How to Track Leads in ClickUp

Or operations in ClickUp. And we'd love to do the same for you. Or if you're not ready for that yet, you can go to our website to get the ClickUp CRM template that I'm going to walk you through today. That link will be up in the top right as well as in the description below. Now let's get started. All right, so let's jump into ClickUp here and start talking about how we can create, track and nurture our leads inside of ClickUp. And so if you haven't watched my previous video on setting up your CRM inside of ClickUp, I highly recommend that you watch that one first. That'll be up in the top right of this video as well as in description below if you want to go and watch that. But if you're just focused on tracking leads and being able to create these inside of ClickUp, then this will be the perfect video for you. But here we can see in terms of our setup, what I have here is a CRM space and this is essentially we're going to be tracking all of my CRM records. So these aren't going to be all the actionable tasks. I'm going to put those in other spaces here that I have. But this is going to be really where all of my records for, for my leads, for my contacts, for my companies and my deals actually live. And so for this video, I'm going to be primarily be focusing on the leads list. But my other CRM video does focus on the contacts, companies and deals. So if you want to learn more about that, you'll want to watch that video. But here in the leads list, this is essentially where we're going to be creating and tracking and nurturing all of our leads. There's a lot in here, from views to custom fields to automations as well. But I'm going to be walking through all that in today's video. So what you're going to want to do is first set up this initial structure again with a space and all these lists. If you just want the leads list, then all you need to do is create that leads list. What I'm going to do here, now that I have my list for leads, is I'm actually going to go set up some custom fields and views. You'll see I have nothing in here right now, but I'll show you how to actually get the leads into this list. A couple of views that I recommend. Leads by content. Essentially this is going to be grouping by form. Form, which that'll be a Very important piece of this video and actually creating leads is creating these forms. But this will be a nice one where you can basically just create a basic list view here and just track basically all the leads by the form that they actually submitted here. So we'll see again, I don't have anything here yet, but we'll, we'll see that in just a second. We'll be able to track email, phone, job titles, LinkedIn, company team size, form, and a lot of other things here as well. Really you can customize this any way you want. And we'll again get more into that when we actually go to a form here. After that you'll want leads by contact content leads nurturing. So essentially here is I can have contact or lead owners, whatever you want to call it on these and essentially I can just group it by that contact owner for them to actually go here and nurture. And we'll see a little bit more of this when we actually get a lead in here. But that'll be sort of the second view that you want to set up. I'm again, that's just grouped by the contact owner custom field. Another one, this is going to actually be a board view where I'm looking at lead status and so this is actually looking at the lifecycle stage here. So again you can customize this, but this is going to be a dropdown custom field where I'm looking at leads, MQLs, SQLs, opportunities, customers or other. So you can customize that whatever way you want based off your life cycle stages. This is kind of the basic one here. As we'll see here. This is just kind of going to be an easy way for me to drag and drop leads from one place to the next. After that then we just have a nice table view where all of my leads are going to live. So just kind of a nice spreadsheet layout here with all those custom fields shown there as well. But again, that sounds all great. But let's look at what this actually looks like when we actually get a lead here into the system. And so to actually get these leads you have a couple of different options. Obviously the one is you can just go create them by yourself. If you have that from somewhere else, you can export from another system and then import it into ClickUp here if you wanted to. You just want to make sure that you align those custom fields to whatever variables are coming from the other system. So again, if you have a spreadsheet or CSV file, you can also import that into ClickUp. However, if you Want to make this as a system that's long lasting and you can actually create the leads directly in here rather than having to pull them from another system. What you want to do is you can create forms here which essentially the way that it would work like HubSpot or any other thing tool, you can create those forms and then the, the leads will actually fill that form out. They'll get whatever piece of content that they were looking for and then you can create the leads that way. So what you'll want to do here, as you can see I have this ClickUp guide which this is just my example of a lead magnet. Essentially we have a ClickUp guide on our website and right now I might be using a HubSpot form, but I could just use a ClickUp form. So as you can see here, I'm creating this form to again get these leads into this list. And so if you've never created a form before, what you're going to want to do is just come here, create a form just like that. Very simple. What I would recommend is for every sort of lead magnet or any form that you may have, maybe it's book a call or contact us. Each of those needs to have