---
title: ClickUp Client Sunset Process
type: article
created: '2026-04-05'
updated: '2026-04-05'
source_docs:
- raw/2026-03-17-vcph-x-asymmetric-marketing-130555282.md
tags:
- clickup
- client-management
- operations
- project-management
- archiving
layer: 2
client_source: null
industry_context: null
transferable: true
---

# 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 Name` field 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

- [[wiki/knowledge/project-management/clickup-done-to-historical-archiving]] — Automated workflow that moves completed tasks to the Historical list within a client folder
- [[wiki/knowledge/project-management/clickup-client-naming-conventions]] — Requirements for consistent naming across the Client Tracker task name, client name dropdown, and Client Delivery folder name
- [[wiki/clients/asymmetric-marketing/_index]] — 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.