ClickUp etiquette: working well together

ClickUp is where your project lives. It works best when everyone follows a few simple norms — things like where to put feedback, when to @mention someone, and how to keep tasks tidy. This short guide covers the habits that make collaboration smooth.

Keep conversations in the task

The most important rule: don't take conversations out of ClickUp and into email.

When feedback is spread across emails, Slack messages, and task comments, things fall through the cracks. A task in ClickUp is the single source of truth. Everything about that piece of work — decisions, revisions, approvals — should live in its comments.

If we email you about a task, please reply in the task, not by email. If you receive a helpful answer by phone or call, ask us to post a summary comment in the task so it's on the record.

Use @mentions thoughtfully

An @mention (typing @ followed by someone's name in a comment) sends that person an instant notification. Use it when:

• You need someone's attention specifically
• You're asking a question directed at one person
• You're notifying someone of a decision that affects them

Don't use @mentions for general comments that don't require anyone's action. Overusing @mentions makes them lose their urgency — like always sending an email marked "urgent."

See Mentioning people to get their attention for step-by-step guidance.

One task, one topic

Avoid bundling multiple unrelated requests into a single task. If you're asking for a price update on your products page and also requesting a new case study page, those are two separate tasks.

Why it matters: each task tracks its own status, timeline, and discussion. Mixing topics in one task means one can get done while the other is forgotten — and the status can't accurately reflect both.

Keep comments specific and actionable

When you leave feedback or ask a question, be as specific as possible. Compare:

"I don't love the design."

vs.

"The hero section feels too dark — can we try a lighter background? Everything else looks great."

Specific comments get faster, more accurate responses. Vague comments lead to back-and-forth that costs everyone time.

If you're requesting multiple changes, use a numbered list. We can work through each item and check off as we go.

Don't change task statuses you're unsure about

Task statuses (like In Progress, Needs Review, or Done) tell the whole team where things stand. As a client, you'll mainly work with statuses like Approved and Changes Requested. If you're unsure what a status means, check Task statuses explained or leave a comment asking us.

Don't change a status at random — it can cause work to be skipped or duplicated.

Respond within a reasonable time

We keep projects moving by scheduling work in advance. When we ask for your review or approval, a response within 2–3 business days helps us stay on schedule. Delays from your side can push other project milestones.

If you're going to be unavailable for a period, let your project manager know in advance so we can plan around it.

Don't reopen closed tasks for new requests

If a task is marked Done or Closed, it means that work is complete. If you have a new or related request, create a new task. Opening a completed task for something new makes it hard to track the project's progress accurately.

What we'll do in return

Good collaboration goes both ways. Here's what you can expect from us:

• We'll respond to your comments within our normal support hours.
• We'll notify you clearly when something needs your attention.
• We'll explain our decisions and keep you informed of any changes to scope or timeline.
• We'll keep tasks up to date so you always know what's happening.

See Our response times & support hours for specifics.

Common questions

Related guides

• Mentioning people to get their attention
• How to comment on a task
• Task statuses explained
• How to approve work in ClickUp
• How to give feedback that gets results
• How we communicate (ClickUp, email, calls)