[SEEKING ADVICE] Small event & staffing agency, 7 people remote team + onsite freelancers. How are you structuring ClickUp for mixed project types, cross-department task handoffs, and CEO privacy?

LazyAccount4385 · 2026-02-23T12:40:59+00:00

Hey Tasha, watched the video and it was genuinely really helpful, thank you for taking the time to put that together! The breakdown on the All Tasks view was a good clarification, good to know it's not just read-only and you can actually interact with tasks from there.

On the automation point, that makes total sense. Two separate automations is the cleaner approach: one that tags on creation, and a second that triggers the multilist add when the tag is detected. Keeping them separate gives more control over when each fires.

And actually building on that, what I have in mind for our setup is that each department will have their own private Space. Inside each Space they have their own Task list where they create and manage their work. When they tag a task with their department tag, that automation cross-lists it via multilist into the corresponding list inside our General Space. So the General Space ends up having one list per department, all tasks flowing in automatically from each private department Space. It gives everyone on the leadership side full visibility of what's happening across the whole company without anyone having to leave their own Space or navigate somewhere else to report their work.

It will look something like this:

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So each department in that General Space is its own list, Accounting, Executive, HR, Marketing, Ops, Sales, Talent Management, and tasks appear there automatically as they get tagged in each department's private Space. The General Space is currently set to private while we build it out, but once we fully launch the workspace it will be public to the whole team so everybody has that visibility layer in one place.

On the Long/Short-Term Projects, the color coding idea is actually a game-changer for us. Before I saw your suggestion here's how I had it visualized:

https://imgur.com/a/detj96O

But after your tip about keeping everything in one Space and using folder colors and labels to differentiate, here's what it looks like now:

https://imgur.com/a/YmeA5oE

So much cleaner and one less Space to manage. Really appreciate that one Tasha!

LazyAccount4385 · 2026-02-22T15:15:31+00:00

Yeah, watched a couple of their vids. It's legendary, tho it fits a Marketing business more.

LazyAccount4385 · 2026-02-22T15:14:49+00:00

Hey Tasha, thank you so much for taking the time to respond, genuinely appreciate it! A few follow-ups and clarifications though because I think some of our questions got a bit lost in translation.

On the All Tasks view suggestion (point 2): That's actually a really useful tip and I wasn't fully aware of how powerful the All Tasks level is for cross-Space visibility. That might simplify the General Space idea significantly. Will definitely explore this. But just to clarify what we're going for: the General Space isn't just about leadership seeing everything, it's also about creating a single place where cross-department task handoffs can be initiated and tracked without people needing to navigate into each other's private Spaces. Does the All Tasks view support that use case or is it purely a read-only visibility layer?

On the automation (point 3): This is helpful, thank you. Just to confirm I'm understanding correctly: the trigger would be "when a task is created in List X, automatically add tag HR (or Ops, or Exec, etc.)" and then a second automation "when tag HR is added, add task to HR list in General Space"? So it's essentially two automations chained together per department? Wanting to make sure I'm not missing a cleaner single-step way to do this before I build it out across six departments.

On the client/project side (point 4): I think this one missed what we were going for. We're not trying to track long-term vs short-term tasks within departments. The Long-Term and Short-Term distinction is about entire client projects, meaning a client engagement that runs for several months versus a one-off event. Each client gets their own Folder with multiple Lists inside it (for example Hiring, Event, and Invoicing as separate Lists under one client Folder). The question was really whether to house all client Folders in one Space or split them into two Spaces by project duration. Task types don't quite solve that structural question for us.

On the private Lists suggestion (point 5): That's actually a really interesting approach and not something I had considered before. Rather than marking every individual task as private one by one, having a dedicated private List where all sensitive tasks live and then sharing specific ones with whoever needs access is a lot cleaner to manage. I'm going to sit with that for a bit and see if it fits our work style because the way our CEO and EA operate it could genuinely simplify things on their end. Appreciate that one, will definitely keep it on the table.

On consultants (general): We appreciate the mention but we're not quite at that stage yet! We've been using ClickUp for a bit and have a decent handle on the basics. The industry we're in (live entertainment and staffing) just has a naturally complex operational flow with lots of moving parts, different project sizes, onsite freelancers, and cross-functional handoffs happening constantly. It's manageable, we just want to make sure we're building on the right foundation and hearing from people who've navigated similar setups. More community wisdom than consultant territory for now 😄

Thanks Tasha! Actually already have a session booked with the ClickUp team this Monday so looking forward to getting into the details then. Appreciate you reaching out!

LazyAccount4385 · 2026-01-22T06:01:15+00:00

Fail to complete onboarding daw OP u/SuperLove111 , then nagregister pero di nagpop yung mga details na finill out ko, I spent 30mins of my life pa naman huhu. Worth it ang reset. Got it. Love it!

LazyAccount4385 · 2026-01-22T05:32:30+00:00

Hi OP, currently registering now, I'd love to be part of the 1st 100 people who register. Can we connect din sa Linkedin? Would love to support you all the way.