their own separate form. So you'd want to create a form for each of those. If I have this set up, I could also come here and I can just duplicate this and then readjust it for that new piece of content. But if I go back here, I need to make sure I'm in editing again. You can make this a little bit nicer. You'll want to name it to whatever this lead magnet may be. You can also come here and add a description to this as well. But now we get into really the big piece of this and this is going to be editing and putting the fields on this form. So here you can see essentially again, if you've never used forms before, the way that they're built is all of the fields here on this form are actually going to be related to either a custom field or just the native ClickUp task fields. So the way that I do this is again it's very easy. It's just a drag and drop here if you wanted to add on new form fields. But the basically the task name is going to be the name of that lead. So when someone's filling this out, essentially what they'll see is name here and so they're going to fill out their first and last name and then that will become the task name. And so you'll see what this Looks like when I actually fill this out. But we have name there and then in addition we have email. So that's going to be a custom field that you're going to want to create here inside of ClickUp. If you wanted to add a new custom field, all you have to do there is click on that, add a custom field. Pretty simple. You can also do it right here. Great field, just like that. And again, it could be dropdown, text, date, text area, a bunch of different options that you have. But you want to think about what do you actually need to get from this form and put in this to actually grab that information from your leads. So again I have name, I have email here. If I wanted to adjust this to not just be email, I can make it a little bit different. I could do that. You can make all these required here as well. And if you didn't want any of these in here anymore, you could just remove this from the form. It's just going to bring that back over here. So if I give you an example like this, we have LinkedIn, let's say I didn't need this anymore, I could just remove this from the form. It's not going to delete that custom field at all. It's just going to put it over here. So if email, then I have company again, I can adjust this if I don't want that. A little emoji here. That's going to be a text custom field there that I'm going to grab the company. Then we have phone number there. That's going to be a phone number, custom field, team size as well. That's going to be a dropdown that I created. We have job title here as well. That's going to be a text custom field. And then the last thing I have is actually a form custom field. And this is very important because when you have all these forms, you want to have a way, and this is where it comes into automation. You want to have a good way to say what form did they submit? Because then with that, like if you're sending an autoresponder, which that's what I'm going to be doing here, I want to have a way to distinguish between which of these different forms of which one they actually filled out. So I want to have a form here custom field for me to be able to do that. And this is actually going to be a hidden custom field which I'll walk you through how to set this up. Because essentially what this is going to do is I can grab this value for say this form is going to be ClickUp Guide. I can grab that value with that without the lead actually having to go and fill this out because we don't want them to have to do that. They're not going to know what form they're actually filling out. We want to make sure we can just grab that value. Just to paint some light. There is. I'm going to have a automation set up here. If I go to the list settings, we'll go to active Automations and this is going to allow me to do this. So as you can see here, I'm setting up an email automation here that says when a task or subtask is created and that's going to be by a form, I'm coming here and saying when the custom field is also equal to form of ClickUp Guide. Again, if you have a bunch of different forms, you're going to want to have this because that tells me, hey, when the task or that lead is created from that form submission and this form custom field is equal to ClickUp Guide, I'm then going to send them this particular email. So if you have a basically an autoresponder email for each different resource, you want to make sure that you have that custom field so that it can distinguish between the different kinds of forms. So then what this is going to do and I'll show an example of this, it's going to send an email from myself and if you haven't set up this inside of ClickUp, what you're going to want to do just to backtrack a little bit, you're going to want to go to your click apps here and you're going to want to find email. And this is the first thing you want to do is you want to make sure that this is actually turned on. But then the email you need to actually go active automations. Um, essentially what that's going to do is it's going to send the email and we can use that email custom field. So you're going to need this one because if they fill this out, if they don't want and then I can also just fill this email out with the subject as well as the body. And the cool part about this too is I can also add some custom variables here to say like hey, hi, task name again that task name will be their name. So it's going to be first and last unless they just fill out first on that. But I can also add in any other additional fields here to say, hey, what else do I want to put in there? Do I want to put in their phone number, which probably don't. Maybe their