CLIENT MANAGEMENT SYSTEM | ClickUp 2.0


Hey everybody. Here is finally
the video you’ve been waiting for. How to do client management in ClickUp. I know a lot of you have reached out
and they wanted to get ideas because are you doing clients as a folder?
Are you doing clients as a list? How do you do that? What kind of statuses? And I will answer all of your
questions in today’s video. Client management in ClickUp Before we dive right into and do
the whole screen share thing again, make sure to subscribe and hit the bell
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and how to be more efficient. So now go. Hit the subscribe button below if you
haven’t done so yet and hit the bell so you get notified. Let’s head on over on my screen and show
you how you can manage your clients in ClickUp. We already have my maintenance
clients open right here. This is a simple board really just for
all those little loose ends of “Hey, can you do this and hey, can you do this?” This is really just
for my maintenance clients to keep track on it. Simple, open in the
works, follow up, invoice. We’ll get to this one in just a little
bit and then all the close tasks. These are all just the little
tiny stuff that comes around. I just wanted to show you that before
we dig into those real big clients that need their own set up. Now let’s start with the client onboarding and who is a potential
client who needs to get information, who signed the proposal, who
paid and all of these things. So let’s start with your
client onboarding workflow, shall we? This is my client workflow up here, which is pretty much my client roster. Here in the open roster is
everybody that said “hey, we are not ready for this yet, just
follow back up with us. Things like that. Potential clients, as the name
says, are real potential clients. We are in conversation,
things that happening. To remind me if I need to follow up for
whatever reason – We got the follow up. Then when proposals go out, they go into the proposal stage working
on as the name says – We are working on those. That could be anywhere from
development to just finalizing. We are working on it. Waiting on the client means “hey
client needs to make a decision. Client needs to sign something. Client
needs to pay. This is on hold for now. We need to hear back from the client.”
Finalize specially in a web design project means finishing touches
on this. Let’s get this done. Let’s get this off to the client. I specifically have a maintenance tab
that tracks all of my clients that are on a maintenance package, making sure I don’t forget about anybody
and when they’re done they move into the closed and those are often enough
actually a close tab and we just hide those. This is a general overview how we keep
track off people at Pacific Crest Media. The question always comes up: once the client is onboarded. Once
the client is working with us, how do I keep track of them? As you
saw, we have the maintenance tab. That means they have gone through the
development. It’s really just the updates. It’s a monthly blog post, whatever monthly package they have
signed up with and they stay in there. When they are in that maintenance just
because those are really just a website maintenance. They stay in there,
they don’t have their own tab. We are moving them out of that.
They’re really just staying in here, but when you have maintenance
clients that also get social media, that get blog posting, that get way more than just
updating their website. They need their own space.
So how do we do that? Do we throw them in the list
and we put them in a folder? How are we handling those? Let’s jump back on my ClickUp
and show you how we do that. When you look in here we had
mentioned call all ready. In the last video you see we set up our
clients at folder level and then at list level is the services
they have signed up with. So Coral is getting VA
services from us too. All the loose ends that tend
to fall off the deep end. She literally just messages me and they
all go just right there and the Shero Sidekick Task, all the VA stuff. Then the content calendar is
the blog post, the social media, all of these things and
they happen right in here. To repeat client gets into folder level. All of the projects and services
they sign up for a in list level. Now make sure as, I
mentioned in the last video, to embed everything. If you follow my recommendation of
collecting your social media posts and an airtable – embed that airtable post, use a ClickUp document to
collect client information. Make sure ClickUp becomes the
hub for all of your information. Make use of that time. Now
let’s head back over there. Then what we do, we use assets
and templates to set up templates. I find this easier and to just duplicate
them rather than setting up real templates. As you can see, this is a collect all
bucket – for templates, for things that we know are coming
up. We then move into the to-do, when we are ready to do those. In
progress means we’re working on it. Finalize means putting the
finishing touches on it. Invoice so you know that the task that
is moved in there has time on it but you haven’t invoiced it yet, so make sure you have one of those tabs
in there so your time doesn’t get lost somewhere. And then we
move it into closed. Now we use tags to really show, hey, this is their social media,
this is their blog posts. I didn’t want to build separate lists
for blog post content and then social media content. It’s all content calendar and that’s
just how we had decided to handle it. You can do separate lists for web design
and then social media and then blog posting. If the job really becomes that
big that it needs its own list. Now, the nice thing about this in here
is when you open up one of those tasks, approval, meaning “Hey, all of this stuff needs to be approved”
can be assigned to the client. You don’t have to email them, pull
them in as a guest, set a due date, assign it, make sure you set your dependencies and
skip on all of those email mess forth and back and nothing is working. The other thing is same with you, with your VA or any associates
you’re working with. Everything happens in
here. As I mentioned, the airtable form is in here
with posts and all of that thing. There is client information.
It’s all right there. You do not have to go anywhere else. Make sure to make this your business hub now. As you might know,
I also use dubsado. Now, there’s the issue of dubsado
timing, if you forget to stop the timer, that timer I was going to one for the
next five days till you finally realize it’s working there. It’s running there. So that didn’t work for me because yeah, I had at some point 52
hours on a client’s invoice. Luckily it didn’t end up on the
invoice, but you know what I’m saying. So we’ve been playing around how to do
that because I also want to make sure that the time I’m tracking in
ClickUp is not going anywhere. So what we’ve done is we use the task, we use the log time feature. I do like when I work with associates
or myself just to figure out if I’m staying in the timeframe that I want to
be in or that it’s really as much time spent as I thought it is. I like
to use the estimate feature, but log the time in there
when the task is done, move it into the invoice tab. Meaning that task has been
done the time is recorded, but we still have to invoice it. And once you invoice it
you move it over to closed. You can make that a separate task list
or subtask in the task itself too and make sure to check it off.
Yes, it has been invoiced. So you know the track time
you have, you also billed for, we do not want to lose that potential
income happens way too easy. That’s pretty much it. This is how we are internally at
Pacific Crest Media handling clients. That’s how things don’t
slip through the cracks. Make sure to make use of
the ClickUp extension too. If you don’t want to pull in
a client, into your board, pull in their emails. Make sure
to train your clients. Hey, if you need something done,
email me at this email. Click the button add it as a task. And if you haven’t used
the ClickUp extension yet, there is a video where I’m talking about
the extension and how simple it makes life. Hope it helped you. Comment below. How are you handling your
client management in ClickUp? I want to hear from you and
I’ll see you again soon.

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