ClickUp Client Tracker for Agencies

One ClickUp list that gives you a live view of every client - their status, contract value, next action, and relationship health. Stop digging through emails and project folders to answer "where are we with this client?"

What this template does

Most agencies track clients in their heads, in a spreadsheet that is always out of date, or not at all. This ClickUp template gives you a single source of truth for every active client relationship. It is not a project management tool - it is a client relationship management layer that sits on top of your project work.

The template is built around one core list with custom fields that capture everything you need to know about a client at a glance. You can view it as a list, a board by status, or a table sorted by contract value or renewal date.

Template preview

Custom fields to build

Create a new list in ClickUp called "Client Tracker" and add these custom fields:

Statuses to set up

Replace ClickUp's default statuses with these in your Client Tracker list:

• Onboarding - New client, currently in the setup phase
• Active - Healthy, ongoing engagement
• In Review - Contract renewal or scope discussion in progress
• At Risk - Relationship needs attention, escalation required
• Paused - Engagement temporarily on hold
• Churned - Client has offboarded (keep for reference)

Step-by-step setup

1. 1
   Create a new Space called "Clients"In your ClickUp workspace, create a new Space. This keeps all client-related work separate from internal work.
2. 2
   Add a List called "Client Tracker"Inside the Clients space, add a new List. This list will hold one task per client - not individual projects, just the top-level relationship.
3. 3
   Set up custom statusesGo to the list settings and replace the default ClickUp statuses with the six statuses listed above. Assign a colour to each (green for Active, red for At Risk, etc.).
4. 4
   Add the 10 custom fieldsUsing the custom fields panel, add each field from the table above. The most important ones to start with are Client Status, Contract Value, Next Action, and Next Action Date.
5. 5
   Create one task per clientAdd a task for every active client. The task name is the client name. Fill in the custom fields. Do not add subtasks here - this list is for relationship tracking, not project delivery.
6. 6
   Save two viewsCreate a Board view grouped by Client Status for your weekly account health review. Create a Table view sorted by Renewal Date so you never miss a renewal conversation.
7. 7
   Set a weekly review habitEvery Monday, spend 15 minutes going through the list. Update "Next Action" for each client, flag anything that has moved to At Risk, and check what renewals are coming up in the next 60 days.

How to use the Board view effectively

The board view grouped by status is your most useful view for weekly reviews. At a glance you can see how many clients are Active, how many are in Review, and whether anything has moved into At Risk. The goal is to keep the Active column full and the At Risk column empty.

Sort the At Risk column by Next Action Date to see which escalations are most time-sensitive. Sort the In Review column by Renewal Date to prioritise which conversations need to happen first.

What this template does not cover

This tracker is for client relationship management, not project delivery. It tells you the health and status of each client, but it does not replace a proper project delivery pipeline. For managing the actual work - tasks, deliverables, timelines - you need a separate project management structure in ClickUp.

If you want both the client tracker and a full project delivery system built and connected properly, that is what a Runflow build delivers.