How to Build a Project Initiation Document in ClickUp

ClickUp makes it simple to turn a loose idea into a structured project initiation document you can share, track, and refine with your team. Follow this step-by-step guide to capture goals, scope, risks, and stakeholders in a single, action-ready workspace.

Why Use ClickUp for Project Initiation

A project initiation document (PID) outlines what you will do, why it matters, and how you will deliver it. Managing this in ClickUp keeps everything connected to your actual work.

Using a dedicated workspace for project initiation helps you:

• Organize requirements, assumptions, and constraints
• Align stakeholders around clear objectives and success criteria
• Connect your initiation plan to tasks, timelines, and reports
• Track updates and approvals in a single source of truth

The source article on project initiation from the ClickUp blog provides the foundation for the process described here: Project Initiation Document Guide.

Step 1: Create a Project Space in ClickUp

Begin by setting up a dedicated home for your project initiation work.

1. Create a new Space named after your project or program.

2. Add a Folder called “Project Initiation” or “PID”.

3. Inside that folder, create a List titled “Project Initiation Document”. This list will hold tasks representing the key sections of your PID.

Structuring your workspace this way allows you to reuse it as a template for future projects.

Step 2: Use or Build a ClickUp PID Template

To speed up repeatable project initiation work, set up a template in ClickUp.

Set Up Core PID Tasks in ClickUp

Create individual tasks for the main sections of your project initiation document, such as:

• Project overview and background
• Business case and objectives
• Scope and deliverables
• Assumptions and constraints
• Stakeholders and roles
• Risks and mitigations
• Timeline and milestones
• Budget and resources
• Approval and sign-off

Each task becomes a container for detailed information, comments, attachments, and approvals.

Turn Your Structure Into a ClickUp Template

1. Once you have all PID sections as tasks, open the List settings.

2. Save the list as a List template and name it something like “Project Initiation Document Template”.

3. Include task descriptions, custom fields, and views so every new project starts with the same structure.

This makes it fast to spin up a new project initiation document for any initiative.

Step 3: Add Custom Fields for PID Details in ClickUp

Custom Fields in ClickUp allow you to standardize key data across your project initiation document.

Common custom fields for a PID include:

• Project Sponsor (Text or People field)
• Priority (Dropdown such as High, Medium, Low)
• Planned Start Date and End Date (Date fields)
• Estimated Budget (Currency field)
• Risk Level (Dropdown or Label)
• Approval Status (Dropdown such as Draft, In Review, Approved)

Apply these fields at the List level so every PID task can share and report on the same data. This turns your ClickUp workspace into a structured repository of project initiation information.

Step 4: Capture Project Context and Scope in ClickUp Docs

For rich narrative sections of your project initiation document, use ClickUp Docs.

Create a Project Initiation Doc Linked to Tasks

1. Create a new Doc in your Project Space called “Project Initiation Document”.

2. Add headings for each main PID section (overview, business case, scope, risks, etc.).

3. Use Task mentions to link each section heading to the corresponding task in your PID list.

This way, stakeholders can read a classic document format while still having direct access to ClickUp tasks and updates.

Standardize Content With Checklists and Tables

Within your Doc, add:

• Checklists for required inputs (e.g., “Problem statement defined”, “Success metrics approved”).
• Tables for risk registers, assumptions, or stakeholder lists.
• Embedded views (like a List or Board view) from the PID List so readers can see tasks without leaving the document.

This structure lets you maintain a polished, shareable initiation document that remains fully synchronized with your live workspace.

Step 5: Use ClickUp Views to Track Project Initiation

Different views in ClickUp make it easier for stakeholders to understand and manage the initiation phase.

Recommended ClickUp Views for a PID

• List View: See every PID section as a row with custom fields visible.
• Board View: Group tasks by Approval Status (Draft, In Review, Approved) to track progress through sign-off.
• Timeline or Gantt View: Show initiation milestones such as discovery, requirements, review dates, and approvals.
• Table View: Filter by Risk Level, Priority, or Stakeholder to analyze specific aspects of the project.

Each view provides a different lens on the same ClickUp data, keeping your initiation work consistent but flexible.

Step 6: Collaborate and Get Approval in ClickUp

Project initiation only works when stakeholders review, comment, and approve your plan.

Enable Real-Time Collaboration

• Mention stakeholders in task comments or Doc comments using @mentions.
• Assign comments when you need decisions, clarifications, or edits.
• Attach supporting files such as feasibility studies, market research, or contracts to the relevant tasks.

Track Approval Status in ClickUp

1. Use the Approval Status custom field or a dedicated Approval task type.

2. Create a task like “PID Approval and Sign-Off” assigned to the sponsor or steering committee.

3. Use the Proof or Approvals features (if available in your plan) to capture explicit approvals.

Once approved, lock the core scope and objectives while still allowing comments for future improvements.

Step 7: Turn Your PID Into Executable Work With ClickUp

After approval, you can immediately convert the project initiation document into a live plan.

• Create project tasks directly from sections in your Doc or from PID tasks using subtasks.
• Map milestones into a Gantt chart or Timeline.
• Link related spaces or lists that will own delivery, such as development, design, or operations.
• Set up automations to trigger when Approval Status changes to Approved, for example creating a new delivery List or notifying the implementation team.

This seamless transition is a main reason to build your project initiation document in ClickUp instead of static files.

Advanced Tips: Optimize Your ClickUp PID Workflow

To further streamline project initiation, use a few advanced techniques.

Standardize Across Teams

• Create a global PID template that every team uses for new projects.
• Store the template in a shared “Project Management” Space.
• Offer onboarding or SOP Docs so new project managers know exactly how to use the template.

Use Integrations and Reporting

• Connect your ClickUp Space to communication tools like Slack or Teams to push key initiation updates.
• Build Dashboards that show initiation status across multiple projects using widgets for Approved vs. Draft PIDs, risk heatmaps, or upcoming approval deadlines.
• Leverage time-saving consulting guidance from specialist sites like Consultevo to refine your project processes and governance.

With these practices, your project initiation document becomes more than a file; it becomes a living, connected system inside ClickUp.

Start Your Next Project Initiation in ClickUp

By combining Lists, Docs, Custom Fields, Views, and collaboration tools, ClickUp provides a complete environment for project initiation. Use a PID template, connect narrative Docs to structured tasks, and centralize approvals so every new project launches with clarity, alignment, and traceability from day one.

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

“`