How to Build a Testimonial Collection Workflow in ClickUp
Using ClickUp to manage testimonial collection helps you centralize customer feedback, automate follow-ups, and keep your marketing team aligned around real customer stories.
This how-to guide walks you step-by-step through creating a testimonial collection pipeline, from preparing your workspace to automating communication with customers.
Plan Your Testimonial Intake in ClickUp
Before building anything, clarify how testimonials will flow through your process. A clear plan makes your ClickUp setup much easier to maintain.
Define your testimonial goals
Decide why you are collecting testimonials and who will use them. Common goals include:
- Showcasing customer success on your website
- Supporting sales with real-world use cases
- Informing product and customer success teams
- Feeding content into case studies, ads, and emails
Next, define what data you need from each testimonial, such as:
- Customer name and company
- Role and industry
- Product or feature they use
- Measurable results or outcomes
- Permission and usage rights
Map your testimonial workflow stages
Outline the key stages that every testimonial should pass through. A simple flow could be:
- Lead identified
- Contacted for testimonial
- Form or interview completed
- Draft approved
- Published or shared
These stages will become statuses or views in your ClickUp testimonial list.
Set Up a Testimonial List in ClickUp
With your plan in place, you can now configure a dedicated testimonial space so your team can work from a single source of truth.
Create a space or folder for testimonials
Inside ClickUp, create a space or high-level folder dedicated to marketing or customer advocacy. Within that, add a list specifically for testimonials so everything stays organized.
Name the list clearly, for example:
- Customer Testimonials
- Advocacy & Stories
- Case Study & Review Pipeline
Consistent naming helps your team find testimonial data quickly.
Add custom fields for testimonial details
To keep testimonial records structured, add custom fields to your list. Useful fields include:
- Customer name
- Company
- Industry
- Product or plan
- Testimonial type (quote, case study, video, review)
- Status or stage
- Owner (team member responsible)
- Date requested
- Date received
- Publishing channels (website, social, sales deck)
Structured fields make it easy to filter, sort, and report on testimonials in ClickUp views.
Configure statuses for testimonial stages
Translate the workflow you mapped earlier into list statuses. For example:
- Potential advocate
- Contacted
- In progress
- Waiting on approval
- Approved
- Published
- Closed – not a fit
These statuses let your team see where each story sits in the pipeline at a glance.
Use ClickUp AI Agents for Testimonial Collection
The source workflow at this ClickUp testimonial collection page is built around AI agents that manage outreach, intake, and organization. You can mirror the same pattern in your own setup.
Automate intake with AI-powered forms
Create an intake form connected to your testimonial list. Include fields that map directly to your custom fields. Then use AI to:
- Suggest clear, customer-friendly wording for form questions
- Summarize long responses into short, quotable snippets
- Highlight standout metrics or results from open-ended answers
Form submissions should automatically create tasks in your testimonial list so nothing gets lost.
Draft testimonial quotes with AI
Once you receive a testimonial via form or interview notes, you can have an AI assistant generate:
- Short quotes for landing pages
- Long-form stories for case studies
- Variations tailored for email, ads, or social media
Store these AI-generated drafts inside the task as comments or documents so your team can edit and approve them collaboratively.
Automate follow-ups and reminders
Use automations and AI-generated templates to streamline communication. Common automations include:
- Send a thank-you email after a testimonial is submitted
- Remind customers to review and approve their quote
- Notify marketing when a testimonial is approved and ready to publish
- Alert sales when a new story relevant to their accounts goes live
Automating these touchpoints keeps the testimonial process moving without constant manual chasing.
Organize and Reuse Testimonials in ClickUp
As your library grows, organizing testimonials is crucial so marketing, sales, and leadership can quickly find the right story.
Create views for different teams
Set up multiple views on your testimonial list tailored to each audience:
- Sales view: Filter by industry, product, or deal size
- Marketing view: Filter by channel, campaign, or testimonial type
- Leadership view: Highlight high-impact stories and metrics
List, board, and table views inside ClickUp make it easy to see testimonials from different angles.
Tag testimonials for fast filtering
Use tags to label testimonials by theme or use case, such as:
- Onboarding
- Time savings
- Revenue growth
- Customer support
- Team collaboration
Tags allow anyone to quickly surface evidence that matches a specific message or objection.
Connect testimonials to other work
Link testimonial tasks to related work items such as:
- Campaign tasks and assets
- Product launches
- Sales playbooks and decks
- Case study or blog post tasks
These relationships keep context handy and show where each story is being used.
Maintain and Improve Your ClickUp Testimonial System
A testimonial engine is only valuable if it stays current. Build a simple maintenance process into your ClickUp workspace.
Review pipeline health regularly
Set a recurring task to review your testimonial list. During each review:
- Update outdated statuses
- Close stalled opportunities
- Identify gaps by industry, product, or region
- Prioritize new advocates to contact
Routine reviews ensure your pipeline reflects reality.
Standardize messaging and templates
Store email templates, outreach scripts, and approval messages inside ClickUp docs attached to your testimonial list. This helps your team:
- Stay on brand and on tone
- Respect customer permissions and legal requirements
- Move faster by reusing proven language
AI can refine and localize these templates while keeping your core message consistent.
Report on impact and usage
Use dashboards or simple list views to track:
- Number of testimonials collected over time
- Distribution by product, industry, or region
- Usage across campaigns, pages, or sales assets
- Customer results and metrics highlighted
Sharing these insights reinforces the value of your testimonial program and encourages teams to keep feeding it.
Next Steps and Additional Resources
You can explore the original testimonial collection workflow concept on the official ClickUp AI agents testimonial page for further inspiration.
For broader process design and implementation help, you can also review expert guidance from consultants such as Consultevo, then adapt those strategic ideas into your ClickUp testimonial workspace.
Once your system is in place, keep refining it with real team feedback and customer responses so your testimonial pipeline remains accurate, efficient, and ready to fuel your marketing efforts.
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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