job title company? Again, if you wanted to customize that email a little bit more, you could do that. But again, that's going to be the email that's going to be sent out to every lead that fills this form out. And again, it's super important that you have that form hidden field in there, so you can grab that to know which form they actually filled out. Because otherwise there's not really a good way for you to do that. As you can see here. I can also, if I wanted to create templates and customize this, I could put this in here and that would allow me to just pull all that text over and over and again if I wanted to. But because this is automated, I don't necessarily need to adjust this or change it anymore. Once I get it in there, it's good to go. And then when I'm done with that, I'm just going to go ahead and click save and then we're going to go back to our form over here. So now what's going to be super important is, is once we're done with this, a couple other things you can do is come over to the side here and customize. This allows me to say, hey, once they submit this, it's going to go to that thank you page, which is just a better experience overall. In addition, you can also assign these tasks to someone, which I'm not going to do that. I'll show you sort of what I do there. If you want to use a template from this task created, which I wouldn't do that in this case. And then you can also just customize this a little bit more if you want to. But again, now what we're gonna do, because this is hidden, we're gonna go ahead and copy this link at the top and let's actually paste this form I'm in here and I'll show you what this looks like. So there we go. We have all of our fields here, but again that form one is hidden and it's not actually shown. So if I go back here, what you'll see in this URL is that the form submission here, I can actually see that here. So what I wanna do it to get this actually filled out and actually give me that custom field applied to this lead is I actually want to go change these X's here. So there's a great walkthrough of this here on ClickUp's website. Hidden fields and forms on really how to do this. But essentially what I'm going to do is I'm going to come here and just say the value is going to equal the ClickUp guide. So I'm actually in Caps lock. I'm going to turn that off head and set that up as well. So make sure that ClickUp is turned on. Now we need to go to App center and I'm going to type in email here. So it can either be Gmail or it can be Outlook. So let's actually get Gmail there. Configure Gmail. I'm going to configure this and you just need to make sure that your email is hooked up to ClickUp to be able to do this. So the downside to this is that you can only have two accounts linked here, unless you're going to pay a little bit more money. So maybe you have a support inbox or maybe again you're a smaller team, you just need your email. You'll just want to figure out what that sort of base email is going to be for all of these. And so I have mine Jeff at Zempilot here, I can go ahead and just make sure that that's linked and turned on. Other things you can do is you can also have signatures. So as you can see here, I can add in my signature to make this look like a legitimate email. And I can also use email templates here as well, which is super cool because this functionality allows you. I'll show you what this looks like in a second. But I can essentially just click on an email template and get that. If I'm sending an email out of ClickUp. But we're gonna go back to my workspace, we're gonna go back to our leads just like this and we'll go back into these automations. So if I come here again automation fill it out, then you can't actually send them the email because you don't have their email address. But if you have this email custom field, then you can send it this email to them. In addition, you can also CC and BCC in here if you want a little bit. For instance, if you wanted to send them to a thank you page just like this. So I can put in a redirect URL. Otherwise it's just going to send me to this basic response there. But this redirect URL will do click up. And then you need to make sure you put the percent 20 for your space just like that. And then I'm also going to do guide. And once you get that in you're good to go. I'm just going to click enter like that. And now when I fill this out, it's going to get that custom field of ClickUp guide applied to this task here. So let me quick pause this video form filled out with all of my information. We have our name, email, company, phone number, team size and job title. And so now what I'm going to do is I'm actually going to click download now because I want to get this ClickUp guide from ZenPower. As you'll see, that's going to go to my thank you page just like that, which, that's great. And now if I come back here, we'll see that that lead was added to this list. So I'm going to go here to Leads by Content and you'll see now I have Jeff Cipher. I have the email, phone number, job title I want to add in LinkedIn. I could, I have company there, team size. I have the form which again that was from the hidden field. So that was filled out. I didn't have to do that. I didn't automate anything. It was just because that form had that hidden field applied to it based off of what I did to that URL. Then I can also see Lifecycle stage that was automated to lead and then date updated over here as well. So a couple of things on that. Again, that's how we actually get this lead in here. And again if I click into this now, you're going to see that this email which is going to show up here inside of ClickUp was sent to myself in this case. Um, that's our lead here. It says hi Jeff Cipher. Remember that was from the Custard or the task