How to Use ClickUp as a Form Builder

ClickUp can replace traditional form tools like Paperform by turning simple lists into powerful, automated form workflows. This how-to guide walks you step-by-step through setting up forms, customizing fields, collecting responses, and managing submissions inside a flexible productivity platform.

The instructions below are based on the Paperform alternatives comparison at ClickUp’s blog article about Paperform alternatives, translated into a practical, hands-on tutorial.

Why Use ClickUp Instead of Standalone Form Tools

Most dedicated form tools stop at collecting answers. You export data, then manually move everything to your project management or CRM platform.

Using ClickUp as a form builder means responses land directly in your workspace, where you can:

• Turn submissions into actionable tasks
• Assign owners instantly
• Apply custom workflows and automations
• Track progress with dashboards and views

This makes it ideal for request intake, support tickets, creative briefs, event registrations, or any workflow where forms start a process.

Getting Started With a ClickUp Form

Before you build your first form, you need the right space and list ready to hold submissions.

Step 1: Create a Space and Folder

1. Log in to your workspace.

2. Create a Space dedicated to your form-driven process (for example, “Requests” or “Leads”).

3. Inside the Space, add a Folder to group related lists such as “Support Requests” or “Marketing Briefs”.

This structure keeps form responses organized as your usage grows.

Step 2: Add a List for Form Submissions

1. Within your Folder, click to create a new List.

2. Name the List based on the form’s purpose (for example, “Website Contact Form” or “Bug Reports”).

3. All form submissions will appear as tasks in this List.

Building a ClickUp Form View

Form functionality is delivered through the Form view. Each List can have one or more forms depending on your process.

Step 3: Add the ClickUp Form View

1. Open the List you created.

2. Click the “+ View” button at the top of the List.

3. Select “Form” from the available view types.

4. Give your form view a clear name if needed.

You now have a basic canvas to turn task fields into user-friendly form questions.

Step 4: Configure Form Fields

The strength of ClickUp as a form builder comes from custom fields. These become your form questions.

1. In the Form view editor, drag existing fields into the visible form area.

2. Click a field to customize the label and description. Use plain language for submitters.

3. Mark important fields as required so submissions always include essential info.

Common field types you might add:

• Short text: Name, subject line, short answers
• Long text: Detailed descriptions, project briefs
• Dropdowns: Priority, department, category
• Numbers: Budget, quantity, estimates
• Dates: Due dates, event dates, target launch

Designing a User-Friendly ClickUp Form

Good form design increases completion rates and ensures you get the data your team needs to work efficiently.

Step 5: Add Titles, Instructions, and Branding

1. Set a clear form title that reflects its purpose.

2. Add a short introduction explaining who should use the form and what happens after submission.

3. Use section headings to group related questions such as “Contact Details”, “Project Info”, or “Issue Details”.

While ClickUp is not a design-heavy marketing form tool, simple structure and clear copy can deliver a smooth experience for internal and external users.

Step 6: Control Form Behavior

In the form settings, fine-tune how submissions behave:

• Default task status: Choose a status like “New” or “Intake” so every submission lands ready for triage.
• Assignee: Auto-assign new tasks to a person or team to avoid lost requests.
• Confirmation message: Customize the text users see after submitting, outlining next steps and response times.

Sharing Your ClickUp Form

Once your form is built, you need to put it in front of the right audience.

Step 7: Publish and Distribute

1. In the Form view, enable sharing to generate a public URL.

2. Send the link via email, chat, or embed it on your intranet or website, depending on who should access it.

3. Optionally, pin the form link in your team’s primary communication channels for easy access.

Every submission through the link instantly becomes a task on your List, complete with the captured data.

Managing Submissions Inside ClickUp

Once data starts flowing in, you can use the platform’s views and hierarchy to manage work from intake to completion.

Step 8: Use List, Board, and Calendar Views

Switch between different views on the same List to analyze and act on submissions:

• List view: Scan all entries, sort by priority, status, or assignee.
• Board view: Drag submissions through stages like “New”, “In Progress”, and “Done”.
• Calendar view: Visualize date-based items like events, deadlines, and appointments.

This flexibility is one of the key reasons many teams choose this tool over form-only platforms like Paperform.

Step 9: Automate Repetitive Steps

Automations let you reduce manual work once tasks are created by the form.

1. Open the Automations for your List.

2. Create rules such as:

   • When a new task is created, set a due date.
   • When a task enters a certain status, notify a specific user.
   • When a priority is set to “Urgent”, move it to a special List.

3. Test each rule with a sample submission.

These workflows transform simple intake forms into end-to-end request management systems.

Collaborating on Form-Based Workflows

ClickUp also supports collaboration around submissions so teams can align quickly.

Step 10: Comment, Assign, and Track

• Comments: Use task comments to clarify incomplete submissions or ask follow-up questions.
• Mentions: Mention teammates when their input is needed on a response.
• Checklists: Break down submissions into smaller action items inside each task.

Over time, you can refine your form fields based on recurring questions or missing data, ensuring every new submission is more complete.

Improving Your Form Strategy Over Time

Like any workflow, form processes benefit from regular review and optimization.

• Monitor which fields are often left blank and simplify or reword them.
• Use custom views to analyze categories, sources, or outcomes.
• Adjust automations as your team’s process evolves.

If you work with consultants or agencies to optimize your workspace, you can also explore resources like Consultevo’s ClickUp-focused consulting services for additional workspace strategy and implementation help.

Learn More About Paperform Alternatives

This tutorial was inspired by the comparison of leading Paperform alternatives. To see how different tools stack up and why teams lean on ClickUp for more than just forms, review the original breakdown on the Paperform alternatives blog page.

By following the steps above, you can turn a simple List into a robust intake system, use automation to streamline your workflows, and manage everything from a single, unified workspace.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`