account to an escalation list.
Automations ensure that ClickUp mirrors real-world activity without extra admin work.
Step 9: Automate Hand-offs Between Teams
Set up rules to pass accounts seamlessly from sales to customer success, such as:
- When a deal is won, create a linked onboarding task.
- Attach key files and meeting notes automatically.
- Assign onboarding tasks to the right implementation owner.
This mirrors the hand-off workflows showcased in the ClickUp CRM SaaS example and reduces friction during onboarding.
Collaborate Around Accounts in ClickUp
The article emphasizes using ClickUp as a single source of truth for all account-related conversations and documents.
Step 10: Centralize Notes, Docs, and Meetings
To create a full customer timeline:
- Use ClickUp Docs for account plans, QBR decks, and playbooks.
- Attach proposals, contracts, and success plans to the related account task.
- Log meetings as comments, including links to call recordings or notes.
Anyone looking at an account in ClickUp can see the entire relationship history at a glance.
Step 11: Standardize Communication Templates
The SaaS CRM example highlights repeatable processes. You can:
- Build task templates for discovery calls, demos, or renewals.
- Include checklists, fields, and default assignees.
- Use them to ensure every customer follows a consistent journey.
This turns ClickUp into an operational playbook as well as a CRM system.
Optimize and Scale Your ClickUp CRM
Once your basic setup mirrors the example, iterate using real-world feedback.
Step 12: Review Metrics and Improve Processes
On a regular schedule:
- Assess pipeline conversion rates and cycle times.
- Refine stages, fields, and automations to remove friction.
- Adjust views so each role sees what they need instantly.
Fine-tuning your setup over time helps ClickUp stay aligned with your evolving SaaS model.
Get Additional Help With Your Setup
If you need expert support implementing or optimizing a complex ClickUp CRM, consider consulting a specialist. For example, Consultevo offers advisory services focused on building scalable work management and CRM systems.
By following the structure, fields, views, and automations described in the original CRM SaaS article, you can confidently transform ClickUp into a powerful, flexible CRM that supports your entire customer lifecycle.
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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