--- title: ClickUp Structure & Workflow Finalization type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2026-02-11-asymmetric-marketing-121563739.md tags: - clickup - task-management - operations - workflow - automation - project-management layer: 2 client_source: Asymmetric Marketing industry_context: b2b-services transferable: false --- # ClickUp Structure & Workflow Finalization **Date:** 2026-04-05 **Client:** [[wiki/clients/current/asymmetric/_index|Asymmetric Marketing]] **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 Management` - `Project` - `Historical` - `Resources` 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 `Services` field 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: 1. **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). 2. **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: - `Onboarding` - `Active` - `Hosting 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 - [[wiki/clients/current/asymmetric/_index|Asymmetric Marketing — Client Index]] - [[wiki/knowledge/clickup-multi-assignee-workload-estimation|ClickUp Multi-Assignee Workload Estimation]] - [[wiki/knowledge/clickup-tags-vs-custom-fields|ClickUp Tags vs. Custom Label Fields]]