ClickUp Client Sunset Process
When a client relationship ends, two manual steps are required across two separate spaces. There is intentionally no automation for this process — the separation ensures historical data integrity is preserved.
Process Steps
1. Update the Client Tracker
Navigate to the Client Tracker and locate the client's task. Change the client status field from Active to Sunset.
Do not delete the client record from the tracker. Deleting a client removes them from the client name dropdown, which retroactively blanks the
Client Namefield on all historical tasks that were tagged to that client. The dropdown has a 500-item limit, so deletion should only be considered if that ceiling is being approached.
2. Move the Folder in Client Delivery
Navigate to Client Delivery and manually move the client's folder into the Archive Clients folder.
These two steps are independent — updating the tracker does not move the delivery folder, and moving the delivery folder does not update the tracker. Both must be done separately.
Why No Automation?
The sunset process was deliberately left as a manual two-step workflow. Automating the folder move would risk data loss if triggered incorrectly, and the low frequency of client offboarding makes the manual overhead acceptable.
Relationship to the Client Name Dropdown
The client name dropdown in the tracker persists even after a client is sunsetted. This is by design: the dropdown entry must remain so that historical tasks retain their Client Name tag. If a client is deleted from the tracker, all tasks previously tagged to that client will show a blank client name field.
If the dropdown approaches the 500-item limit, the team should evaluate which sunset clients can be safely removed — only after confirming no active reporting depends on their historical task data.
Related Processes
- [1] — Automated workflow that moves completed tasks to the Historical list within a client folder
- [2] — Requirements for consistent naming across the Client Tracker task name, client name dropdown, and Client Delivery folder name
- [3] — Client context for this process
Source
Established during the VCPH × Asymmetric Marketing ClickUp migration planning session (2026-04-05). See the sunset process discussion starting around the 43-minute mark of that meeting.