ClickUp Workflow Process

Asymmetric uses ClickUp as its primary project management and client collaboration platform. This article documents the standard task workflow, sprint structure, and conventions for working with clients inside ClickUp.

Task Lifecycle

Tasks move through the following stages:

1. Backlog — Task has been submitted and is queued but not yet scheduled into a sprint.
2. In Progress — Work has begun. The assigned team member is actively working on the task.
3. Internal Review — Work is complete internally. The team member tags Melissa (or the account lead) in a comment for review before the client sees it.
4. Client Review — Melissa moves the task to this stage and tags the client contact. The client is expected to review and provide feedback via comments.
5. Done — Task is complete and approved.

Note: As of late 2025, the stages do not display in sequential order in the ClickUp UI. This is a known limitation being addressed with a ClickUp consultant.

Sprint Structure

• Asymmetric runs two-week sprints, typically starting on the 1st and 16th of each month.
• New client requests land in the company backlog first, not the sprint backlog.
• The team pulls tasks from the backlog into the sprint backlog based on capacity and priority.
• Sprints help the team manage workload across all clients in a digestible, planned way rather than working from an unstructured queue.

Task Priority Guidelines

For anything needed within 48–72 hours, clients should also send a direct email or text to the account lead in addition to submitting the ClickUp task, in case the notification is not seen immediately.

Submitting Project Requests

Preferred channel: ClickUp task request form (accessible via the client dashboard).

Clients should avoid submitting new project requests via email when possible. Using ClickUp ensures the request is tracked in the project management system, visible to the full team, and tied to a documented history.

When submitting a task, include:
- Task name and brief description
- Desired due date
- Any relevant files or attachments
- Priority level

Client Dashboard

Clients access ClickUp via their client dashboard, which provides:
- Overview of current sprint tasks and progress
- Team member assignments
- Color-coded status indicators (gray = not started, etc.)
- Completed task history (useful for referencing past work)
- Access to the task request submission form

Bookmark recommendation: The dashboard is the recommended landing page for clients. The inbox is also useful for monitoring notifications and responding to review requests.

Inbox and Notifications

• Clients receive inbox notifications when they are tagged in a task comment.
• To comment on a task from the inbox, click through to the task title link at the top of the notification — commenting is not available directly from the inbox notification view itself.
• Email notifications from ClickUp can be managed in personal settings (Settings → Notifications). Clients who find volume excessive can reduce or disable email alerts and rely on the in-app inbox instead.

Permissions Note

As of late 2025, some client accounts have broader visibility into Asymmetric's workspace than intended (able to see other clients' projects). This is a known configuration issue being reviewed. It does not expose sensitive data but is not the intended behavior.

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