ClickUp Structure & Workflow Finalization
Date: 2026-04-05
Client: [1]
Attendees: Melissa Cusumano, Isalia Ramirez, Pepper Garcia (Virtual Champions, external)
Overview
Working session to finalize the ClickUp task management structure and workflow for Asymmetric Marketing. The meeting addressed four core problems — fragmented folder structure, an unreliable tag system, inflated workload estimates from multi-assignee tasks, and a client-name automation that obscured task titles — and landed on concrete solutions for each.
Problems Identified
| Problem | Detail |
|---|---|
| Fragmented folder structure | Client folders contained too many service-specific lists, making navigation inconsistent across clients |
| Disorganized tag system | No permissions on tag creation; anyone could add tags, leading to duplicates and unreliable reporting |
| Inflated workload estimates | ClickUp divides estimated hours across all assignees by default, making workload views inaccurate for multi-person tasks |
| Client-name prepend automation | An existing automation prepended the client name to task titles, obscuring the actual task description in Sprint view |
Key Decisions
1. Standardized Four-List Client Folder Structure
All client folders in Client Delivery will be standardized to exactly four lists:
Account ManagementProjectHistoricalResources
Service-specific lists are removed. Service categorization moves to a custom field instead (see below). This simplifies navigation and provides a consistent framework across all clients.
2. Automated Client-Name Assignment
Rather than manually selecting a client name on each task (via dropdown), an automation will be configured per client folder to auto-assign the correct client name whenever a task is created within that folder. This eliminates manual entry and prevents errors.
- A manual/SOP will be created documenting how to configure this automation when onboarding a new client folder.
- Note: the dropdown approach was considered but has a 500-option limit and requires manual edits for each new client — both drawbacks ruled it out.
3. Services Custom Field Replaces Tags
A new Services custom field (label type) will replace the current free-form tag system for categorizing tasks by service type (e.g., Meta Ads, Analytics, Strategy, Copywriting).
- Tags will be exported and reviewed by Isalia and Melissa to determine which values to carry over as
Servicesfield options. - Labels can be grouped and reported on more cleanly than tags.
- Caveat: Restricting who can edit the field requires upgrading to ClickUp Business Plus. On the current Business plan, any user can modify it. For now, the team will rely on process/communication to control edits.
4. Workload Estimation Fix
Two options were discussed; the team will choose one:
- Manual estimate adjustment (preferred): When a task involves multiple assignees, manually set the total estimated hours to reflect the sum of individual contributions (e.g., 3 people × 1 hour = 3 hours entered).
- Subtasks (less preferred): Create subtasks per assignee with individual time estimates. Subtasks were flagged as problematic because they tend to get lost in views — the team has been actively trying to reduce subtask use.
5. Client Lifecycle Tracking via Status Field
A Status custom field will be added to the Client Tracker list to manage client lifecycle stages:
OnboardingActiveHosting Site(active but limited engagement — site hosting only)Hold(e.g., non-payment)Sunset(inactive/churned)
Sunset clients will be marked closed in the tracker (hiding them from default views) and their folders moved to an Archived Clients folder. Access to Archived Clients will be restricted to Isalia, Melissa, and Mark. Historical data is retained; the folder just moves out of the active workspace.
6. Task Naming Convention — Disable Prepend Automation
The automation that prepends the client name to task titles will be disabled. Instead:
- Task titles will be kept clean and descriptive (e.g., "Create landing page for AHS").
- The Location column in Sprint view already shows which client folder/list a task belongs to, providing client context without polluting the task name.
- Team members may still include a client abbreviation in the task name where helpful for notification clarity, but this will not be automated.
Action Items
| Owner | Action |
|---|---|
| Pepper | Clean up ClickUp file; standardize all Client Delivery folders to four lists (Account Mgmt, Project, Historical, Resources) |
| Pepper | Disable the client-name prepend automation |
| Pepper | Add Services custom field (label type) to task lists |
| Pepper | Export all current tags; send consolidated list to Isalia & Melissa for review |
| Pepper | Create SOP/manual for configuring per-folder client-name automation for new clients |
| Pepper | Build daily intake form with client code; route to Client Delivery; auto-add to Sprint |
| Pepper | Add Capital Bank to client list |
| Pepper | Finalize Client Tracker columns; upload consolidated client list |
| Pepper | Set up Archived Clients folder; restrict access to Isalia, Melissa, and Mark |
| Pepper | Review contract to confirm scope of current engagement |
| Pepper | Schedule follow-up meeting for Friday |
| Melissa | Grant sales team view-only access to Sales folders |
| Isalia & Melissa | Review exported tag list; decide which to retain as Services field options |
| Isalia & Melissa | Finalize Client Tracker columns and assignees |
Follow-Up
Next meeting scheduled for Friday (date TBC). Pepper will confirm once actions above are completed and send a calendar invite.
Scope question flagged: some items discussed may fall outside the current Virtual Champions contract. Pepper will review the contract and flag anything out of scope before the Friday session.
Related
- [2]
- [3]
- [4]