name when they actually filled that out. Thanks for requesting our 56 page guide, so on and so forth. And that email went out with their email address, which is great. And you'll be able to see here all of these fields are filled out. So now we have a lot of information on our lead. And again, these are just the basic ones that I put in here. If you have anything else, you can add those as custom fields and add them to your form to make sure people fill them out to figure out what you really need to see if this is a good lead or not a good lead. Some things for us are like team size, but you want to put a lot of that information into your form as well. So after that I'm going to close this window and I'll show you a few other automations that I have set up here. Which are going to help with actually nurturing these leads overall. So in the list settings again in Automations, let's look at a couple of these. So here we have our email which I went over. In addition, I have one where actually we'll go to that one in just a second. The next one we have is one task or subtask is created again, sort of the same type of thing as an email one. But we're actually going to go ahead and create a task here for either your marketing, business development, sales, whoever's in that seat. What we're going to be doing is creating a task for them in our growth space. Again, this is where I say that actionable tasks are not going to live in the CRM. This is just going to be our records. But there's going to be a task created in the growth space for them to go review that lead and complete any of their prospecting tasks. So you can either use a template here or you can just go ahead and add the description right here and I'll show you what this task task looks like. But as you can see here, review the lead and the ClickUp CRM. It'll actually link out to that task research on LinkedIn, send follow up email, call lead if appropriate and then merge leads if there are multiple. Because there is one downside to this. If you have someone filling out a bunch of different forms to get those different lead magnets on your site, essentially they're not going to have a way to automatically merge them together. They're going to create a whole separate lead. So you just want to make sure that your team goes in there and merges them if they have to. So we're going to save that and I'll show you what that looks like. So if I go to the growth space, you'll see in our sales list, our sales folder with the prospecting here we have. So you can see I did a bunch of different tests on this. But here, review new lead Jeff Seifer and complete the prospecting task. That one was assigned to me here. As you'll see I have all of my description here for what I should actually be doing. So I can go here and I can review the lead in the CRM that's going to pull that up directly for me. I can check this out. As you can see, the email went out, we have all the information here and I can just say like, hey, do I need to call this person? Should I actually go and send out an email to them? And that's where the email Templates come into play too because I can come directly here inside of ClickUp and I can actually send an email and I can add a signature as we'll see there. And then I can also use my email template. So we have a couple in here, so maybe they're evaluating. Hi, I can add their name and notice we're looking at solutions with customer stories, so on and so forth. I mean I can go ahead and I can actually send that email out to our lead directly from ClickUp. And the cool part now is if they were to respond to that, all those threaded replies will then come into this comment section for me, be able to track all of that activity. So it's a great way if you can send emails out of ClickUp. Again, this is where you only have two email addresses. You might need a support inbox. Or maybe just one person in your team that's in that sales or marketing role is actually doing this because you are limited unless you want to pay for extra seats there. But again that's what I could do. I could also use this lead nurturing list for me to come in here and update the lead status to say, hey, I contacted this person, they responded. Or maybe it's closed, not a fit. So I can also use this view here to be able to go through that and just kind of have a good lead status there as well. The other thing you could do here is adjust this as well. So maybe they're a marketing qualified lead, maybe they're a sales qualified lead or when they become an opportunity as well. I could also label that, but that's really the initial sort of steps that your team is going to go through. Again, get that task assigned to them here in the growth space in the sales prospecting list. If you have that set up for them to go and review those. Because then again we want to make sure that if we need to contact these leads, if we need to call them, we're very timely on this process and we don't miss any great fit leads overall. But really a couple other things to this in terms of then taking those leads and maybe turning them into contacts with deals when they actually become an opportunity. What you can do if I go to the leads list here, into my list settings, Automations, Active Automations, I have a bunch of other stuff here as well, so that's why I wanted to skip this one for a second. But what we can do in addition to this is when the custom field changes of lifecycle stage to opportunity, I can then move this task or this Record this lead to the contacts list and then go and set up a deal with a company and get all that information there so I can actually track this in the pipeline. So right now these are just leads. They're not tied to any companies, any deals or anything. It's just a lead in this list. But