How to Use ClickUp Intake Forms Step-by-Step

ClickUp makes it simple to turn messy requests into organized, trackable work. By using intake forms, you can collect all the information you need up front, route tasks to the right team, and standardize how work enters your system.

This how-to guide walks you through setting up, customizing, and managing intake forms so you can streamline requests in any workflow.

Why Use ClickUp Intake Forms for Requests

Intake forms convert unstructured requests into consistent, actionable tasks. Instead of chasing details across chats and email, you can capture everything in one place and connect it directly to your workspace.

Well-built forms help you:

• Centralize all incoming work in a single location
• Standardize the questions you ask requesters
• Reduce back-and-forth clarification messages
• Keep stakeholders informed and aligned
• Prioritize and schedule work based on real data

The official ClickUp blog article on intake form templates provides a range of examples and use cases you can review here: intake form templates guide.

Plan Your ClickUp Intake Workflow

Before building a form, clarify how requests should move through your system. This makes it easier to map form fields to list fields and statuses.

Define the Purpose of Your ClickUp Form

Decide what type of intake form you want to build. Common examples include:

• IT support or help desk request form
• Marketing or creative brief submission
• Project or initiative intake form
• Customer feedback or bug report form
• HR, facilities, or internal service requests

Each form should have a single, clear purpose so you can keep questions focused and relevant.

Decide Where ClickUp Requests Should Land

Next, choose the list or folder that will receive new tasks created from the form. For example, you might have:

• A single “Request Queue” list for all incoming work
• Separate lists for departments such as IT, Marketing, or Product
• A client-specific folder where each form submission becomes a new task

This destination determines which fields, statuses, and automations the tasks will use once they are created.

Create a New ClickUp Form

Once your workflow is clear, you can build the actual intake form. The steps below outline a typical setup pattern.

Step 1: Add a Form View in ClickUp

1. Open the list where you want requests to appear.
2. From the views bar, add a new view.
3. Select the form view option.
4. Name the view with a clear label such as “Request Form” or “Project Intake”.

Creating the form as a view ensures every submission becomes a task directly in that list.

Step 2: Configure Basic Form Settings

After the view is created, configure its basics:

• Set the form description so requesters understand what it is for.
• Decide whether new tasks should be public or restricted.
• Choose a default status for new tasks (for example, “New” or “Pending Review”).
• Set up any automatic assignees for new submissions.

These settings define how each submission behaves the moment it enters your system.

Add and Map ClickUp Form Fields

Form fields are the core of your intake process. Each field should be intentional, easy to understand, and connected to a specific use in your workflow.

Step 3: Add Essential Request Details

Start with a small set of required fields that appear on nearly every intake form:

• Request title (short, descriptive summary)
• Description or problem statement
• Requester name and contact details
• Deadline or desired completion date
• Priority or urgency level

These basics give your team enough context to quickly triage and schedule the work.

Step 4: Use Custom Fields in ClickUp Forms

Custom fields allow you to capture structured data such as budgets, platforms, or categories. Typical examples include:

• Dropdowns for request type or department
• Number fields for expected cost or hours
• Checkboxes for required approvals
• URL fields for reference links or assets

Map each form question to an existing list field or create a new one. This ensures every answer appears as a usable field in the resulting task, making filtering and reporting much easier.

Step 5: Make Smart Use of Required Fields

Not every field should be required. To keep the form user-friendly:

• Make only the critical questions mandatory.
• Keep optional questions clearly labeled.
• Group related questions together using headings or sections.

This balance reduces drop-offs while still giving your team enough data to move forward.

Optimize ClickUp Intake Forms for Different Teams

Different teams use intake forms in different ways. You can adapt your ClickUp setup to match each use case.

Marketing and Creative ClickUp Request Forms

For marketing or design work, include questions that clarify:

• Target audience and campaign objective
• Key messages and tone of voice
• Channels (email, social, web, print, etc.)
• Required deliverables and file formats
• Brand or style guidelines to follow

Linking these answers to custom fields makes it easy to group and prioritize similar requests.

IT and Support ClickUp Forms

For IT and support teams, tailor questions around:

• Type of issue (hardware, software, access, bug)
• Impact (single user, team, entire company)
• Environment (operating system, app version, device)
• Steps to reproduce the problem
• Urgency based on business impact

Structure these fields so support staff can immediately sort, route, and resolve issues.

Project Intake in ClickUp

For larger initiatives, your intake form should help you decide whether to approve or defer a project. Include fields for:

• Business goals and success metrics
• Estimated budget and timeline
• Key stakeholders and sponsors
• Risks, dependencies, or constraints
• Required tools, integrations, or resources

Using this information, you can compare projects side-by-side and prioritize based on impact.

Automate and Share Your ClickUp Forms

Once your intake form is built, automation and sharing options help you scale its impact.

Step 6: Add Automations to Intake Tasks

Use automations so each new form submission triggers the right actions. Common patterns include:

• Assign tasks to a default owner or round-robin group
• Apply a template with subtasks and checklists
• Set priority based on form answers
• Move tasks to specific lists or statuses
• Notify a channel or stakeholder when a new request arrives

These automations reduce the manual work required to organize each intake.

Step 7: Publish and Embed Your ClickUp Form

To get requests flowing, make the form easy to find:

• Share the public form link with internal teams or clients.
• Embed the form on a web page or intranet.
• Link to the form from help centers, FAQs, or onboarding documents.
• Add the link to email signatures or support auto-replies.

Centralizing access points ensures every request follows the same structured path.

Review and Improve Your ClickUp Intake Process

Your intake form is never truly finished. As you receive more submissions, you will see where requesters get confused or skip important fields.

Step 8: Audit and Refine Fields Regularly

Set a recurring reminder to review your form and the tasks it generates. Look for:

• Fields that are rarely filled out or used
• Patterns in missing information
• Questions that cause frequent clarification follow-ups
• Opportunities to replace free-text answers with structured options

Make small adjustments rather than large overhauls so requesters can adapt smoothly.

Use ClickUp Data to Guide Improvements

Because every answer is stored as task data, you can use reporting and filters to see:

• How many requests arrive per week or month
• Which request types or departments submit the most work
• Average response and completion times
• Which priorities tend to get stuck

Use these insights to refine your questions, adjust SLAs, or rebalance workloads across your team.

Next Steps: Scale Intake With ClickUp and Expert Help

Using ClickUp intake forms, you can transform scattered requests into a predictable, trackable pipeline of work. Start with a single form, connect it to one list, then gradually add new forms for different teams or services as your process matures.

If you want support designing a more advanced intake system, including automations, templates, and reporting dashboards, you can work with specialists through Consultevo to optimize your entire workflow architecture.

Return to your form regularly, review how it is used, and keep iterating so your ClickUp workspace always reflects how your organization truly works.

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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