How to Build SOPs in ClickUp Step by Step

Standard operating procedures (SOPs) in ClickUp help you turn scattered tribal knowledge into clear, repeatable workflows your whole team can follow.

This how-to guide walks you through planning, creating, and maintaining SOPs using tools available in the platform and the SOP templates shown on the official ClickUp SOP templates guide.

Why Build SOPs in ClickUp?

Before creating anything, define why you want your SOPs inside ClickUp instead of static documents scattered across multiple apps.

Centralizing SOPs gives you:

• One source of truth: Tasks, docs, and templates live in the same workspace your team already uses.
• Built-in accountability: Assignees, due dates, and custom fields keep ownership clear.
• Easy updates: You can refine processes without recreating or re-distributing files.
• Faster onboarding: New hires can follow SOPs directly from the workflows they execute daily.

Step 1: Plan Your ClickUp SOP Structure

Begin by deciding how SOPs will be organized in ClickUp so everyone knows where to find them.

Choose the Right ClickUp Hierarchy

Use the workspace hierarchy to separate SOPs by team or function:

• Spaces: Create a Space for each department (e.g., Operations, Marketing, Sales, HR).
• Folders: Inside each Space, add a Folder called “SOPs” for that department.
• Lists: Group related SOPs into Lists, such as “Onboarding SOPs” or “Client Delivery SOPs”.

This structure keeps your SOPs visible without cluttering everyday project lists.

Define SOP Categories

Next, decide which kinds of SOPs you need to document first. Common categories include:

• Employee onboarding and offboarding
• Client onboarding and implementation
• Finance and billing procedures
• Customer support and escalation rules
• Quality assurance and compliance steps

Prioritize recurring, high-impact workflows that most often cause confusion or errors.

Step 2: Select a ClickUp SOP Template

The source article showcases ready-made SOP templates that you can adapt instead of starting from scratch.

Use ClickUp Docs for SOP Templates

Docs are ideal for narrative-style procedures, checklists, and reference material. A typical SOP Doc template includes:

• SOP title and unique ID
• Purpose and scope
• Roles and responsibilities
• Required tools and systems
• Step-by-step instructions
• Quality checks or approval steps
• Version history or change log

Create a master SOP Doc template in a shared folder so every new SOP follows the same structure.

Use ClickUp Task Templates for Executable SOPs

Some procedures are repeated as tasks or projects. For these, build SOP task templates that include:

• Standardized task name and description
• Subtasks for each step in the process
• Checklists for quality checks
• Custom fields for required data (e.g., client type, priority, region)
• Automations that assign owners or update statuses

Once saved, your team can quickly create a new task from the SOP template whenever they run the process.

Use ClickUp Whiteboards for Visual SOPs

For complex workflows, use Whiteboards to map the process visually before writing the final SOP. You can:

• Drag shapes to represent activities, decisions, and handoffs
• Draw arrows to show sequence and dependencies
• Convert shapes directly into tasks when you are ready

This makes it easier to align stakeholders before you lock in the documented procedure.

Step 3: Document a Process as a ClickUp Doc

Now that you have templates, document your first SOP using a Doc inside your SOP Space or Folder.

Outline the SOP in ClickUp

Create a new Doc from your master SOP template and update the placeholders:

1. Set the title: Use a clear, action-based name like “Client Onboarding SOP”.
2. Write the purpose: Explain why this SOP exists and which outcomes it supports.
3. Describe scope: Clarify when the SOP applies and to whom.
4. List roles: Specify which roles complete each part of the process.

This context makes it easier for new team members to understand the bigger picture.

Add Step-by-Step Instructions

Under a Steps heading, break down the workflow into chronological actions:

1. Start each step with a verb, such as “Collect”, “Verify”, or “Send”.
2. Include who is responsible for the step.
3. Reference required tools like CRMs or communication platforms.
4. Add links to related Docs or tasks for extra detail.

Use short sentences and bullets so the SOP remains easy to scan while someone is actively doing the work.

Attach Tasks and Checklists

To connect your document to real work inside ClickUp:

• Mention existing tasks using the @ reference feature.
• Embed task views or lists showing active work that follows this SOP.
• Add checklists inside the Doc for quick daily execution.

This ensures the documented SOP is not isolated from the operational tasks your team is running.

Step 4: Turn Your SOP into a ClickUp Task Template

Once the procedure is documented, convert it into a reusable task template for consistent execution.

Create a Standard Task from the SOP

1. Create a new task in the appropriate SOP List.
2. Copy the high-level steps from your Doc into the task description.
3. Add subtasks for each major milestone.
4. Attach the SOP Doc to the task for reference.
5. Add comments with clarifications or links to resources.

Use this task as the master version of your executable SOP.

Save the Task as a ClickUp Template

After the master task is configured:

1. Open the task options menu.
2. Select the option to save as a template.
3. Give the template a clear name and description.
4. Choose which fields, subtasks, and attachments to include.

Going forward, team members can spin up a new instance of the SOP with a few clicks instead of recreating steps manually.

Step 5: Assign, Train, and Automate in ClickUp

With SOP Docs and templates ready, you can roll them out to your team and reinforce adoption.

Assign SOP Ownership

Every SOP needs at least one owner responsible for keeping it current. In your SOP List:

• Assign the SOP Doc owner as a watcher on all related tasks.
• Use a custom field called “SOP Owner” for easy reporting.
• Create recurring tasks for owners to review their SOPs.

This ensures someone is accountable for maintaining process accuracy over time.

Train Your Team Using ClickUp Views

Make SOPs easy to discover and follow by configuring useful views:

• Doc view: Pin key SOP Docs to the top of the Space.
• List view: Show all SOP tasks with fields like owner, version, and status.
• Board view: Visualize SOPs by stage, such as Draft, In Review, Active, and Retiring.

During training sessions, walk new hires through the relevant Space and explain how they should access SOPs before starting work.

Automate SOP Workflows in ClickUp

Reduce manual workload using built-in automations. For example, you can:

• Automatically assign a reviewer when an SOP task moves to “In Review”.
• Notify stakeholders when an SOP status changes to “Updated”.
• Create a recurring task from an SOP template on a fixed schedule.

This keeps SOP-driven work predictable without constant manual coordination.

Step 6: Maintain and Improve SOPs in ClickUp

SOPs quickly lose value if they are not maintained. Build a simple, repeatable improvement loop.

Track SOP Versions in ClickUp Docs

Use versioning inside Docs and simple conventions to record changes:

• Add a “Version” field to your SOP tasks.
• Include a change log section in the Doc.
• Note the date, editor, and summary for each update.

This gives auditors and team members a clear history of what changed and why.

Collect Feedback from the Team

Encourage real-time feedback on SOP usability:

• Ask users to comment directly on Doc steps that feel unclear.
• Create a dedicated List for “SOP Improvement Requests”.
• Use forms to capture suggestions from non-technical stakeholders.

When you implement improvements, link the improvement tasks to the updated SOP so the story remains transparent.

Next Steps: Standardize All Key Workflows

Using SOP templates and structured documentation in ClickUp, you can standardize critical workflows across operations, finance, HR, marketing, and more.

If you need help designing a scalable structure, automation rules, and SOP governance model around your workspace, consider working with a specialized implementation partner like Consultevo to accelerate your rollout.

For more inspiration and ready-made examples, review the official SOP examples and templates on the ClickUp SOP templates page, then adapt them to match your own team’s workflows.