How to Switch from 17Hats to ClickUp Step by Step
If you are moving from 17Hats to ClickUp, you can create a streamlined workspace that manages tasks, projects, clients, and documents in one place. This guide walks you through each step to rebuild and improve your workflows.
The original comparison of 17Hats alternatives highlights how flexible platforms can replace a limited, all-in-one tool. Using those insights, you will learn how to configure a modern work hub that fits your exact business needs.
Step 1: Plan Your Move to ClickUp
Before building anything, review how you use 17Hats today. Clarify what must be recreated and what can be improved when you move into ClickUp.
List What You Do in 17Hats
Create a simple inventory of your current processes:
- Client intake and onboarding forms
- Quotes, contracts, and proposals
- Invoices and payment reminders
- Project and task tracking
- Calendars and appointments
- Email templates and automations
Mark which of these are critical to day‑to‑day operations. This will guide how you prioritize your setup inside ClickUp.
Decide What ClickUp Should Replace
Based on the comparison of business management tools in the 17Hats alternatives article, many teams choose a flexible workspace to replace multiple separate apps. Decide whether ClickUp will serve as:
- Your main project and task manager
- Your central client and job tracker
- A hub that connects forms, docs, and simple CRM workflows
This decision shapes which features you enable first.
Step 2: Set Up Your ClickUp Hierarchy
The original page emphasizes how modern tools organize work in layers. You can mirror that structure in ClickUp to keep everything easy to find.
Define Spaces for Major Areas
Create broad categories for different parts of your business, such as:
- Sales & Leads – for inquiries, discovery calls, and proposals
- Client Projects – for ongoing jobs and deliverables
- Operations – for internal tasks, templates, and admin work
Each Space in ClickUp acts like a container for Lists, tasks, and views that relate to one function of your business.
Create Lists for Clients and Projects
Within each Space, break work down further:
- In Sales & Leads, create Lists such as New Leads and Active Deals
- In Client Projects, create one List per client or per service type
- In Operations, create Lists for Finance, Marketing, and Templates
This kind of structure, similar to how other 17Hats alternatives are organized, keeps client work separate from internal tasks while still living in a single workspace.
Step 3: Turn Your 17Hats Pipeline into ClickUp Workflows
In 17Hats, you rely on workflows and stages to move clients from inquiry to completed project. Rebuild these as task statuses and views in ClickUp.
Build a Sales Pipeline in ClickUp
For your sales or intake process, create a List called Lead Pipeline with custom statuses such as:
- New Inquiry
- Qualified
- Proposal Sent
- Contract Signed
- Project In Progress
- Closed Won / Closed Lost
Then, create a Board view to display tasks by status. Each task represents a single lead or potential client, similar to how you might track them in other client‑management tools.
Map Project Stages to Task Statuses
In your client project Lists, define statuses that match how you actually deliver work, for example:
- Planning
- In Progress
- Waiting on Client
- Revision
- Done
This gives you a clear, visual representation of where each project stands at any time, just like the pipelines mentioned in the alternatives review.
Step 4: Capture Client Requests with ClickUp Forms
17Hats uses forms to collect client details. You can do the same in ClickUp by creating forms that automatically create tasks in the right List.
Build an Inquiry Form in ClickUp
- Open your Lead Pipeline List.
- Create a new Form view.
- Add fields for name, email, project type, and budget.
- Map each form field to a custom field or task detail.
- Set the default task status to New Inquiry.
Share the form link on your website or proposals. Every submission becomes a new task in ClickUp, ready to move through your pipeline.
Use Forms for Internal Requests
Beyond new leads, create forms to manage internal operations:
- Content or design requests
- Change requests from existing clients
- Support tickets for ongoing retainers
Each response becomes a trackable task, making it easier to manage everything from one system instead of juggling multiple tools.
Step 5: Replace Documents and Templates in ClickUp Docs
The original article describes how many teams outgrow basic document features in simple business platforms. You can centralize and improve your materials using Docs inside ClickUp.
Rebuild Your Client-Facing Templates
Use Docs to host:
- Proposal outlines and scopes of work
- Onboarding instructions and welcome packets
- Standard operating procedures for your team
Organize these Docs into folders that mirror your Spaces and Lists so everything stays consistent and easy to locate.
Connect Docs Directly to Tasks
When you open a client project task in ClickUp, attach relevant Docs directly to that task. This keeps agreements, checklists, and briefs one click away from the actual work being done.
Step 6: Automate Repetitive Work in ClickUp
17Hats uses workflows for repetitive processes such as sending reminders and moving stages. You can set up similar automation in ClickUp to save time.
Use Task Templates for Recurring Projects
For projects you deliver repeatedly, like photo shoots or design packages:
- Create a sample task with every subtask and checklist item.
- Convert it into a Task Template.
- Apply the template each time you book a similar job.
This ensures every step is captured and helps you maintain consistent quality across clients.
Set Simple Automations in ClickUp
Within your Lists, configure automations like:
- When a form is submitted, assign the task to a specific team member.
- When a status changes to Project In Progress, set a due date.
- When a task moves to Done, notify accounting or operations.
These automations replicate the time‑saving workflows you may have relied on before, while giving you more control over each trigger and action.
Step 7: Track Time and Progress
The comparison content on the source page notes that service businesses need to monitor their time and profitability. Use features inside ClickUp to track what matters.
Enable Time Tracking
On tasks in your client project Lists, enable built‑in time tracking or connect a preferred time tracking integration. Log hours directly against tasks so you can:
- See how long each type of work actually takes
- Compare estimates to real delivery times
- Identify bottlenecks in your process
Use Dashboards for a High-Level View
Create Dashboards in ClickUp to monitor:
- Number of active leads and projects
- Tasks overdue by client or List
- Workload by team member
This view helps you make decisions about capacity and deadlines without leaving your workspace.
Step 8: Optimize Your Setup Over Time
Modern business platforms, including the options discussed in the 17Hats alternatives article, are most powerful when you iterate on your setup.
Collect Feedback from Your Team
After a few weeks of using ClickUp, ask your team:
- Which views are they actually using?
- Which automations save the most time?
- Where do they still feel friction or confusion?
Adjust your Spaces, Lists, and statuses based on this feedback so the tool fits the way you really work.
Review Your Client Journey Regularly
Once a quarter, walk through your entire client experience from inquiry to project completion using the tasks, forms, and Docs you have created. Look for:
- Steps that can be merged or automated
- Messages or documents that need updating
- Opportunities to add upsells or follow‑up projects
This ongoing refinement will help you get the most value from your new workspace.
Next Steps After Moving to ClickUp
By planning your migration, organizing a clear hierarchy, rebuilding pipelines, and adding automation, you can fully replace your previous setup and run your business from one flexible platform.
If you want expert help designing efficient workflows, you can explore consulting resources such as Consultevo for additional guidance and implementation support.
Use this process as a starting point, then continue refining your configuration so ClickUp grows with your services, clients, and team.
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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