How to Use ClickUp for Performance Reviews
ClickUp makes it easy to move beyond static Excel sheets and build a streamlined, collaborative performance review workflow that your whole team can use in real time.
This step-by-step guide shows you how to recreate and improve traditional Excel performance review templates directly inside ClickUp so you can save time, increase clarity, and track every review in one place.
Why Replace Excel Templates With ClickUp
Before you start building your workspace, it helps to understand the limitations of Excel-based reviews and how ClickUp solves them.
Common problems with Excel performance review templates include:
- Scattered files and version confusion
- Manual calculations and formatting errors
- No built-in collaboration or comments history
- Hard-to-track deadlines and approvals
By moving these review templates into ClickUp, you gain:
- One source of truth for every review cycle
- Custom views for HR, managers, and employees
- Automation for reminders and status changes
- Clear documentation of comments, goals, and scores
The original inspiration for this guide comes from the detailed breakdown of Excel review templates and alternatives in the ClickUp blog article on performance review templates in Excel, which you can read at this resource.
Plan Your Performance Review Setup in ClickUp
Before you create anything, map out how your performance review process should work inside ClickUp.
Decide What to Track in ClickUp
List the key elements your Excel files currently capture, such as:
- Employee details (name, role, department)
- Review period (quarter, half-year, or annual)
- Competency ratings and scores
- Goals and OKRs
- Manager comments and employee feedback
- Final decision or performance summary
These items will become Custom Fields and task sections inside ClickUp.
Choose the Right Structure in ClickUp
A simple structure that works for most teams is:
- Workspace: Your company space
- Folder: “Performance Reviews”
- Lists: One list for each review cycle, such as “2025 Mid-Year Reviews”
- Tasks: One task per employee review
This mirrors multiple Excel sheets but stays organized and searchable inside ClickUp.
Create a Performance Review List in ClickUp
Once your structure is clear, you can build a dedicated list to replace your Excel performance review template.
Step 1: Create the Review List in ClickUp
- Open your chosen Space in ClickUp.
- Click + New Folder (if you do not have a Performance folder yet) and name it “Performance Reviews.”
- Inside that folder, click + New List and name it with the review period, for example, “2025 Annual Reviews.”
This list becomes the central hub for all review tasks.
Step 2: Add Custom Fields in ClickUp
Custom Fields let you reproduce the columns from your Excel performance review templates.
From your new list in ClickUp:
- Click + Add Column or open the Custom Fields menu.
- Create fields such as:
- Department (Dropdown)
- Manager (Assignee or Text)
- Review Period (Date or Dropdown)
- Overall Rating (Number or Dropdown)
- Potential / Performance Matrix (Dropdown)
- Salary Adjustment % (Number)
- Reorder fields to match your old Excel layout so managers feel familiar with the structure.
These fields make filtering, sorting, and reporting far more flexible than in Excel.
Step 3: Build a Task Template in ClickUp
Instead of copying spreadsheet rows, you will use a task template for every review.
- Open any task in your review list or create a new one.
- In the task description, add sections such as:
- Key Responsibilities
- Competency Ratings (with scales, for example 1–5)
- Goal Progress
- Manager Comments
- Employee Self-Review
- Development Plan
- Add custom checklists for steps like:
- Self-review submitted
- Manager review completed
- Calibration complete
- Final approval
- When finished, save the task as a Template in ClickUp, so every review follows the same structure.
Use ClickUp Views to Replace Excel Tabs
Excel performance review templates often rely on multiple sheets or tabs. ClickUp offers different views that replace those tabs with more powerful layouts.
Configure Table or List Views in ClickUp
Set up a view that behaves like an Excel grid:
- From your review list, click + View.
- Choose Table or List view.
- Show the most important Custom Fields, such as department, manager, and overall rating.
- Save filters for specific groups, for example “My Direct Reports” or “Engineering Department.”
This gives HR and managers an at-a-glance overview similar to Excel, but fully dynamic.
Use Board and Calendar Views in ClickUp
To manage milestones and timelines in your reviews:
- Board View: Group by status (Not Started, Self-Review, Manager Review, Approved) so you can drag-and-drop tasks through the workflow.
- Calendar View: Display key review dates, such as self-review deadlines and final sign-off dates.
These visual views transform static spreadsheets into a living performance process in ClickUp.
Automate Your Review Workflow in ClickUp
Excel templates require manual reminders and status updates. ClickUp can automate much of this work.
Create Automations in ClickUp
Examples of helpful automations include:
- When a review task is created, assign it to the manager and employee automatically.
- When the status changes to “Manager Review,” notify HR in a dedicated channel.
- Before the review due date, send reminders to the assignee.
- When all checklist items are complete, move the task to “Approved.”
Use the Automations panel in ClickUp to define triggers, conditions, and actions that match your existing review policy.
Collaborate and Document Feedback in ClickUp
One of the most powerful advantages over Excel is real-time collaboration.
Use Comments and Proofing in ClickUp
Inside each review task, use comments to:
- Ask clarifying questions
- Tag HR or leadership for input
- Capture discussion history for future reference
If you attach supporting documents, use the proofing features in ClickUp to leave precise, contextual feedback on files.
Share Views Securely in ClickUp
Instead of emailing Excel files, grant granular permissions in ClickUp:
- Limit who can see salary or rating fields.
- Create separate views for employees and managers.
- Restrict editing rights to HR for final decisions.
This keeps sensitive performance data under control while still improving transparency.
Report and Iterate on Your Process in ClickUp
After one cycle, review how well your new system works and where it can improve.
Analyze Outcomes Using ClickUp
Use filters and reporting in ClickUp to answer questions like:
- How many reviews are still in progress?
- Which departments are behind schedule?
- What is the distribution of performance ratings?
- How many employees have clear development plans?
Export data if needed, but keep ClickUp as the primary source of truth.
Refine Templates for Future Cycles in ClickUp
Based on HR and manager feedback:
- Adjust Custom Fields to better match your competency model.
- Update task templates with clearer rating guidelines.
- Tighten automations and reminders to reduce delays.
Each cycle becomes easier, and your performance process grows more consistent inside ClickUp.
Get Expert Help Setting Up ClickUp
If you want outside support designing your performance review system, you can work with a dedicated implementation partner. For example, Consultevo specializes in optimizing work management setups and can help you configure ClickUp to match complex review policies.
By translating your Excel performance review templates into a well-structured workspace, you turn ClickUp into a reliable engine for continuous feedback, growth conversations, and data-driven decisions.
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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