Recruiting Workflow with ClickUp

ClickUp can power your entire recruiting process, from collecting new role requests to moving candidates through interviews and offers. This step-by-step guide shows you exactly how to set up and run a complete hiring workflow using built-in features, views, and automations.

This how-to is based on the official recruiting documentation so you can confidently configure your workspace and standardize hiring across your team.

Plan your recruiting process in ClickUp

Before you build anything in ClickUp, map out the high-level steps of your recruiting pipeline. This helps you create the right Spaces, Lists, and views.

Most teams track three core elements:

• Job openings: Roles you need to fill.
• Candidates: Applicants in each stage.
• Recruiting tasks: Activities like sourcing, screenings, and scheduling.

Decide:

• Who owns each stage (recruiter, hiring manager, coordinator).
• What data you must capture (salary range, location, seniority, etc.).
• What success looks like (time-to-fill, source of hire, pass-through rates).

Create your recruiting structure in ClickUp

Next, you will create a simple but scalable structure in ClickUp to keep job openings and candidates organized.

Step 1: Build a Recruiting Space in ClickUp

Create a dedicated Space to store all your hiring work.

1. In the sidebar, click the option to create a new Space.
2. Name it something clear, such as Recruiting or Talent Acquisition.
3. Choose the privacy settings and sharing options for your team.

Inside this Space, you will create Folders and Lists to separate roles and pipelines.

Step 2: Add Folders and Lists for roles

Use Folders to group similar job openings, then Lists to track each role and its candidates.

Common structures in ClickUp recruiting setups include:

• By department: Sales, Engineering, Marketing, Operations.
• By region: North America, EMEA, APAC.
• By hiring type: Full-time, Contract, Internship.

Inside each Folder, create Lists such as:

• Open Roles
• Pipeline
• On Hold

Each task in an Open Roles List can represent a single job opening, while tasks in a Pipeline List can represent individual candidates.

Configure job openings in ClickUp

With your structure in place, configure how you track each job opening in ClickUp.

Step 3: Use custom fields for job details

Add custom fields to your Open Roles List to capture key information:

• Job level or seniority.
• Location or remote status.
• Salary range or compensation band.
• Department or hiring manager.
• Target start date.

Custom fields let you filter and group your roles so you can quickly answer questions like “Which engineering roles in EMEA are still unfilled?”

Step 4: Create a board view for job stages in ClickUp

Add a Board view to visualize the lifecycle of each role.

Example statuses for job openings:

• Intake
• Approved
• Sourcing
• Active Interviews
• Offer
• Filled
• Closed

Drag and drop roles between columns as they move through the process. This gives recruiting leaders a high-level view of hiring progress in ClickUp.

Build your candidate pipeline in ClickUp

Now configure how you track each candidate through your hiring pipeline in ClickUp.

Step 5: Create candidate tasks and stages

In your Pipeline List, each task should represent a single candidate tied to a specific role.

Set up candidate-centric statuses such as:

• New Applicant
• Screening
• Interviewing
• Final Interview
• Offer Extended
• Hired
• Rejected

Use a Board view to visualize candidates by stage for fast prioritization and handoffs.

Step 6: Add candidate custom fields in ClickUp

Use additional custom fields on candidate tasks to centralize all relevant data:

• Role applied for or role link.
• Source (job board, referral, agency).
• Experience level or years of experience.
• Location and work authorization.
• Compensation expectations.
• Interview scores or ratings.

These fields help you compare candidates, track source-of-hire metrics, and quickly find backups when a candidate withdraws.

Track interviews and communication with ClickUp

Keep all recruiting communication organized in ClickUp so everyone sees the full candidate history.

Step 7: Use comments and mentions for collaboration

Within each candidate task:

• Use comments to log notes after every interaction.
• @Mention hiring managers for feedback or approvals.
• Attach resumes, portfolios, and assessments.
• Upload interview scorecards as documents or checklists.

This keeps your team aligned while avoiding scattered email threads.

Step 8: Create interview schedules and checklists

Use subtasks or checklists inside candidate tasks to track all interview steps.

For example:

• Subtasks for recruiter screen, technical interview, hiring manager interview, panel, reference checks.
• Checklists for preparation items like job description review, interview questions, and feedback forms.

Sync your calendar to schedule meetings and keep everything connected to the right task in ClickUp.

Automate your recruiting workflow with ClickUp

Automations in ClickUp reduce manual updates and help you maintain consistent pipelines.

Step 9: Add basic automations

Use automations to handle repetitive status and ownership changes, such as:

• When status changes to Interviewing, assign the task to a coordinator.
• When a candidate is moved to Offer Extended, add a tag like “priority”.
• When a role is moved to Filled, automatically change related candidates to On Hold or Rejected.

Automations keep data accurate and free your team to focus on conversations rather than admin work.

Step 10: Use templates in ClickUp

Create task and List templates to replicate best-practice recruiting setups.

Examples:

• Job opening template with predefined custom fields, checklists, and attachments like standard job descriptions.
• Candidate template with structured interview stages, rating fields, and communication notes sections.
• Interview panel checklist template containing steps and artifacts required before and after interviews.

Templates ensure every new role and candidate you add to ClickUp follows the same quality standards.

Report on hiring performance using ClickUp views

Use views and dashboards in ClickUp to measure and improve your recruiting process.

Step 11: Create reporting views

Build custom views to surface the metrics recruiting leaders care about.

Ideas for List or Space-level views:

• Table view grouped by status to show all open roles and time-in-stage.
• Board view grouped by source to see which channels produce the most candidates.
• Filtered view showing only high-priority or senior roles.

Use sorting and filters to quickly drill down on bottlenecks and overdue tasks.

Step 12: Use dashboards for recruiting KPIs

Dashboards give leadership a real-time snapshot of recruiting health in ClickUp.

Combine widgets to track:

• Number of open roles by department.
• Pipeline volume by stage.
• Average time-to-fill and time-in-stage.
• Conversion rates from application to offer and hire.

Share dashboards with leadership, HR, and hiring managers so everyone can see progress without asking for manual updates.

Learn more and optimize your ClickUp recruiting setup

For the full official recruiting setup, visit the ClickUp for recruiting guide. It provides additional examples of views, statuses, and configurations that you can adapt to your team.

If you want expert help designing a scalable ClickUp environment across recruiting and other operations, you can explore consulting resources such as Consultevo for workspace architecture and process optimization.

By following the steps in this article, you can transform ClickUp into a centralized recruiting system that tracks every role, candidate, and interview while delivering clear reporting and automation-powered efficiency for your entire hiring team.

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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