How to Track Sales Leads in ClickUp Step by Step

ClickUp gives sales and marketing teams a flexible workspace to track every lead from first touch to closed deal. This how-to guide walks you through building a complete lead tracking system using ready-made templates, views, and automations inspired by the examples in the official lead tracking templates overview.

Step 1: Set Up a Lead Tracking Space in ClickUp

Start by creating a dedicated area so every team member knows exactly where to find lead data.

1. Create a new Space and name it something like Sales & Leads.

2. Add Folders such as Inbound Leads, Outbound Prospects, and Customer Success.

3. Inside each Folder, create Lists for different pipelines, campaigns, or products.

Using a consistent hierarchy in ClickUp makes it easier to filter, report, and build dashboards later.

Step 2: Use a Sales Pipeline Template in ClickUp

Next, model your sales process with stages that reflect how you move a contact from prospect to customer.

1. Open your lead List and switch to Board view for a Kanban-style pipeline.

2. Set up statuses such as:

   • New Lead

   • Contacted

   • Qualified

   • Proposal Sent

   • Negotiation

   • Won

   • Lost

3. Save this layout as a template so you can reuse the same structure for other Lists or teams.

This mirrors popular lead tracking templates and keeps every opportunity visible at a glance inside ClickUp.

Step 3: Add Lead-Specific Custom Fields in ClickUp

Custom Fields turn simple tasks into rich lead records so your team can qualify and prioritize effectively.

1. Open the List settings and add Custom Fields such as:

   • Lead Source (dropdown: Website, Referral, Paid Ads, Event, Outbound)

   • Deal Value (currency)

   • Close Probability (percentage)

   • Industry (dropdown)

   • Company Size (number or dropdown)

   • Owner (assignee field for the rep)

2. Set default values for frequently used options like common lead sources.

3. Pin the most important fields so they are always visible in List view.

With these fields in ClickUp, you can quickly filter for high-value or high-probability leads and monitor the health of your pipeline.

Step 4: Capture and Import Leads into ClickUp

Once your structure is ready, bring your contacts into the system so every lead is tracked from day one.

Import existing leads

1. Export leads from your current CRM or spreadsheet to a CSV file.

2. In your lead List, use the import feature to map columns like name, email, company, and revenue to Custom Fields in ClickUp.

3. Confirm that statuses and owners are assigned correctly after the import.

Capture new leads automatically

Depending on your tools, you can send new leads directly to ClickUp:

• Connect form tools and route submissions to a specific List.

• Use email-to-task features to create new tasks for inbound inquiries.

• Standardize naming conventions so every new lead task is easy to search.

Centralizing your intake in ClickUp reduces manual entry and ensures no opportunity slips through the cracks.

Step 5: Build Lead Views and Filters in ClickUp

Views help different roles see exactly what matters to them without creating duplicate data.

Create role-based List and Board views

• SDR Board: Filter for New Lead and Contacted statuses so reps focus on early outreach.

• Account Executive Pipeline: Show Qualified, Proposal Sent, and Negotiation for mid- to late-stage deals.

• Management Overview: Display all active leads with Deal Value and Close Probability columns.

Use filters to focus on priorities

• Filter by Owner to see each rep’s workload.

• Filter by Lead Source to analyze which channels convert best.

• Sort by Deal Value so the highest impact opportunities appear at the top.

These targeted views in ClickUp keep teams aligned while still working from one shared database.

Step 6: Automate Follow-Ups and Status Changes in ClickUp

Automation ensures leads move through the pipeline without relying on memory or manual updates.

1. Open the Automations panel in your lead List.

2. Add rules such as:

   • When a new task is created, then assign it to a default sales rep and set a due date for first contact.

   • When status changes to Proposal Sent, then set a follow-up date and notify the owner.

   • When a task is moved to Won or Lost, then update close date and create a handoff task for onboarding or feedback.

3. Test each rule with a sample lead to make sure it behaves as expected.

Using automation in ClickUp minimizes delays, reduces human error, and keeps your data fresh for accurate reporting.

Step 7: Create ClickUp Dashboards for Lead Reporting

Dashboards turn lead data into visual insights for leadership and individual reps.

1. Create a new Dashboard and connect it to your lead Lists.

2. Add widgets such as:

   • Number of Leads by Stage (chart showing pipeline distribution)

   • Total Pipeline Value (sum of Deal Value for open leads)

   • Leads by Source (bar or pie chart to compare acquisition channels)

   • Tasks by Assignee (workload per rep)

3. Save different Dashboard layouts for executives, sales managers, and marketing teams.

With these dashboards in ClickUp, you can review performance in weekly meetings and quickly spot bottlenecks in your funnel.

Step 8: Collaborate on Lead Activities in ClickUp

Effective lead management is a team effort, and shared communication keeps context in one place.

• Use comments on each lead task to log calls, emails, and meeting notes.

• Mention teammates with @ tags when you need help with pricing, technical questions, or approvals.

• Attach proposals, screenshots, and contracts directly to the lead for easy reference.

• Track tasks for demos, trials, or onboarding as subtasks under the main lead record.

Keeping all activities in ClickUp makes handoffs smooth when leads move between reps or teams.

Step 9: Continuously Improve Your ClickUp Lead Process

Once your system is running, review it regularly and refine your setup.

• Audit Custom Fields and remove those you no longer use.

• Adjust statuses if stages are confusing or rarely used.

• Update Automations to reflect new workflows or product lines.

• Compare conversion rates by stage to identify where leads get stuck.

Because ClickUp is highly customizable, you can evolve your workspace as your sales strategy matures.

Where to Learn More about ClickUp Lead Workflows

To explore more examples and templates, review the official article on lead tracking templates and use cases. For additional guidance on structuring scalable systems and improving implementation, you can also consult specialists such as Consultevo, who focus on productivity and process optimization.

By setting up a dedicated space, using templates, adding Custom Fields, and leveraging automation and dashboards, you turn ClickUp into a powerful, centralized hub for tracking and closing more leads with less effort.

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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