ClickUp CRM Tutorial – manage all your customer relationships and keep track of your interactions, potential customers, and current clients in your business. Watch this video tutorial where we’ll show you how to connect different online tools to optimize your CRM systems as well with some practical examples.
Learn how to schedule a call in Acuity and automatically create a task without you having to take any further steps. This feature is very useful to keep track of your booked calls as well as having your client’s information in one single place, such as their name, date and time of the call, add your own notes, budget, email address, and more.
Another interesting thing about ClickUp is that you can separate your leads in different statuses depending on the duration of your projects and the type of clients. For example, we have ongoing clients and one-off projects with due dates and milestones.
Onboarding and offboarding clients in ClickUp is super useful with tools such as Acuity and Zap. We like using them when someone contacts us from Acuity, because then our clients are sent to 17 hats where you can systemize your files, invoices, folders, and more.
Another way to automate your tasks is with Zapier – Zapier triggers creating a task in ClickUp, depending on the type of call. We like to have a marketing discovery call and a general discovery call.
We hope you enjoyed these tips on how to automate your calls, bookings, and client information so your CRM processes can run smoothly for your business.
Watch Amalie Show You How To Use CRM in ClickUp:
Read The ClickUp CRM Video Tutorial Transcript
Hi, I am Amalie with Systematic Excellence Consulting and today I’m going to do a CRM tutorial of how we utilize ClickUp for our CRM. So the first thing is we have a Zap setup, that when someone schedules a call in acuity, it will automatically create a task inside of our CRM. So it will look something like this. When it first comes in, it’ll have the person’s name, the type of call, the date and time of the call. And that was all set up in Zapier.
It’ll also check off that the initial discovery calls booked. And then it’ll set the due date as well, I don’t have that set, because I didn’t want it to show like a past due date. But anyway, it’ll come in automatically. And then what we do is, inside, I’ll show you the way that we set it up inside of Zapier, we have questions that we ask and then when they answer them, I’ve set the questions to populate inside the descriptions. So it would look something like this, obviously, this will have their information in here. And then we take the notes from the call right inside of the task.
And then we have some fields in here. So once we have a budget, we can put their budget, we can put their email address in here and then if we’re going to book follow up calls, so let’s say we get on the call the person but they need to think about it, or they you know, maybe we need to have a follow up call to ask additional questions or provide a proposal, something like that. So we can put the information in here. And then what we’ll do is, you know, we’ll give them you know, if they’re brand new, they’re cold or warm or hot, whatever. And then we’ll put their information here so we can see it across the top, we’ll assign the task. So the zap is actually set up to assign to either myself or Janine, my business partner, depending on the type of call, we do have one call that is a general discovery call that isn’t necessarily operations or marketing. And that will be assigned to both of us just and then one of us will take it depending on our schedule. If we need to book a follow up call, we’ll move it down here to follow up. And then we will put the due date of when we’ve scheduled that follow up call with the person and then assign it to whoever’s going to take it. If we send them a proposal, and we’re waiting for their response, then we would put it here, again, all of those notes would go into the description of the task and live there. And then we would put follow up call booked.
Then if we’re sending them a proposal, we’d move it here, the due date of when we expect to hear back from them or when we’ve booked a follow up call to discuss the proposal. That would be the due date here. Again, we would then, you know, check off whether the proposal this is for accepted so and then if they accept it, we would check that off and then move it to ready for onboarding. When we’re ready to onboard them, we would move the task to our current client area, we keep these separate, I think just because it would be a really long list to have it, you know, to have it in there.
So we keep the leads in one place, and then the current clients in another. And then in here, we just have a couple of different statuses because we have some projects that are just one off, we have ongoing clients. And if there’s possible next steps, meaning we book a call with them to discuss continuing the project or starting another project.
And then if we’re waiting on a client for something, let’s say we finished the project and we’re waiting for the client’s feedback or something like that, we would leave that there. And then when we’re ready to do off boarding, we would move them to off boarding and then once we’re done off boarding, we would complete it. Now we would attach the onboarding checklist here. For inside of here, we have a checklist that is considered or that we made a template and you just apply template center.
This would be the template for if we had a task template, but what we would want is a checklist. So to add that you just do use template and then you can select the template that you need here. So if this was the onboarding one, we would just click here and then it’ll apply the checklist. Obviously, that’s not the right one. But anyway, you get the idea.
So then we have our checklist here for onboarding and we do the onboarding from there that would lead us to, depending on the type of project, that would lead us to creating the client folder with whatever lists that we need for them. But we always keep a task here for our current clients. So if it’s one off, then it’ll have a due date of when that project is done, we can set milestones for that. If the milestones for inside of the project will go into the actual client project folder, which would be in a different area, this would be like when the project is done, if it’s an ongoing client, the due date that we set is when we send the next invoice, or just if we have recurring invoices being sent, then it’s just a reminder to us to check to make sure that it was sent. And then like I said, Just move them through this process.
And then for onboarding, we would do the same where we would have an onboarding checklist that we would apply to the task when that client is ready for off boarding.
So again, we start with the lead status, the CRM for the lead status list. And that is initiated when someone books a discovery call in acuity and the zap sends it here, then from there, if we do need to add someone manually if we were having a conversation with someone and we just decided on a date and time we are going to talk, then we would just come in here, and we would add a new task. And then we have a checklist that is similar to, we have a template tasks that we could apply if we were just doing it manually. Ideally, having them come from acuity is helpful, because we have another zap that sends them to 17 hats. So when someone books a call, there’s a task created in ClickUp and a new contact created 17 hats just to make it easier when we’re ready to send the agreement and that kind of thing. We also have it create a new contact or a new client in QuickBooks. So basically one action creates, you know, initiates three other actions. So it makes it easier when we’re getting ready to send agreements and invoices.
Okay, so I wanted to show you inside of Zapier, so the zap that we have is for acuity, and it’s a new appointment, acuity scheduling, that’s our account. And then what it’s triggering, so the type of appointment and then I have one set up for the different discovery calls that we have. So we have a marketing one and a general one. And then this is the test trigger. So I’m going to just continue, I don’t need to test it because I know it works. And then for the ClickUp part, we want to create a new task. And you do have options here. But that’s what we have set up, it goes to our account, setup action. And then this is the breakdown here if it’s in our workspace, it goes to CRM prospects lead status, we don’t utilize the template, because I’m pulling everything from the acuity form that they fill out. So the task name, I’ve selected exactly what I want it to be in the task name. One little thing here is make sure you put a space otherwise it will all be crammed together. Now what I did here is I’ve typed out email address colon, and then the answer from the acuity form, I just filled this out. So and then the way you do that is if you just click down and you just say like, whatever your question is colon, and then you find the response. If you want to find the response to you know, let’s just say how did you hear about us, right? So, when I filled out the form, I didn’t fill that part out. So it says no data, but you get the idea. So then this will be part of what will appear. Let me go back over here really quick. This will be what appears right here. Okay. And then I’m just gonna delete this because I don’t want that to be there. Okay.
Oops. All right. So then it’s assigned to me, it’s a first ticket discovery call booked. The tag it gets operations we can set a priority due date is set to the date that is booked. And then that’s it. That’s how you set it up. So you can have it then create a task inside of ClickUp and then we did the same thing for doing it inside of 17 hats as well.
So again, I hope that was helpful. My name is Amalie, I’m with Systematic Excellence Consulting. Make sure that you subscribe to catch our future videos. Like, comment if you have any questions, I’m happy to you know answer those and thank you so much for watching.
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