Sanja Djurdjevic

ClickUp guidelines Structure overview: ● There should be separate spaces for: ○ Sales ■ Used to track the Lead generation process and Finances ○ Client management ■ Used to manage clients, once the lead becomes a client ■ Used to track open positions ○ Recruiting ■ Used to List and grade candidates ■ Used to manage interviews ○ Internal training (or other internal processes) SALES Space Contains the Lead generation folder ● The folder contains the Accounts & Opportunities list, which should be used to manage your Leads ● You can add a new lead by creating a new task, naming it after the Lead, and filling out the fields in this list with the Lead's information. ● You can use the list statuses to indicate the progress you make with a certain lead ○ ○ ○ ○ ○ Prospect Intro call Proposal Closed (Lost deal) or Closed (won deal) NOTE: You can change the list statuses to match your classifications or workflow by clicking on the settings > Manage statuses. 1. Click on Custom 2. Rename the statuses or Add new ones 3. Reorder the statuses (optional) 4. Change the color (optional) 5. Click on Save ● Once you schedule y call with the Lead, you can add the meeting date ○ You will be able to track all your meetings in the Meetings view ● Once the Lead becomes a Client, you change the task (Lead entry) status to CLOSED (won or lost). NOTE: Your closed tasks won't appear in the list unless you click on the "Show closed" button. Automation: There is automation set up to create a new task to add contacts for a certain Client once the Lead becomes a Client. Click on the Accounts & Opportunities list settings > Automations > Active automations. Click on Edit to see the automation settings: 1. The trigger (WHEN) is set to: Status changes from Any to Closed (won) 2. The Action (DO THIS) is to: 2.1. Create a new task named “Add contacts for + Task name ”, in the Contacts list (Client Management space), new task Description should contain the link to the LEAD task and Add Assignees 2.2. Create a new task named “List open positions for + Task name”, in the Open positions list, the new task description should contain the link to the LEAD task and Add assignees CLIENT MANAGEMENT: ● ● There is a list for Contacts (Clients) There is a list for Open positions Contacts list Adding new fields (columns): I added the “Client” column, which is a label type (meaning it allows multiple selection). Make sure to Add a new value (Client company name) any time you have a new Client. To do this, simply click on the empty field in the “Client” column, start typing the Client company name and press Enter to save the new Label. You need to add other desired fields to this list (e.g. what contact information you usually keep, links to the contact profiles, etc.). To do that, click on the “Add column” button Then, select the type of field you want to add (Phone, Website (link), Email, Location, Rating, Money, etc.) Name the field according to your preference and click Add column. The person who is assigned the task of adding contact information should review the lead’s information and fill out these fields in the list. Filtering the contact information The easiest way to manage the clients is to have all of your contacts in a single list, and then filter the data by a specific client you want to see. To do that, click on Filter > Scroll down to find the "Client" field > Set the value to the desired Client. This setting will allow you to see only the contacts and other data for that specific client. Open positions list List the open positions for a certain Client. Make sure to set the appropriate value in the Client label field - this would help indicate the job position is opened by a specific client. NOTE: If you have multiple open positions for the SAME title, but different client companies, you can either: ● Create separate tasks for each Open position, and then set the Client label to match the Client company ● Or you can create a single task to represent the Open position, and then add multiple labels to represent all Client companies that have that open position: Make sure to add new fields for the data you want to track in this list. Refer to Adding new fields section. The same as with the Contacts list, the principle applies to Open positions - you can keep all open positions in a single list, and then filter the data either by: ● Job title ● The company that opened the position RECRUITING ● ● There is a list for Candidates There is a list for Interview management Candidates list Unfortunately, there is no Chrome extension you could use as an alternative to GEM or RecruitCRM, as there is no option to pull the candidate's data from LinkedIn and fill out ClickUp automatically. However, you can use the ClickUp extension to "Bookmark" the candidate's LinkedIn profile, and then assign someone from your team to add the details manually. This is how you bookmark a profile using the ClickUp extension: Once you list your candidates and someone adds their details to ClickUp, you (or the person adding the details) could link the Candidate to the open position (task) by following these steps: 1. Open the task card 2. Click on Dependencies 3. Click on Add linked task 4. Click on Browse tasks 5. Select the space (Client management) and the List (Open positions) that contains the required task (open position) 6. Select the requried open position for this specific candidate 7. Click on Done. Candidate history view This view simply pulls and shows only certain fields to allow you to easily check the candidate history data. Currently, the fields shown in this list are Past company, Experience and Resume file. You can add more fields if required. Candidate Questions You can use this view to list all questions you want to go through during the interview with the candidate. Status view (kanban) With this view, you can have a quick overview of the status the Candidate is currently in, and change it if required by simply dragging the candidate card to the required bucket (status). The statuses in this view (and the entire list, generally) are: ● New applicant ● Offer sent ● Interview scheduled ● Not a fit ● Negotiating ● Closed Application form You can use a form view to send out to Candidates to fill out their data and apply for certain job positions. Interviews list This list keeps all information about the interviews, such as who are the candidates who have scheduled the interview (or with whom you have scheduled an interview), date of the interview, status of the Interview and the Candidate scorecard. Integration with Calendly: ● Connecting Calendly to ClickUp using https://app.integrately.com/signup?from=web&ct=2&code=0&triggerAppId=9&triggerId=2 575&actionAppId=142&actionId=1843 ○ You need to log into your Calandly account ○ Trigger is: Invitee creates (a meeting) in Calendly ○ Action is: A new Task is created in ClickUp - In the Recruiting space, Interviews list. Once the Invitee schedules a meeting in calendly, a new task will be automatically created in ClickUp and assigned to you. Meetings view in the Interviews list In this view, you can keep track of all your scheduled meetings with the candidates. When the day of the meeting comes, and you need to start a Zoom meeting with the candidate, you can simply open the entry (task) in the Meetings view and click on the Zoom button to start the Zoom call. ● This is the Zoom integration, it allows you to start the Zoom meeting directly from the task card Scorecard view You can use this view to rate the candidates after (or before) the interview. The rating fields are added as an example, you may change, delete or add new fields according to the performance/personality/experience metrics you would usually rate. Dashboards Currently, the options for dashboards are limited, as you are still on the Unlimited plan. (We discussed staying on the Unlimited plan is the best until you get more familiar with ClickUp features, so you do not have to pay more at the moment). Once you decide to upgrade your ClickUp to Business plan, you can take a look at this Dashboards webinar to get an idea of what could be tracked with the dashboard widgets in ClickUp: https://www.youtube.com/watch?v=jYZ8r4sRckA