How to Use ClickUp to Replace Tallyfy

ClickUp can fully replace Tallyfy for managing workflows, documenting processes, and coordinating recurring tasks across your team. This how-to guide walks you through setting up a structured, automated workflow system so you can manage work from idea to done in one place.

The steps below are based on key workflow features covered in the Tallyfy alternatives overview and adapted into a practical, action-focused guide.

1. Plan Your Workflow Structure in ClickUp

Before you build anything, outline how you want your processes to look inside ClickUp. Clear planning keeps your workspace tidy and easy to scale.

1.1 Define your core processes

List the recurring processes that matter most to your team, such as:

• Client onboarding and offboarding
• New employee onboarding
• Content production and approvals
• IT or facilities request handling
• Product feature development

Each of these processes will become a List or a set of templates inside ClickUp.

1.2 Map Spaces, Folders, and Lists in ClickUp

Use the ClickUp hierarchy to mirror your organization:

• Spaces: Broad departments (Marketing, Sales, Operations, HR).
• Folders: Major programs or process groups (Campaigns, Requests, Onboarding).
• Lists: Individual workflows (Client Onboarding, Bug Intake, New Hire Setup).

Sketch this hierarchy first so you can build it quickly without rework.

2. Create a Process List in ClickUp

Once your structure is planned, start with a single high-impact workflow and build it out end to end.

2.1 Set up a new List

1. Go to the relevant Space and Folder in ClickUp.
2. Click + New List.
3. Name it after your process, such as Client Onboarding Workflow.
4. Optionally add a brief description of what the List covers.

This List will hold all tasks and templates related to that process.

2.2 Add custom statuses to mirror stages

Replace generic to-do statuses with clear process stages. For example:

• Intake Received
• Info Collected
• Work In Progress
• Review & Approval
• Completed

In ClickUp, edit List settings and define these statuses so everyone knows exactly where each workflow stands at a glance.

3. Build Repeatable Task Templates in ClickUp

To match the checklist-driven style of Tallyfy, you will create task templates containing all the steps needed to complete a process.

3.1 Create the master process task

1. In your new List, create a task called something like Client Onboarding Template.
2. Inside the task, add all required subtasks for the workflow.

Example subtasks:

• Send welcome email
• Collect required documents
• Set up account and permissions
• Schedule kickoff meeting
• Share project plan with client

Each subtask should represent a clear, actionable step.

3.2 Add checklists and detailed instructions

Within the template task, use checklists and the task description to document how each step should be executed:

• Write short instructions for each stage.
• Link to SOP documents, videos, or forms.
• Use rich text formatting to highlight key rules.

This turns ClickUp into a living process manual instead of just a simple task list.

3.3 Save as a reusable task template

1. Open the fully built process task in ClickUp.
2. Click the three-dot menu and choose Save as Template.
3. Give the template a clear name and category.
4. Choose what to include (subtasks, assignees, due dates, custom fields, etc.).

From now on, every time this workflow runs, you can spin up a fresh copy in seconds.

4. Add Custom Fields and Forms in ClickUp

To capture data the way Tallyfy forms do, use custom fields and forms inside ClickUp.

4.1 Configure custom fields

In your process List, create custom fields for the data you need, such as:

• Client Type
• Priority
• Contract Value
• Region
• Owner Department

Assign these fields to the List so every task shares the same structured data. This makes filtering and reporting simple.

4.2 Build Forms to trigger workflows

1. Open your List in ClickUp.
2. Go to the Form view or add a new Form view.
3. Drag in fields that map to your custom fields and core task details.
4. Customize labels and instructions so requesters know what to enter.

Share the form link with stakeholders. Every submission automatically creates a new task and starts the workflow.

5. Automate Routine Steps in ClickUp

Automation is essential when moving from Tallyfy to ClickUp. Use native automations to route work, set dates, and notify the right people.

5.1 Identify automation opportunities

Look for rules where “if X happens, then Y should occur.” Examples:

• If a request is submitted, assign it to the intake team.
• If a status changes to Review & Approval, notify the manager.
• If priority is High, shorten the due date.

5.2 Create automations in ClickUp

1. Open the List that holds your workflow.
2. Click Automations.
3. Choose a template rule or build a custom one with When / And / Then logic.
4. Test each automation with a sample task.

Keep automations simple at first. You can refine them as patterns emerge.

6. Collaborate and Track Progress in ClickUp

With your workflows built, focus on collaboration and visibility so everyone can track processes without extra meetings.

6.1 Use views to monitor workflows

In ClickUp, create multiple views of the same List so different roles see what they need:

• Board view to drag tasks by stage.
• List view to see all tasks with custom fields.
• Calendar view to visualize deadlines.
• Dashboard for cross-process reporting.

Configure filters and sorting so managers, operators, and requesters can quickly find what matters.

6.2 Comment, mention, and attach files

Encourage your team to keep all communication inside ClickUp tasks:

• Use comments to ask questions and add updates.
• Mention teammates with @name to notify them.
• Attach documents, screenshots, and contracts directly to tasks.

This keeps each workflow self-contained and easy to audit later.

7. Improve and Scale Your ClickUp Workflows

After you migrate from Tallyfy, treat ClickUp as a continuous improvement system rather than a one-time setup.

7.1 Collect feedback from users

Ask team members:

• Which steps feel unclear or redundant?
• Where are tasks getting stuck?
• What should be automated next?

Use this feedback to refine templates, statuses, and automations.

7.2 Standardize documentation and SOPs

Create a central List or Space in ClickUp just for SOPs and process documentation. Link those SOP tasks from your workflow templates so operators can open instructions in one click.

7.3 Get expert help if needed

If you want a faster, more strategic rollout, consider working with a dedicated ClickUp and workflow consulting partner like Consultevo. Structured guidance can help you standardize processes across multiple teams and tools.

Next Steps: Make ClickUp Your Workflow Hub

By planning your structure, building detailed task templates, adding custom fields and forms, and layering in automation, you can use ClickUp as a powerful replacement for Tallyfy. Start with one core process, refine it with real usage, then replicate the pattern across departments so your organization runs on clear, documented, automated workflows.

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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