How to Build a PR Calendar in ClickUp

ClickUp makes it simple to turn a messy list of pitches, events, and media requests into a clear, repeatable PR calendar you can manage with your whole team.

This how-to guide walks you through setting up a complete public relations workflow from the ground up, based on the structure shown in the original PR calendar example.

Why Use ClickUp for PR Calendar Management

A strong PR calendar keeps every campaign, pitch, and follow-up in one place. Using ClickUp helps you:

• Visualize campaigns on a single calendar
• Standardize media outreach with reusable templates
• Track pitch status and coverage in real time
• Share plans easily with internal and external stakeholders

Instead of scattered spreadsheets, ClickUp centralizes all dates, documents, and tasks so your team always knows what comes next.

Step 1: Create a Workspace Structure in ClickUp

Start by creating a clear hierarchy so every PR activity has a logical home.

Set Up a PR Space in ClickUp

1. Create a new Space dedicated to PR or Communications.
2. Choose a recognizable name, such as “PR & Media” or “Public Relations.”
3. Set Space-level permissions so only the right people can edit campaigns and contacts.

Create Folders for Your PR Calendar

In your new Space, add Folders to keep the calendar organized by time or initiative:

• Quarterly PR Calendar (Q1, Q2, Q3, Q4)
• Product Launches
• Events and Webinars
• Thought Leadership and Guest Posts

This structure lets you filter and view only the items you need without clutter.

Step 2: Build a PR List and Custom Fields in ClickUp

Each Folder can contain Lists for specific planning needs. Use one List as your master PR calendar.

Create a Master PR Calendar List in ClickUp

1. Inside your primary Folder, create a List named “PR Calendar.”
2. Add a clear description so teammates know this List is the source of truth for all PR activity.
3. Switch the primary view to Calendar for fast date-based planning.

Add Custom Fields for PR Tracking

Custom Fields in ClickUp let you track the key details for every pitch and campaign. For a robust setup, add fields such as:

• Campaign Type (single-select: Launch, Event, Announcement, Newsjack, Evergreen)
• Pitch Status (single-select: Not Started, Drafting, Pitched, Follow-Up Needed, Secured, Lost)
• Target Publication (text or dropdown)
• Primary Contact (text for name and handle)
• Channel (Email, Social, Podcast, Print, TV)
• Embargo Date (date field if relevant)
• Coverage Link (URL field to store live placements)

These fields make it easy to filter and sort work without building separate spreadsheets.

Step 3: Define PR Stages With ClickUp Statuses

Statuses show where every PR task stands at a glance.

Customize Statuses for PR Workflows in ClickUp

1. Open List settings and edit Statuses.
2. Replace generic labels with PR-specific ones like:
   • Briefing
   • Draft in Progress
   • Internal Review
   • Ready to Pitch
   • Pitched
   • Follow-Up
   • Confirmed
   • Completed
3. Include a final “Archived” or “Won’t Pursue” status for closed opportunities.

Tailoring statuses around real PR steps helps your team see bottlenecks quickly.

Step 4: Add Tasks to the PR Calendar in ClickUp

Every line item in your PR calendar should be a task tied to real work.

Set Up Task Types and Dates in ClickUp

1. Create a new task for each campaign, announcement, or pitch.
2. Use the task title to capture the key message, such as “Launch Pitch: New Product Feature.”
3. Assign a Due Date that matches the target publication date or final deliverable.
4. Use Start Dates to reflect when planning or drafting begins.
5. Assign the task owner responsible for moving the work forward.

Use Subtasks to Map PR Deliverables

Inside each main task, add subtasks for every component of the pitch, for example:

• Create press brief
• Draft pitch email
• Collect quotes and data
• Design visuals or screenshots
• Legal or compliance review
• Send pitch to media list
• Schedule follow-up reminders
• Log coverage link

Subtasks break a complex PR effort into clear, manageable actions.

Step 5: Use Views to Visualize PR in ClickUp

Different views help you and your team understand the calendar from multiple angles.

Calendar View for Deadlines in ClickUp

In the Calendar view:

• Drag tasks to adjust dates as campaigns move.
• Color-code tasks based on Status or Campaign Type.
• Filter to see only certain months, teams, or media channels.

Board View for Status Management in ClickUp

Add a Board view grouped by Status so you can:

• Move tasks like cards from “Briefing” to “Completed.”
• Spot which campaigns are stuck in “Review” or “Pitched.”
• Plan follow-ups by scanning the “Follow-Up” column.

List View for Detailed PR Reporting

Use List view when you need detailed reporting:

• Sort by Campaign Type to review all launches.
• Group by Owner to see individual workloads.
• Apply filters to export specific data for leadership updates.

Step 6: Standardize PR Work With Templates in ClickUp

Templates help your team launch new campaigns quickly while keeping everything consistent.

Create a Reusable PR Task Template in ClickUp

1. Open a well-structured campaign task that already contains subtasks, checklists, and fields.
2. Convert it to a task template in the task menu.
3. Name it clearly, for example “Standard Launch Pitch” or “Event PR Campaign.”
4. Include pre-written checklists for:
   • Key messages
   • Target audience
   • Press kit components
   • Approval steps

From now on, every new PR effort can start from this template to save time and reduce missed steps.

Use Document Templates in ClickUp for PR Assets

Attach Docs to your PR tasks and turn them into templates for:

• Press releases
• Media briefing docs
• FAQ sheets
• Pitch email variations

This keeps your writing process consistent while leaving room for customization by campaign.

Step 7: Collaborate and Automate PR Work in ClickUp

Collaboration and automation turn your PR calendar into an active system, not just a reference.

Improve Team Communication in ClickUp

• Use comments and @mentions to ask for quotes and approvals.
• Attach coverage screenshots or files directly to tasks.
• Share views with leaders so they can see what is launching and when.

Automate Routine Steps in ClickUp

Set up simple automations such as:

• Changing Status to “Follow-Up” a set number of days after “Pitched.”
• Notifying owners when tasks move into “Ready to Pitch.”
• Auto-assigning tasks by Campaign Type to the right specialist.

These workflows help you stay on top of time-sensitive follow-ups without constant manual checks.

Step 8: Review and Optimize Your PR Calendar in ClickUp

Once your calendar runs for a few cycles, review performance regularly.

Analyze PR Results With ClickUp Data

• Filter completed items by Campaign Type and Status to see success rates.
• Review which publications respond most often.
• Track volume and timing of coverage using custom fields and dates.

Use these insights to adjust lead times, refine your media list, and prioritize the highest-impact campaigns.

Next Steps: Enhance Your PR Strategy

With a structured PR calendar in place, you can continuously refine your outreach strategy and workflows. If you want help designing advanced systems or integrating more AI-driven content planning into your environment, you can explore services from specialized consultants such as Consultevo.

By following these steps, you turn ClickUp into a central hub for planning, executing, and optimizing your entire PR calendar, ensuring your team never misses a launch, story, or opportunity.

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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