How to Use ClickUp Work Orders

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How to Use ClickUp Work Order Templates Step by Step

ClickUp makes it easy to turn messy, ad-hoc job requests into a clear, repeatable work order process your whole team can follow. This how-to guide walks you through using work order templates so you can standardize requests, track progress, and close jobs efficiently.

Why Use ClickUp for Work Orders?

Work orders keep requests organized, but spreadsheets and emails quickly become chaotic. A structured system helps you:

  • Capture all required job details in one place
  • Assign tasks to the right people instantly
  • Track status from request to completion
  • Reduce errors and rework caused by missing info
  • Improve communication with requesters and stakeholders

Using a dedicated work order template in ClickUp lets you avoid manual data entry and build a consistent workflow for every request.

Step 1: Understand ClickUp Work Order Templates

The source guide at ClickUp work order templates explains how work orders function as structured requests with defined fields. A typical work order template includes:

  • Requester information (who is asking for the work)
  • Job description and objectives
  • Priority and due dates
  • Location or asset details
  • Approval and sign-off fields
  • Status fields (requested, in progress, completed, etc.)

In ClickUp, these details live inside a repeatable template you can apply whenever a new work order is needed.

Step 2: Choose the Right ClickUp Work Order Template

Different teams handle work orders in different ways. Based on the original article, you can tailor ClickUp templates for several use cases:

  • Maintenance work orders for repairs, inspections, and preventive tasks
  • IT and service desk requests for hardware, software, and access issues
  • Marketing or creative requests for campaigns, design, or content
  • Construction or field services for jobs at specific sites
  • HR and operations requests for onboarding, equipment, or facilities

Pick or design a template that matches the information your team must have before starting work.

Step 3: Set Up a ClickUp Space or Folder for Work Orders

To keep work orders organized, dedicate a specific area in ClickUp:

  1. Create a new Space or use an existing operations, IT, or maintenance Space.

  2. Add a Folder called something like “Work Orders” or “Service Requests.”

  3. Within that Folder, create one or more Lists to separate request types, such as:

    • Maintenance Work Orders
    • IT Support Tickets
    • Facilities Requests

This structure makes it simple for team members to find, filter, and manage work orders in ClickUp without mixing them with unrelated tasks.

Step 4: Build a ClickUp Work Order Task Template

Next, create a reusable task template that captures all the information your team needs to complete jobs without back-and-forth messages.

Define Custom Fields in ClickUp

Add Custom Fields to your List so every work order includes standardized data. Common fields from the source guide include:

  • Request Type (dropdown: repair, install, inspect, etc.)
  • Priority (low, medium, high, urgent)
  • Location or Asset (text or dropdown)
  • Estimated Hours (number field)
  • Cost or Budget (currency field)
  • Approval Status (dropdown: pending, approved, rejected)

These fields ensure that ClickUp tasks hold all critical work order details in a consistent format.

Structure the Work Order Description

Use the task description in ClickUp as a mini form. You can add sections like:

  • Summary: One-sentence overview of the job
  • Detailed Instructions: Step-by-step requirements
  • Access Info: How to enter the site or system
  • Dependencies: Other work that must be done first
  • Safety or Compliance Notes: Any mandatory checks

Save this as a template so requesters and assignees always have the same structure to follow.

Save as a Reusable ClickUp Template

  1. Open a sample task that contains your ideal fields and description.

  2. In the task menu, choose the option to save it as a Template.

  3. Give it a clear name such as “Standard Work Order” or “IT Service Request.”

  4. Set permissions so the right people can apply it whenever they create a new task.

Now your ClickUp workspace has a consistent template ready for every new work order.

Step 5: Create and Submit New Work Orders in ClickUp

Once the template is ready, teach your team how to submit requests so you receive complete, actionable work orders.

Use the Work Order Template for Every Request

  1. Go to the appropriate List (for example, “IT Work Orders”).

  2. Click New Task and choose your saved work order template.

  3. Fill out all mandatory Custom Fields, including priority and due date.

  4. Complete the structured description, especially instructions and access details.

  5. Assign the task to the correct owner or team.

Because the template lives in ClickUp, every new work order follows the same format and is easy to understand at a glance.

Step 6: Track, Manage, and Complete Work Orders in ClickUp

To keep jobs moving, use statuses, views, and automations described in the ClickUp work order template guide.

Set Clear Statuses

Create a status workflow such as:

  • New
  • Pending Approval
  • Scheduled
  • In Progress
  • On Hold
  • Completed
  • Closed

As the work advances, team members update the status so everyone can see the current stage in real time.

Use ClickUp Views for Visibility

Different views make it easier to manage your work orders:

  • List view: Sort and filter by priority, assignee, or due date.
  • Board view: Drag tasks across status columns like a Kanban board.
  • Calendar view: See scheduled jobs by day, week, or month.
  • Table view: Manage large volumes of work orders like a spreadsheet.

These views help managers spot overdue jobs, resource bottlenecks, and urgent requests quickly inside ClickUp.

Step 7: Automate and Improve Your ClickUp Work Order System

After your team has used the templates for a while, refine the process based on real-world feedback.

Automate Routine Actions

Use automations in ClickUp to reduce manual work, such as:

  • Automatically set assignee based on request type
  • Move status to “Pending Approval” when a request is created
  • Send notifications to supervisors when priority is set to urgent
  • Create follow-up tasks when a work order is closed

Automations keep your work order pipeline flowing without constant oversight.

Review Work Order Metrics

Use reporting, dashboards, or exports to understand performance trends:

  • Average time from request to completion
  • Volume of work orders by type or location
  • Backlog of open or overdue work orders
  • Common request categories that may need new processes

With this data, you can tune your ClickUp templates and workflows for faster response times and better service.

Next Steps: Optimize Your ClickUp Setup

To go beyond the basics of work orders, you can combine ClickUp with expert process design and training. Specialized consultants, such as those at Consultevo, can help you design scalable request flows, approval chains, and reporting tailored to your organization.

By pairing a clear work order template from the official ClickUp guide with continuous optimization, you can standardize requests, keep teams aligned, and ensure every job moves from request to completion with minimal friction.

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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