How to Build High-Converting Onboarding Emails with ClickUp

ClickUp can be your central workspace for planning, writing, and improving onboarding email sequences so every new user, client, or employee gets a smooth, consistent welcome experience.

This how-to guide walks you step-by-step through organizing ideas, documenting workflows, and collaborating on onboarding emails based strictly on the best practices and templates highlighted in the original onboarding email templates guide.

Why Plan Onboarding Emails in ClickUp

Instead of drafting scattered messages in different tools, you can use ClickUp as a centralized hub to manage every part of your onboarding communication.

Working this way helps you:

• Keep all email drafts, approvals, and comments in one place
• Reuse proven onboarding email templates across projects and teams
• Track deadlines and responsibilities so no welcome email is missed
• Measure feedback and continuously improve the user experience

You can also pair this workflow with expert consulting resources such as Consultevo when you need additional strategy or implementation help.

Step 1: Set Up a ClickUp Space for Onboarding

Begin by dedicating a focused area in ClickUp to your onboarding emails so everyone knows exactly where to work.

1. Create a new Space for “Onboarding” or “Lifecycle Emails.”

2. Inside that Space, add a Folder called “Onboarding Email Sequences.”

3. Within the Folder, create separate Lists for each audience, such as:

   • New product users
   • New customers or clients
   • New employees
   • Free trial users

Organizing this structure in ClickUp makes it easy to scale your onboarding strategy across multiple products, regions, or departments.

Step 2: Create ClickUp Tasks for Each Onboarding Email

Each email in your onboarding flow should live as its own task in ClickUp. This keeps content, owners, and timelines clear.

1. In your chosen List, create a task for every onboarding email, such as:

   • Welcome & account confirmation
   • Product tour or feature overview
   • Helpful resources and FAQs
   • Social proof and case studies
   • Upgrade or next-step offer

2. Name each task clearly, for example: “Email 1 – Welcome & Quick Start.”

3. Use Custom Fields in ClickUp to track details like:

   • Email number in sequence
   • Trigger event (signup, purchase, first login)
   • Delay time (e.g., 1 day after signup)
   • Primary objective (activate, educate, upsell)

With this structure, anyone can open a ClickUp task and instantly understand the purpose and place of that email in the sequence.

Step 3: Use ClickUp Docs to Draft and Store Templates

Drafting your onboarding content in ClickUp Docs keeps creative work and project management in the same system.

1. Create a Doc inside the same Space or Folder labeled “Onboarding Email Templates.”

2. Add sections in the Doc for each main template type, such as:

   • Welcome email template
   • Product tour email template
   • Feature spotlight template
   • Re-engagement email template

3. Within each section, outline the core elements:

   • Subject line options
   • Preview text
   • Body copy with personalization tokens
   • Call-to-action variants
   • Optional P.S. or bonus resources

Link each ClickUp Doc section to its corresponding task using task relationships or simply pasting the Doc link into the task description. This ensures that when you open any ClickUp task, the right email template is only one click away.

Step 4: Map Your Onboarding Flow in ClickUp Views

Once your messages are structured, you can use ClickUp views to visualize the entire onboarding journey from welcome to activation.

Use ClickUp List View for Details

List view gives you a detailed grid of every onboarding email, making it easy to scan and update information.

• Sort tasks by email number in the sequence
• Show Custom Fields for triggers, delay time, and goal
• Filter by audience type or product line

This view in ClickUp helps copywriters, marketers, and product teams understand the fine details without hunting through multiple tools.

Use ClickUp Board View for Workflow Stages

Board view lets you manage onboarding emails like a Kanban board, from idea to launch.

Create columns such as:

• Ideas & requests
• Drafting
• Review & approvals
• Ready for automation
• Live & monitoring

Drag and drop tasks through each stage in ClickUp so everyone knows which onboarding emails are still in progress and which are already live.

Use ClickUp Calendar View for Timing

Calendar view is useful when your onboarding emails are tied to specific dates or events, such as product launches or seasonal campaigns.

• Assign due dates to each onboarding email task
• Visualize send windows across weeks or months
• Avoid overlapping or conflicting campaigns

Seeing the full timeline in ClickUp helps you coordinate onboarding with broader marketing and product initiatives.

Step 5: Collaborate with Your Team Inside ClickUp

Onboarding emails often require input from product, marketing, support, and leadership. ClickUp gives everyone a single, shared workspace to collaborate.

Use Comments and Assigned Comments

Within each ClickUp task, use the comment thread to:

• Request copy updates or design tweaks
• Ask product experts for clarity on features
• Capture customer feedback from support teams

Turn feedback into assigned comments so responsible teammates have clear to-dos and due dates, right inside ClickUp.

Manage Approvals and Versions

To keep approvals organized, you can:

• Add a Custom Field for “Approval status” (Draft, In Review, Approved)
• Mention stakeholders with @ to request sign-off
• Attach older versions of copy or screenshots for reference

Using ClickUp this way avoids scattered email threads and makes the approval history easy to review later.

Step 6: Connect ClickUp to Your Email or Automation Tool

While ClickUp is not an email sending platform, it pairs smoothly with your email service provider or marketing automation system.

1. Finalize your email copy and assets in each ClickUp task.

2. Copy the approved content into your email tool, respecting the triggers and delays you documented.

3. Link back to the specific ClickUp task from your automation tool notes so your team always has context.

4. Use ClickUp tasks or recurring reminders to review performance data (open rates, click-throughs, activations) at regular intervals.

This connection keeps strategy, content, and reporting aligned across tools while ClickUp remains your single source of truth for onboarding email planning.

Step 7: Continuously Improve Using ClickUp

Onboarding is never “one and done.” Use ClickUp to track experiments and iterations so your emails keep getting better.

Log A/B Tests as ClickUp Tasks

Create tasks for each test you run, including:

• Subject line experiments
• Call-to-action variations
• Different sequences or timing

Store hypotheses, variations, and results inside these ClickUp tasks so your learnings are documented and easy to reuse.

Maintain a Feedback Backlog

Set up a separate List in ClickUp called “Onboarding Feedback & Ideas.” Populate it with:

• Support tickets highlighting onboarding gaps
• Customer interviews and quotes
• Internal team suggestions for clearer messaging

Regularly review this backlog and promote high-impact ideas into your main onboarding email Lists for future updates.

Use the Original Templates as Your Starting Point

To accelerate setup, refer to the detailed onboarding email structures and examples in the official guide and recreate them inside ClickUp Docs and tasks. You can review the full breakdown of sequences and messages here: onboarding email templates article.

By following these steps and organizing your work within ClickUp, your team gains a reusable, scalable system for planning, writing, reviewing, and optimizing onboarding emails that consistently turn new signups into engaged, successful users.

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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