How to Use ClickUp for Onboarding Success

ClickUp can centralize your entire employee onboarding process, from collecting documents and assigning training to tracking each new hire’s progress in one place. This how-to guide walks you through building a scalable onboarding system using features highlighted in the ClickUp onboarding software overview.

Step 1: Plan Your ClickUp Onboarding Workspace

Before you build anything, outline what your onboarding process should cover. Then translate that plan into a clear structure inside ClickUp.

Define Your Onboarding Stages in ClickUp

List the stages every new employee goes through. Common stages include:

• Pre-boarding (paperwork, equipment, accounts)
• First day basics (introductions, policies)
• Role-specific training
• Compliance and HR training
• Performance check-ins and feedback

Each stage will later become a List, Folder, or group of tasks in ClickUp so you can see exactly where every new hire stands.

Choose a ClickUp Hierarchy for Onboarding

Use the ClickUp hierarchy to keep everything organized and repeatable:

• Workspace: Your entire organization.
• Space: Create an Onboarding or People Operations Space.
• Folder: Add an Employee Onboarding Folder inside that Space.
• Lists: Create Lists like Pre-Boarding, Week 1, Role Training, and 90-Day Plan.

This makes it easy to reuse the same ClickUp structure for every new hire.

Step 2: Build a ClickUp Onboarding Template

Templates let you launch onboarding for each employee with a single click instead of rebuilding tasks manually.

Create a Master Onboarding List in ClickUp

In your Employee Onboarding Folder, create a new List called Master Onboarding Checklist. Add every step a new hire must complete, such as:

• Sign offer letter
• Submit tax and payroll forms
• Review company handbook
• Set up email and core apps
• Meet the manager and team
• Complete security and compliance training
• Set initial performance goals

For each task in ClickUp, add clear descriptions so new hires and managers know exactly what to do.

Add Custom Fields in ClickUp

Use custom fields to track onboarding details at a glance. Helpful fields include:

• Role or department (drop-down)
• Manager (people field)
• Start date (date)
• Onboarding status (drop-down such as Not started, In progress, Completed)
• Office or location (text or drop-down)

These fields make it easy to filter and report on onboarding in ClickUp views.

Save the List as a ClickUp Template

Once your master checklist is ready:

1. Open the Master Onboarding Checklist List in ClickUp.
2. Use the List settings menu and choose the option to save as a template.
3. Give it a clear name, such as Standard Employee Onboarding.
4. Include tasks, descriptions, custom fields, and due date settings.

Now your team can reuse this ClickUp template for every new employee.

Step 3: Launch Onboarding for a New Hire in ClickUp

When a new employee is hired, you can spin up a full onboarding plan in seconds.

Apply the Onboarding Template in ClickUp

To start onboarding for a new hire:

1. Go to your Employee Onboarding Folder in ClickUp.
2. Create a new List and name it after the employee, for example Onboarding – Alex Smith.
3. Apply the Standard Employee Onboarding template to this List.
4. Confirm that all tasks and custom fields appear correctly.

This creates a complete, personalized onboarding workflow inside ClickUp for that individual.

Assign Owners and Due Dates

Next, make sure accountability is clear:

• Assign each task to the correct owner (HR, IT, manager, or the new hire).
• Use the start date field to anchor automatic due dates if you set date offsets in the template.
• Adjust any dates that fall on weekends or holidays.

In ClickUp, you can also use watchers so managers are notified when critical onboarding tasks are done.

Step 4: Track Onboarding Progress in ClickUp

Visibility is essential to ensure nothing slips through the cracks. Use ClickUp views to monitor every step.

Use List, Board, and Calendar Views

ClickUp lets you switch between multiple layouts for the same onboarding data:

• List view: See detailed tasks, assignees, and due dates.
• Board view: Drag tasks across statuses like To do, In progress, and Done.
• Calendar view: Visualize due dates for all onboarding tasks by week or month.

For HR teams managing many new hires, create a high-level Folder view in ClickUp to see all onboarding Lists at once.

Automate Status Updates and Reminders in ClickUp

Automation reduces manual follow-up. Inside ClickUp, set up rules such as:

• When a task is created, assign it automatically based on the department.
• When a task status changes to Done, notify the hiring manager.
• Before a task’s due date, send reminders to the assignee.

These automation rules help keep onboarding moving without constant check-ins.

Step 5: Centralize Training and Resources in ClickUp

New hires need easy access to guides, policies, and training paths. Use ClickUp docs and tasks to centralize everything.

Create ClickUp Docs for Onboarding

Build a library of onboarding documents inside ClickUp, such as:

• Welcome guide for new employees
• Company values and culture overview
• Benefits and policies handbook
• Role-specific playbooks and SOPs

Attach these docs directly to onboarding tasks so new hires can open them without leaving ClickUp.

Link Tools and Apps from ClickUp Tasks

Most onboarding flows rely on multiple tools. Inside each ClickUp task, add:

• Links to HR or payroll systems
• Links to learning platforms and courses
• Access request forms or ticketing systems

This way, ClickUp becomes the single reference point, even if the actual actions happen in other apps.

Step 6: Improve Your ClickUp Onboarding Over Time

As you onboard more employees, refine the workflow based on real feedback and performance.

Review Onboarding Metrics in ClickUp

Use ClickUp reporting and views to review:

• Average time to complete onboarding stages
• Commonly delayed tasks or bottlenecks
• Differences by department or role

Update your templates and custom fields based on what you learn.

Collect Feedback from New Hires Using ClickUp

Create feedback tasks or forms at the end of the onboarding period:

• Add a 30-day feedback and 90-day feedback task.
• Ask what worked well and what was confusing.
• Link to a survey tool if you use one.

Store this feedback in ClickUp so HR and managers can easily review it and adjust the process.

Next Steps

By structuring your workspace, building templates, and using automation, you can run a consistent, trackable onboarding program in ClickUp for every new hire. For additional optimization ideas and strategic implementation help, you can explore consulting resources like Consultevo alongside the official ClickUp onboarding guide. Combine these resources with the steps above to create a streamlined, scalable onboarding experience that grows with your team.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`