when this actually turns to an opportunity, because I have that automation set up again, we'll switch that to an opportunity. What that's going to do for me is this is actually going to add this to the contacts list which you'll see here. Now as we see Jeff Cipher is there, I have all this other information there as well. If I wanted to add the LinkedIn I could. And then if we come over here, as we'll see we have a couple relationships field set up. So if you want to add a relationship, what you could do is go here to add a new column, you'll see the relationship field there. Again, that's in my other CRM video if you want to learn more about that. But essentially now my process for this is this just became an opportunity, but I need to make sure I have a deal and a company for this as well. So I can actually track them more in my like full out pipeline here inside of my CRM and ClickUp. So what I could do is I could come and I have a pipeline view here at my deals list and what this is going to do again, this is a little bit more in my other CRM video here, but we have all of our deal stages here. As we could see, we have opportunity, we have contract sent and we have closed one which then kind of gets passed into our delivery focus CRM here inside of ClickUp. Buzz will see I can go ahead and add that Zen Palette SEO project if that is going to be our deal for that Jeff Cipher lead, I can add in the deal stage. The objective, who's the sales lead, close date revenue lead source as well. Get all that information in here. I also want to make sure I have the company information as well. So I can add that here. Zen palette, we have our address, URL, team size, everything updated there. And then I want to actually go and build relationships between all of those different records. So what I'm able to do now is come over here to the Jeff Seifer contact, we'll go to deals and then this deals is going to allow me to relate this to the Zen pilot SEO project which is the one I just created. Where'd it go? We'll just do the CRO project like that and Then I can also go and apply this to the company as well. So now essentially what that's going to do is Jeff Cipher, our lead is going to be related to both of those companies and deals and then we can track that in the CRM. So it's kind of a great way to build sort of a lightweight CRM here inside of ClickUp and track your leads as well. And so then the last piece of this too is in addition to all of that tracking, creating and sort of nurturing your leads there. What you're also able to do is I can come here and I can also add automations to be able to like full out nurture these leads. So again, in a lot of systems like HubSpot or Salesforce with products Pardot, you are able to have a lot of marketing automation where essentially after a lead is created you can send out autoresponders or sorry, autoresponders, but then also those nurture or drip campaigns, whatever you want to call them. So I can also do that here inside of ClickUp. So what your automation is going to look like, it's going to be when the task or subtask is created again from that form we can say the current date is at least two days after the created date. What that's going to do now is send out another email. So again you want to make sure you track the email there. It's going to be coming from the same inbox and then we'll do just hi task name again, it's Jeff here from Zen File Yada. There's our email and that's going to be sent out two days after they get the initial autoresponder and actually fill out that form in addition. Now if you wanted to add another one, what I could do here is I could say at least four days after I could send out another email and then I could do the same thing for six days after, eight days after we, whatever we want it to be, I am able to do that. So again it's limited because I'm not able to build that into a nice workflow like you can in HubSpot. I'm also not able to say like hey, if they open this and send them this email, if they didn't open it, send them this email. So there's no logic there. But you can just have a lightweight way to kind of send out that nurture campaign. Again there's not going to be much tracking or automation from that, but you are able to send get a basic nurture sequence sent out to all of those leads. But again, that's really it for tracking your leads and ClickUp. There's a lot that you can do. You can kind of take this and build on it, but overall what you want to do is make sure you have those forms built out, get all those leads tracked into ClickUp there and make sure you use those hidden fields to be able to send those automations. And again, this form can also be embedded into your website or you can link out to it. The embedding feature right now in ClickUp isn't amazing for these forms, but it is an option for you if you want a nice lightweight CRM and a way to track your leads inside of ClickUp. And there you have it. That's how you track leads inside of ClickUp. And please, if you like this video you found it helpful, go hit the like button and hit subscribe below so that you don't miss our next ClickUp tutorial. We're going to continue to deliver weekly content for the teams trying to get the most out of ClickUp. If you have any questions or feedback or anything, also leave those in in the comment section below and I'll get right back to you. And remember, if you want ClickUp's first ever and highest rated solutions partner to help you streamline your operations in ClickUp, go to zenpilot.com call and book a call with one of our experts. We are here to help. And with that, that's all I have for today. I'll see you again next time. Can I make no more I can't replace it Trying hard just not to waste it it's about time it's about time yeah, it's about time.