How to Build a Project Charter in ClickUp

A strong project charter in ClickUp gives every project a clear purpose, scope, and owner before any work begins. This step-by-step guide shows you exactly how to turn project ideas into structured, trackable charters using ready-made tools.

Why Use ClickUp for Project Charters

A project charter defines what you are doing, why you are doing it, and who is responsible. When you capture this information inside a single ClickUp workspace, your team gains a shared source of truth from day one.

Based on the examples and templates described in the ClickUp project charter templates guide, you can quickly adapt project charter best practices to your own needs.

Prepare Your Workspace in ClickUp

Before you build your first charter, set up a simple structure so every project follows the same pattern.

Create a Dedicated Space in ClickUp

1. Log into your account and create a new Space for projects that need a charter, such as “Strategic Projects” or “Client Implementations.”

2. Add folders for key categories (for example: “Product Launches,” “Process Improvements,” “IT Projects”).

3. Within each folder, create a list called “Project Charters” so charters stay separate from delivery tasks.

Standardize Custom Fields in ClickUp

To keep every project charter consistent, add custom fields at the list or folder level. Useful fields include:

• Project Sponsor (people field)

• Project Manager (people field)

• Start Date / Target End Date (date fields)

• Budget (number or currency field)

• Priority (dropdown: High, Medium, Low)

• Status (dropdown: Proposed, Approved, On Hold, Cancelled)

Once these are defined in ClickUp, every new charter follows the same format, making reporting and alignment much easier.

Use ClickUp Templates to Draft the Charter

The source guide outlines multiple project charter templates you can adapt. Inside ClickUp, you can mirror those structures using Docs, tasks, and list templates.

Option 1: Build a ClickUp Doc Template

A document-style charter works well for stakeholders who like a narrative summary.

1. Create a new Doc in your “Project Charters” list.

2. Add sections that match the template examples, such as:

   • Project Overview

   • Problem Statement

   • Goals and Objectives

   • Scope (In Scope / Out of Scope)

   • Key Stakeholders

   • Risks and Assumptions

   • Milestones and Timeline

3. Format headings so each section is easy to scan.

4. Convert this Doc into a template so future projects can reuse the same structure.

Option 2: Create a Task-Based Charter in ClickUp

If your team prefers structured fields instead of long documents, you can store the charter in a single task.

1. Create a new task in the “Project Charters” list named with the initiative title (for example, “Q4 Website Redesign – Project Charter”).

2. Use custom fields to capture sponsor, dates, budget, and approval status.

3. In the task description, mirror the project charter sections from the Doc template.

4. Save this task as a ClickUp template so it becomes the default charter format.

Option 3: Combine Docs and Tasks in ClickUp

You can also combine both approaches:

• Create a primary project charter task that tracks approvals and key fields.

• Attach or link a detailed charter Doc to the task for deeper context.

• Use relationships or backlinks so you can jump between the Doc and the task from anywhere in ClickUp.

Step-by-Step: Completing Your ClickUp Project Charter

Once your template is ready, follow these steps to fill in a new project charter.

1. Define the Project Purpose

Start with a short overview that explains why the project exists. In your Doc or task description, complete sections such as:

• Background: What problem or opportunity triggered this work?

• Business Case: What value will the project deliver?

• Success Criteria: How will you know the project is successful?

2. Capture Scope in ClickUp

Next, clarify what is included and what is excluded.

• Create two bullet lists: “In Scope” and “Out of Scope.”

• Link to any related lists or tasks in ClickUp that represent in-scope work.

• Note any constraints like technology, budget caps, or regulatory requirements.

3. List Stakeholders and Roles

Use people fields and mentions in ClickUp so responsibilities are visible.

• Assign the project manager as the task owner of the charter.

• Add the sponsor and key stakeholders to a custom field or watcher list.

• Document roles such as Sponsor, Steering Committee, Core Team, and Contributors.

4. Outline Deliverables, Timeline, and Milestones

In your charter template, include a simple table or list for deliverables:

• Deliverable name

• Description

• Owner

• Due date

Then, create a high-level timeline:

• List major phases or milestones.

• Connect those phases to milestones in a separate ClickUp list if needed.

• Use start and due dates to support Gantt or timeline views later.

5. Identify Risks and Assumptions

Project charter templates emphasize risk visibility early. In your ClickUp charter:

• Add a bulleted list of top risks with probability and impact notes.

• Record key assumptions that must hold true for success.

• Optionally, create a related “Risk Log” list and link high priority items.

Share, Review, and Approve in ClickUp

A charter is only useful when stakeholders see and agree to it. Use collaboration features to align the team.

Collaborate on the Charter

• Tag stakeholders in comments and request feedback directly on the task or Doc.

• Use suggested edits or tracked changes in Docs to refine language.

• Add checklists for “Review,” “Legal Check,” or “Technical Validation.”

Track Approval Status in ClickUp

To signal that a project is ready to move forward:

• Update the Status field from “Proposed” to “Approved” once sign-off is complete.

• Log the approval date and approver in custom fields.

• Use an automation to move the project from the “Project Charters” list into an execution list when the status changes.

Turn the Charter into an Executable Plan in ClickUp

When a charter is approved, convert it into a live project plan inside your workspace.

• Create a new list for the project and populate it with tasks that match the deliverables defined in the charter.

• Link the live project list back to the charter task or Doc for context.

• Use views such as Board, Gantt, and Calendar to manage execution while the charter remains your reference point.

Next Steps and Helpful Resources

To refine your workflow further, you can explore expert implementation tips and process design support from specialists such as Consultevo, and continue to review the official templates and best practices from the ClickUp project charter article.

By setting up a consistent, reusable charter process in ClickUp, you give every initiative a clear foundation, improve stakeholder alignment, and make it far easier to scale project delivery across your organization.