How to Use ClickUp as a Hotel CRM

ClickUp can be configured as a powerful, flexible hotel CRM that helps you track leads, manage guest relationships, and organize daily operations in one workspace.

This step-by-step guide shows you how to turn a blank ClickUp workspace into a hotel CRM system inspired by the best practices highlighted in the best CRM software for hotels overview.

Why Build a Hotel CRM in ClickUp

Modern hotels need more than a simple contact list. You need a central place to manage guest data, track inquiries, and coordinate teams.

Using ClickUp as your hotel CRM helps you:

• Capture and qualify leads from multiple channels
• Track each guest through the booking journey
• Standardize follow-up processes and reminders
• Share guest context with front desk, sales, and marketing
• Analyze performance with views, fields, and dashboards

Because ClickUp is a project management and productivity platform, you can design workflows that match your property type, size, and service style.

Prepare Your ClickUp Workspace

Before building your hotel CRM system, set up your core structure inside ClickUp.

Create a Hotel CRM Space in ClickUp

1. Log in to your ClickUp account.
2. From the sidebar, select + Space.
3. Name it something clear, such as Hotel CRM & Guests.
4. Choose a color and icon that align with your property brand.
5. Enable features you will need later, such as tasks, custom fields, forms, automations, and views.

This dedicated Space keeps all guest and sales data organized and separate from other departments.

Design Folders for Hotel Operations in ClickUp

Inside your new Space, create Folders that reflect different hotel workflows. For example:

• Sales & Inquiries – leads, RFPs, group requests
• Individual Guests – repeat visitors and loyalty profiles
• Groups & Events – conferences, weddings, corporate stays
• Partnerships – corporate accounts, travel agents, OTAs

Each Folder will contain Lists that represent specific pipelines or segments.

Build Your Lead Pipeline in ClickUp

The heart of a hotel CRM is a clear pipeline from first contact to completed stay. You can model this with Lists and statuses in ClickUp.

Create a Lead List and Statuses

1. In the Sales & Inquiries Folder, add a List named Leads & Bookings.
2. Open List Settings and customize task statuses to mirror your hotel funnel, such as:
   • New Inquiry
   • Contacted
   • Qualified
   • Proposal Sent
   • Tentative Hold
   • Booked
   • Lost
3. Customize color coding so staff can see status at a glance.

Each task in this List will represent a lead, guest, or group opportunity.

Add CRM Custom Fields in ClickUp

Use custom fields so your guest records store the right information. Consider adding:

• Guest Type (single-select: Individual, Group, Corporate, OTA)
• Check-in Date (date)
• Check-out Date (date)
• Estimated Value (currency)
• Room Type Requested
• Source (Website, Phone, OTA, Walk-in, Travel Agent)
• Company / Group Name
• Decision Deadline (date)
• Priority (Low, Medium, High, VIP)

To add these fields, open any task in ClickUp, scroll to custom fields, and select the field types that best match your data.

Capture Leads with ClickUp Forms

One of the most effective ways to feed your hotel CRM is to use Forms, which come directly from ClickUp.

Build a Booking Inquiry Form in ClickUp

1. Open your Leads & Bookings List.
2. Switch to the Form view or add a new Form from the + view menu.
3. Drag in fields such as:
   • Name
   • Email
   • Phone
   • Arrival and departure dates
   • Number of guests
   • Room preferences
   • Occasion (Business, Vacation, Event, Wedding)
4. Map Form questions to your existing custom fields so data lands correctly.
5. Set a default status like New Inquiry for each submission.
6. Publish the Form and embed it on your website or share the link with partners.

Every submission instantly creates a new task in ClickUp, turning your workspace into a live hotel CRM intake hub.

Organize Guest Data Views in ClickUp

Once you have leads flowing in, create multiple views so different teams can see data in ways that match their roles.

Use Board and List Views in ClickUp

• Board View: Visual pipeline with columns for each status. Perfect for sales teams and revenue managers.
• List View: Table-style overview with columns for dates, values, and guest types. Ideal for reporting and forecasting.
• Calendar View: Shows inquiries and stays across the month, helping you spot busy periods.

Each view in ClickUp can be filtered (for example, by status or guest type) so staff only see what matters to them.

Segment VIP and Corporate Guests in ClickUp

To improve personalization, create filtered views for specific guest categories:

• VIP returning guests with high estimated value
• Corporate accounts with upcoming renewal dates
• Event organizers with open proposals

Save each filter as its own view so your team can jump directly into their priority segment when they open ClickUp.

Automate Follow-Ups with ClickUp

Automation is essential to making a hotel CRM efficient. ClickUp includes built-in Automations you can configure without coding.

Set Up Lead Response Automations

1. Open the Automations panel in your List.
2. Create rules such as:
   • When a new task is created from the Form, then assign it to the reservations team and set due date to today.
   • When status changes to Proposal Sent, then set follow-up date for two days later.
   • When a task moves to Booked, then add a checklist for pre-arrival tasks.
3. Test each automation with a sample lead to verify it behaves as expected.

These rules ensure that new inquiries never slip through the cracks and that every prospect receives timely attention.

Create Guest Experience Checklists in ClickUp

For each booked stay, your team can run standardized checklists to deliver consistent service. Examples:

• Confirm arrival time and special requests
• Arrange transportation or early check-in
• Prepare welcome amenities for VIPs
• Schedule post-stay feedback email

Add these as task checklists or subtasks in ClickUp so every department knows its responsibilities.

Collaborate Across Hotel Teams in ClickUp

A hotel CRM is most valuable when every team can contribute. ClickUp supports real-time collaboration around each guest or group.

Use Comments, Mentions, and Attachments

Within each task, your staff can:

• Leave comments documenting calls and conversations
• Mention colleagues with @ to request help or approvals
• Attach proposals, contracts, rooming lists, and banquet orders
• Add internal notes about guest preferences

This keeps all context in one place instead of scattered across emails and spreadsheets.

Manage Tasks and Capacity in ClickUp

For larger hotels and groups, you can further organize work by:

• Assigning tasks to teams (front desk, housekeeping, banquets, sales)
• Using workload views to see upcoming check-ins and events
• Creating recurring tasks for daily operations like arrivals review or upsell campaigns

This turns your ClickUp hotel CRM into a full operational command center.

Analyze Performance in ClickUp

A good CRM helps you understand what works. You can use ClickUp views and reporting features to gain insight into your hotel sales and guest relationships.

Track KPIs for Your Hotel CRM

Configure views and dashboards to track metrics such as:

• Number of new inquiries per week by source
• Conversion rate from inquiry to booked
• Average lead response time
• Pipeline value by month or season
• Top-performing channels (website, OTA, direct corporate)

Filtering by status and custom fields lets you quickly see where to focus sales and marketing efforts.

Next Steps for Optimizing ClickUp

Once your basic hotel CRM is running in ClickUp, you can continue refining it using inspiration from other hotel CRM tools and workflows showcased in the original hotel CRM comparison.

To extend your setup, consider:

• Integrating your email provider to send and log messages directly in tasks
• Connecting analytics or BI tools for deeper revenue reporting
• Collaborating with a hospitality-focused consultant to optimize segmentation and automation

For professional support with configuration, SEO, and automation strategy, you can also explore services from Consultevo, which specializes in digital optimization and systems design.

By following these steps and tailoring the structure to your property, you can use ClickUp as a flexible hotel CRM that unifies guest data, streamlines communication, and supports better, more personalized stays.

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

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