How to Plan Webinars in ClickUp Step by Step

ClickUp makes it much easier to plan, organize, and execute successful webinars by turning every step of your process into clear, trackable work. This how-to guide walks you through building a repeatable workflow using templates inspired by the official ClickUp webinar planning templates.

Why Build a Webinar Workflow in ClickUp?

Before creating tasks and lists, it helps to understand what a centralized webinar system can solve.

Using ClickUp for webinar management allows you to:

• Keep dates, speakers, and assets in one organized workspace
• Standardize your process with reusable templates
• Assign clear ownership for every deliverable
• Track registration, promotion status, and post-event tasks
• Collaborate in real time across marketing, sales, and support

The goal is to set up a repeatable framework, so every future webinar follows the same proven steps.

Step 1: Set Up Your Webinar Space in ClickUp

First, create a dedicated area where all webinar work will live.

1. Create a Space
   Set up a new Space named “Webinars” or “Events” to separate this work from other projects.

2. Add a Folder for Recurring Webinars
   Inside the Space, create a Folder called “Webinar Series” or “Quarterly Webinars.” This will hold all webinar Lists.

3. Create a List for Each Webinar
   Within the Folder, create a List named after your event, such as “Product Launch Webinar – March.” Each List will contain tasks for that specific webinar.

Structuring your workspace this way lets you quickly scan all upcoming events while drilling down into the details for each individual webinar.

Step 2: Build a ClickUp Webinar Planning Template List

Instead of rebuilding your workflow for every event, create a master List that acts as your template.

1. Create a Master Template List
   Add a List named “Webinar Planning Template” in your Webinars Folder. This will never be used for a live event; it is only for cloning.

2. Define Key Task Groups
   In the template List, create tasks grouped roughly into these categories:

   • Strategy and topic selection
   • Speaker and panel coordination
   • Landing page and registration setup
   • Email and social promotion
   • Slide deck and demo preparation
   • Rehearsal and technical checks
   • Live webinar run-of-show
   • Post-webinar follow-up and reporting

3. Add Start and Due Dates
   For each task, set relative dates (for example, “4 weeks before event,” “2 days after event”) so that when you duplicate the List, you can quickly shift timelines around the webinar date.

Once your base workflow is defined, you can convert the List into a reusable template inside ClickUp, saving time on every event.

Step 3: Use ClickUp Custom Fields for Webinar Details

Custom Fields help you capture structured webinar data directly on tasks and Lists.

Common Custom Fields for webinar planning in ClickUp include:

• Event Date & Time (date/time field)
• Webinar Type (dropdown: live, on-demand, partner, training)
• Primary Goal (lead gen, customer education, product launch)
• Owner (people or text field)
• Registration Target (number field)
• Actual Registrations (number field)
• Recording Link (URL field)

Attach these Custom Fields at the List level so all webinar tasks inherit the data. This keeps key metrics visible across every ClickUp view.

Step 4: Create a ClickUp Webinar Planning Doc

A central planning document keeps strategy, notes, and messaging in one place.

1. Add a Doc to Your Webinar List
   Within your webinar List, create a Doc titled “Webinar Brief & Run-of-Show.”

2. Outline Key Sections
   Structure the Doc with sections such as:

   • Objective and success metrics
   • Audience and personas
   • Key value proposition
   • Agenda and timing
   • Speaker bios and talking points
   • Q&A prompts

3. Link Tasks From the Doc
   Use ClickUp task mentions in the Doc to reference specific work items such as slide design, landing page creation, or promotional emails.

Because Docs live inside Lists, everyone working on the webinar can quickly access strategic details alongside operational tasks.

Step 5: Organize Tasks With ClickUp Views

Different teams need different perspectives on the same webinar plan. ClickUp views make it easy to tailor what they see.

Calendar View in ClickUp for Timeline Planning

Use Calendar view to understand when every key milestone falls.

• Display tasks by due date to map your schedule
• Filter by Custom Fields like webinar type or owner
• Drag and drop tasks to adjust timing when dates shift

Board View in ClickUp for Workflow Stages

Board view is ideal for tracking task status across your webinar pipeline.

• Create columns like Backlog, In Progress, In Review, Approved, Done
• Drag tasks between status columns during weekly stand-ups
• Use swimlanes or filters to focus on a single webinar or campaign

List View in ClickUp for Detailed Execution

List view provides a spreadsheet-like overview for granular management.

• Sort tasks by owner, due date, or priority
• Show Custom Fields such as registration targets or recording links
• Quickly update many tasks at once using bulk actions

By combining these views, you create a flexible but consistent way to monitor every phase of webinar execution.

Step 6: Assign Ownership and Automate in ClickUp

Clear accountability and light automation keep your plan moving without constant manual follow-up.

1. Assign Task Owners
   For each major deliverable, assign a single owner in ClickUp. This ensures everyone knows who is ultimately responsible.

2. Use Subtasks for Complex Items
   Break down larger items, such as “Run Webinar Promotion,” into subtasks for copy, design, approvals, and channel setup.

3. Add Simple Automations
   Based on the features available in your workspace, create automations such as:

   • Change status when a due date arrives
   • Post a comment or notify an assignee when a task enters “In Review”
   • Apply a template when creating a new webinar List

These small automations reduce manual work and keep stakeholders informed without constant check-ins.

Step 7: Run the Live Webinar Using ClickUp

On event day, use your workspace as a real-time control center.

• Pin the run-of-show Doc for quick reference
• Use a dedicated “Live Day” List or section with timed tasks
• Assign one person to monitor chat and Q&A tasks during the event
• Capture live issues or follow-up items directly as new tasks in ClickUp

Running the session from your established workflow helps you avoid last-minute confusion and missed steps.

Step 8: Handle Post-Webinar Follow-Up in ClickUp

After the event, your work continues with follow-ups and reporting.

1. Create Follow-Up Tasks
   Add tasks for:

   • Sending thank-you emails
   • Sharing slides and the recording
   • Handing leads to sales
   • Posting the recording to your site or knowledge base
   • Collecting and reviewing survey feedback

2. Track Results With Custom Fields
   Update fields such as Actual Registrations, Attendance Rate, and Leads Generated so you can compare performance across webinars from within ClickUp reports.

3. Retrospective and Improvements
   Create a short retrospective Doc outlining what worked well and what to improve, and link it to the webinar List for future reference.

Scale Your Webinar System Beyond ClickUp Basics

Once your core webinar workflow is established, you can enhance it further with integrations, advanced reporting, and multi-channel campaign management. If you need help designing a broader marketing operations system around your webinars, you can explore specialist consulting services from firms like Consultevo.

By standardizing your event process in ClickUp, you turn each webinar into a predictable, repeatable project. Start by building a single template List, refine it after each event, and soon every new webinar will be faster to launch, easier to manage, and more effective for your audience.

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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