ClickUp Setup: recurring tasks and time tracking dashboard

1. General Information

We are a PPC agency that works with a large number of clients. Each client has a separate Space in ClickUp. For each client, there is a set of recurring tasks:

* Daily Optimization

* Weekly Check

* One-time/Monthly Tasks

and other operational processes.

We need to standardize these processes, automate time tracking, and create clear analytics for management.

2. What Needs to Be Done in ClickUp

2.1. Create a Structure of Recurring Tasks

Create a set of standard tasks that automatically repeat for each client:

Examples of tasks:

Daily Optimization — daily

Weekly Account Check — once a week

Reporting Tasks — once a month

Other typical processes of the PPC team (a detailed list of tasks will be provided separately)

Important Requirements:

* Several specialists can work on each task simultaneously (junior, middle, senior).

* Each specialist must have the ability to track their time separately within the same task.

* The time of each specialist must be visible and counted separately

2.2. Time Tracking Logic

It is necessary to implement the following model:

* If 2–3 PPC specialists are working on a task, their time is displayed as separate entries, not summed as one value.

* Each client (Space) has the same tasks, but the time data is tied to a specific client and a specific specialist

* Recurring tasks must be created automatically and not disrupt the time tracking logic.

2.3. Set Up Dashboard / Time Analytics

Create 1 centralized dashboard where it shows:

1) How much time each specialist spent:

* for each client

* by task

* over a period (day / week / month)

2) Overall statistics for the client:

* total number of hours

* distribution by tasks

* who specifically worked on the tasks

3) Filtering options:

* by specialist

* by client

* by task type

* by date

The dashboard must be clear, easy to update, and not require manual work.

3. Work Result (Success Criteria)

1. All clients have the same template of recurring tasks.

2. In each task, it is possible to track the individual time of each specialist.

3. Automations work reliably, tasks are created automatically.

4. There is one consolidated dashboard where:

* the time of each specialist is visible

* the time for each client is visible

* the time for each task is visible

* there are filters

5. The system minimizes manual actions and provides complete transparency regarding the team's workload.