How to Use ClickUp for Software Evaluation Templates

ClickUp offers structured software evaluation templates that help you compare tools, document requirements, and make confident selection decisions with far less manual work.

This how-to guide walks you step-by-step through setting up, customizing, and using these templates so your team can run consistent, repeatable evaluations for any software purchase.

Why Use ClickUp for Software Evaluation

Choosing new software is risky and time-consuming. A clear framework reduces bias, keeps stakeholders aligned, and captures the reasoning behind each decision.

Using a dedicated workspace gives you:

• Centralized requirements, notes, and scores
• Standard criteria for every vendor
• Easy collaboration across teams
• Historical records of why a solution was selected

The templates described here are based on the software evaluation guidance in the official ClickUp software evaluation templates article.

Step 1: Set Up Your ClickUp Evaluation Space

Start by creating a dedicated place for evaluations so every stakeholder knows where to look for information.

1. Create a new Space dedicated to software evaluations (for example, “Software Evaluation”).

2. Within that Space, create a Folder for the specific initiative, such as “CRM Evaluation” or “Help Desk Evaluation.”

3. Inside the Folder, add a List where you will manage vendor candidates and tasks.

This structure keeps each evaluation separate while still rolling up into a single Space for reporting and knowledge sharing.

Step 2: Add a ClickUp Software Evaluation Template

Next, use a pre-built layout to avoid starting from a blank page.

1. In your evaluation List, open the template center.

2. Search for a software evaluation template that includes items like vendors, criteria, and scoring fields.

3. Apply the template to your List so it automatically adds tasks, custom fields, and views.

The template will typically include:

• A task for each vendor or product
• Custom fields for pricing, features, security, support, and risk
• Views like Table or Board to compare options at a glance

Step 3: Customize ClickUp Fields and Criteria

Every team values different things. Adjust the template to match your unique evaluation needs.

Align ClickUp Custom Fields With Business Goals

Edit or add custom fields so they connect to your success metrics, such as:

• Implementation timeline
• Integration complexity
• Total cost of ownership
• Compliance and security needs
• User experience and training effort

Give each field a clear definition so evaluators understand how to score it.

Define ClickUp Scoring Scales

Use consistent scoring to compare vendors fairly.

1. For each criterion, define a numeric scale (for example, 1–5 or 1–10).

2. Document what each score means (for example, 1 = does not meet requirement, 5 = fully exceeds requirement).

3. Ensure all reviewers use the same descriptions when entering scores.

Clear scales make it easier to roll up results and build comparison reports.

Step 4: Capture Requirements and Use Cases in ClickUp

Before you talk to vendors, document what your organization truly needs.

Gather Requirements With ClickUp Docs

Create a Doc linked to your evaluation List that covers:

• Business objectives and desired outcomes
• Key workflows and use cases
• Must-have vs nice-to-have features
• Security, compliance, and data requirements
• Budget constraints and timelines

Use comments and suggestions so stakeholders can refine the requirements in one place.

Link Requirements to Vendor Tasks in ClickUp

To keep context close to the work:

1. Attach the requirements Doc to each vendor task in the List.

2. Use checklists inside a task to track specific use cases you test with each product.

3. Add subtasks for demos, technical deep dives, proof of concepts, and reference calls.

This creates a direct connection between requirements and the evidence you collect.

Step 5: Run Vendor Research Using ClickUp Lists and Views

Now you can use your evaluation List to manage the entire vendor review process.

Organize Vendors in a ClickUp Table View

Switch to a Table or List view to compare vendors on defined criteria.

• Each row represents a vendor or product
• Each column is a custom field (pricing, features, support, etc.)
• Filters help you focus on short-listed solutions

Update fields as you gather information from websites, proposals, and demos.

Track Evaluation Progress With ClickUp Statuses

Use statuses to know exactly where each vendor stands.

• Example statuses: “Researching,” “Demo Scheduled,” “Under Review,” “Shortlisted,” “Rejected,” “Selected”
• Drag-and-drop items across a Board view to show progress
• Set reminders and due dates for demos and internal reviews

This turns your evaluation into a clear workflow instead of a scattered collection of notes.

Step 6: Collaborate With Stakeholders in ClickUp

Informed decisions come from diverse perspectives. Involve stakeholders directly in the workspace.

Use ClickUp Comments and Assignments

Encourage structured participation:

• Mention colleagues in comments on vendor tasks to request feedback
• Assign owners for demos, security reviews, or legal checks
• Attach files like RFP responses, security questionnaires, and contracts

This keeps all communication visible and tied to the relevant vendor record.

Standardize Feedback Forms in ClickUp

To avoid unstructured opinions, create a consistent feedback format:

1. Use custom fields or checklists for usability, support, performance, and risk.

2. Ask reviewers to rate each category using the pre-defined scale.

3. Add a short comment section for qualitative notes.

Structured feedback makes it easier to compare solutions objectively.

Step 7: Compare and Decide With ClickUp Reports

Once data is collected, you can quickly surface the best options.

Use ClickUp Views to Rank Vendors

Create views that highlight top performers:

• Sort by overall score or a key criterion like security or cost
• Filter out vendors that fail must-have requirements
• Color-code fields to visualize strengths and weaknesses

These views help you move from raw notes to clear recommendations.

Document the Final Decision in ClickUp

To close the loop:

1. Create a final decision Doc summarizing requirements, shortlisted options, scores, and the chosen solution.

2. Link that Doc to the winning vendor task and your evaluation List.

3. Update statuses so anyone can see the outcome and rationale.

This historical record will be invaluable for future renewals or new evaluations.

Advanced Tips for Optimizing ClickUp Evaluations

Once your basic process is working, refine it for speed and consistency.

• Turn your customized evaluation setup into a reusable template for future projects.
• Standardize naming conventions for criteria and statuses across teams.
• Schedule periodic reviews of your evaluation template to reflect new business priorities.

If you want help designing a scalable evaluation workflow across multiple tools and teams, you can explore specialist consulting support from Consultevo.

Start Your Next Evaluation in ClickUp

Using a structured evaluation system based on ClickUp templates lets you compare software options fairly, involve the right stakeholders, and preserve a complete record of each decision. With a standardized process in place, every new evaluation becomes faster, clearer, and more defensible.

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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