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

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

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]