How to Build a Media Contact Database with ClickUp AI Agents

ClickUp provides AI agents that can automatically gather, structure, and maintain a media contact database so your PR team can focus on strategy instead of manual research.

This how-to guide walks you through setting up an AI agent designed for media outreach, based on the Media Contact Database template available in ClickUp AI Agents.

Overview of the ClickUp Media Contact Database Agent

The Media Contact Database agent is a pre-built workflow that researches journalists and media outlets, then organizes the results in a structured list. It is designed for marketing, PR, and communications teams that need up-to-date contact details for outreach campaigns.

Using the template, the agent can:

• Collect journalist names, titles, and outlets
• Capture contact channels and social profiles when available
• Summarize coverage topics and beats
• Store information in a reusable database for future campaigns

Accessing the ClickUp AI Agents Template

To start, you need access to ClickUp and the AI agents workspace. From there, you can locate and use the Media Contact Database template directly.

Step 1: Open ClickUp AI Agents

1. Sign in to your ClickUp account in your browser.
2. Navigate to the AI section where agents and templates are listed.
3. Locate the library or gallery that displays available agent templates.

The Media Contact Database template is categorized as a marketing and PR use case and is designed for repetitive media research tasks.

Step 2: Select the Media Contact Database Template

1. In the template gallery, look for the Media Contact Database agent tile.
2. Open the template details to review what the agent does, including inputs, outputs, and example use cases.
3. Choose the option to use or create an agent from this template.

This creates a dedicated ClickUp AI agent instance that you can customize for your media workflow.

Configuring Your ClickUp Media Contact Agent

Once the agent is created from the template, you can configure it to match your PR goals, target markets, and campaign needs.

Define Your Media Research Goals

Clarify what the agent should prioritize when building your database:

• Type of outlet: online publications, print, TV, podcasts, newsletters
• Geographic focus: local, national, or international markets
• Industry niche: technology, finance, lifestyle, health, etc.
• Purpose: product launches, funding announcements, expert commentary, or ongoing thought leadership

These settings ensure your ClickUp agent focuses on contacts that matter to your campaigns.

Set Agent Instructions and Criteria

The template includes a baseline set of instructions for media research, but you can refine them. Typical criteria include:

• Collect full name and current role
• Capture current publication or network
• Identify coverage topics and recent articles
• Gather email address or preferred contact method when publicly available
• Include social profiles such as LinkedIn or X (Twitter) if they support outreach

Adjust these criteria inside ClickUp so the AI agent follows your policies and respects compliance requirements for data collection and outreach.

Running the ClickUp Media Contact Database Workflow

After configuration, you can run the agent to generate or expand your media contact list based on specific prompts and campaigns.

Step 1: Provide an Initial Prompt or Campaign Brief

Use a clear prompt to guide the agent. For example:

• “Research technology journalists in North America who cover SaaS product launches.”
• “Find finance reporters focusing on fintech funding rounds in Europe.”
• “Identify marketing podcast hosts who interview startup founders.”

Enter this brief directly in the agent interface so the ClickUp AI engine can shape its search and structuring behavior.

Step 2: Review the Generated Contact List

When the agent completes its run, it will output a structured media contact list. This usually includes fields such as:

• Journalist name and title
• Outlet or publication
• Topic focus or beats
• Relevant example article or episode
• Notes on audience or publication style

Scan the list for accuracy, remove irrelevant entries, and flag top-priority contacts for outreach.

Step 3: Store and Organize the Data in ClickUp

The agent is designed to keep information organized for long-term use. You can:

• Store contacts in a dedicated list or database structure.
• Tag contacts by campaign, region, or product line.
• Add custom fields for relationship status, last outreach date, or response notes.

By keeping the entire database inside ClickUp, your team has a single source of truth for every media interaction.

Best Practices for Using ClickUp to Maintain Your Media Database

Building a strong contact list is not a one-time task. The agent supports continuous updates and improvements.

Refresh Contacts Regularly with ClickUp AI

Journalists frequently change beats or move to new outlets. Schedule recurring runs of your agent to:

• Update roles and publication details
• Find new reporters covering your space
• Remove outdated or duplicate entries
• Add notes about recent coverage that impacts your campaigns

These refresh cycles keep your outreach accurate and relevant.

Segment Lists for Targeted PR Outreach

Within your ClickUp workspace, create filtered views that group contacts by:

• Topic or industry focus
• Channel type (print, digital, podcast, broadcast)
• Engagement level or relationship depth
• Priority for major announcements

These segments make it faster to assemble tailored media lists for each press release or pitch series.

Collaborate with Your Team Inside ClickUp

Because the agent and database live in the same platform as your tasks and docs, collaboration becomes simple:

• Assign follow-up tasks linked directly to specific contacts.
• Track status for each pitch or interview request.
• Store pitch templates and talking points alongside your contact records.
• Document outcomes so future outreach can build on past interactions.

This shared context helps marketing and PR teams stay aligned on outreach priorities and timelines.

Using the ClickUp Media Contact Agent with Other Tools

You can combine your AI-powered database with other workflows and resources for smoother PR operations.

• Connect analytics dashboards to measure coverage outcomes.
• Use internal documentation from strategy partners such as Consultevo to refine messaging and campaign planning.
• Reference the original Media Contact Database description on the ClickUp AI Agents page when you need a quick summary of template capabilities.

Next Steps: Scale PR with ClickUp AI Agents

With the Media Contact Database template, you can build a repeatable, AI-driven workflow that keeps your outreach organized and current. Configure the agent, run focused research tasks, maintain your data, and integrate everything into your PR processes so your team can spend more time on relationships and storytelling.

As you grow your media footprint, continue refining your ClickUp agent instructions, criteria, and segments so your database remains accurate, useful, and aligned with your evolving communication strategy.

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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