How I Automate Client Approvals in ClickUp
I was testing out a new camera this week and thought it was the perfect chance to share a little automation for agency and business owners who live in ClickUp.
You need a space for your team to collaborate, revise, and handle all the internal back-and-forth. But you want your client's view to be clean, simple, and professional.
They don't need them seeing your internal notes of, "ergh why are they asking for another revision!?"
This quick automation creates a perfect separation between your internal workspace and your client-facing tasks.
Here's how to did it 👇
The Structure
Inside your client's folder, you need just two key Lists:
Internal Team Hub: This is where you cook up all your awesome ideas and content for the client. The client has no access here.
Client Approvals: A clean, curated space where clients review and approve final deliverables.
The Automation
Let's use a new social media post as an example. Your team has drafted the copy, created the graphic, and checked it all off in the Internal Team Hub task.
Now, instead of manually creating a new task for the client, you simply change the status to Ready for Review.
The moment you click that status, a ClickUp automation triggers:
It straight away creates a copy of the task and puts it in the Client Approvals list.
It pulls over only the essential, client-facing information: the task title, the final image, and the polished caption from your description field.
Crucially, it leaves all the internal history behind. No subtasks, no assignee history, no internal comments. Just the finished product, ready for their eyes.
The Result
Your client now sees a single, clean task pop up in their list. They can leave their feedback directly on that task.
It's a small change that makes your agency look incredibly organised and professional.
Want to see exactly how I set this up? I recorded a quick walkthrough which you can watch here:
Love this idea but don't have the time to build it yourself? Book a free consultation call, and let's get your workspace automated: https://cal.com/theproductivedad/discovery-chat