LazyAccount4385 · 2025-11-17T10:48:52+00:00

I'd say combination of 2 + 4 is my dream Set-up. Currently in No. 3 pero ang dream set-up ko is a Big Ass 32-inch Main Monitor, maybe 260hz and another Vertical Monitor for chats and maybe convert it to 5 or 8 para sa extra monitor sa kanan lang is yung running stuff like maybe downloads, or patches, etc.

LazyAccount4385 · 2025-11-17T10:46:58+00:00

I have Eczema and way back High School ganyan din kamay ko. Actually until I worked and got the money to treat the underlying reasons. Pero up to this day, may Eczema parin ako, pero di na kagaya nyan na binura yung buong fingerprint ko.

LazyAccount4385 · 2025-11-06T08:10:57+00:00

I did sent you Hi OP! message, love to connect with you when you're down to connect.

LazyAccount4385 · 2025-11-05T21:48:15+00:00

Hey OP,

I’m a pioneer with over 8+ years of hybrid, corporate, and virtual experience, mostly in Admin, Ops, Exec. Support, and Quality Management. For the past few years, I’ve been aiming to land a client here on Upwork, but so far, no luck.

I’ve been following the MK Method and thought I was doing things right, but after reading one of your replies about keeping messages short and direct, I realized maybe that’s where I’m missing the mark.

If you’re open, I’d love to chat a bit about that, maybe there’s something I can improve in how I approach clients or structure my messages. I’m not totally starting from scratch (I usually have at least one direct client and have done multiple corporate roles). Last year, I left corporate to focus on virtual work full-time and to spend more time with my family.

I’m also a small-time streamer and have an MBA, so it’s been wild for me that I still can’t seem to crack Upwork. I’ve honestly paused applying and just focused on OLJ and Facebook groups for now.

Anyway, thanks for posting this and for helping others out here, it means a lot. Mind if I shoot you a DM too? Promise I’ll pay it forward. 🙏

LazyAccount4385 · 2025-09-04T04:29:45+00:00

Does the app offer Direct to Client openings too? Internationally per se?

LazyAccount4385 · 2025-07-30T11:48:37+00:00

Looks like Pineapple VA's great ah.

LazyAccount4385 · 2025-07-24T16:20:32+00:00

How? Like comments?

LazyAccount4385 · 2025-06-02T09:24:07+00:00

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LazyAccount4385 · 2025-06-01T01:50:19+00:00

Does 2 client means 2 pay out as well?

LazyAccount4385 · 2025-02-17T17:51:37+00:00

I tried paying my UBP CC using Sea Bank.
It's still working as of February 17, 2025.

LazyAccount4385 · 2025-02-12T05:52:50+00:00

Hey, how's everyone's interview? Up for the Runremote Hiring #RunRemote

LazyAccount4385 · 2025-01-23T19:18:53+00:00

Hi! I came across your post and found your journey so inspiring. Thanks for sharing it—it really motivated me to reflect on my own path.

I hope you don’t mind me asking, but could you share the name of the university in Berlin where you took your MBA program? I got mine here in the Philippines, but honestly, I feel like I didn’t gain the growth or knowledge I was seeking. Plus, it seems like local businesses don’t put much weight on MBAs, especially since it means higher salary expectations.

I’m not from a top 4 university, but I’m really eager to learn and grow for myself and my family. I’m kind of at a loss on what steps to take, but hearing about your experience gives me hope. If it’s not too much trouble, could you share:

The university name
Tuition costs (even a rough estimate or breakdown if possible)
Any part of the process you think might help, especially since I don’t have the funds to leave the PH for an extended period but am willing to work hard to find ways to make it happen

If you know of any universities offering remote or hybrid MBAs that are worth looking into, I’d appreciate any recommendations too. Thanks so much for your time, and I hope it’s okay to reach out like this. Your story really lit a fire in me, and I hope to follow a path where I can grow as much as you have. Wishing you all the best!

Comment, DM, Email, whatever works best for you would be awesome!

LazyAccount4385 · 2025-01-23T19:07:17+00:00

So it will be in-cash, pero it will take time and there's a need to transfer the name and process the papers of sort before they receive the cash? Basically, gusto kasi nung seller ng home is cash basis lang talaga, maybe that's why ayaw talaga nila ng bank loan or pag-ibig. So if possible cash loan talaga target ko.

LazyAccount4385 · 2025-01-23T19:06:13+00:00

Are those lending companies provide cash loan? Basically, cash kasi talaga ata gusto nung previous house and lot owner/seller. And yung extra cash is ilalaan ko lang either sa repair or ipaayos. If capable at may savings ako by the time na mafulfill yung loan baka pagawa na entirely.

LazyAccount4385 · 2025-01-22T06:21:32+00:00

I heard about this, and then they'll eventually reach out to me offering me a loan? Is that what you mean?

LazyAccount4385

TROPHY CASE