Clickup

This document explains how we organize work in ClickUp and the rules that keep our workflow clear and predictable.

What is ClickUp?

ClickUp is Terra’s project management tool. It’s where we track every task, define priorities, share context, and coordinate work across teams.

We use ClickUp to:

• keep all tasks visible and organized
• know what everyone is working on
• track expected delivery dates
• manage development, QA, design, and launches
• store context, feedback, and internal communication for each task

Useful Link

Official ClickUp Help Center

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Projects & Structure

• Projects → Each project has an acronym (e.g., SEI, STF, REN, IA).
• Folders → You’ll usually see the Brand & Website folder, which contains:
  • UX/UI → design tasks
  • Web Development → development tasks for active projects
  • QA + Launch → QA cycles, bug fixing, regression

This structure keeps tasks grouped logically so the whole team knows where to find them.

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Cards

• Every task must exist in a ClickUp card, even small fixes — if it’s not in ClickUp, it’s invisible to the team.
• Naming convention: [ACRONYM] Short, action-oriented title
  Examples:
  • STF - Fix sticky header overlap on iOS
  • SEI - Service Pages - Module Text + Icons

Each card should include:

• Assignee → only one person
• Due date → when that person should deliver the task
• Priority → (only when really necessary)
• Description → context, acceptance criteria, links, screenshots, everything it’s useful for the person asigned to the card

Note

Only one person should be assigned to a card, except for some very specific cases. If you need help from someone else, tag them in a comment, specify what you need, and set a due date for their input.

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Status

All cards should have one clear status. If a card doesn’t match its status, the whole project becomes harder to manage.

⚫ PRE-PRODUCTION

When a card has been created but is not yet ready to start. - Most often created by PMs and Dev leads.

🔴 NEEDS INPUTS

When additional inputs are required to move forward. - Typically tagged here: PMs, UX/UI, Meche, Andrés.

🟠 ASSIGNED

When the card has a clear owner and is ready to begin.

🟡 IN PROGRESS

When active work is being done on the card.

⚪ FOR INTERNAL REVIEW

(Previously called Dev Testing) This is the stage for developers to check that everything is correct before moving the task forward. Commonly used by devs to thoroughly test before giving final approval. Frontend devs often use this step with BrowserStack.

🟣 WITH FEEDBACK

When feedback has been provided and fixes or improvements are required. - A card in revision usually takes priority before moving forward. If you find an issue during review, you can leave the card in this status for another teammate to address.

🩷 FOR MANAGER REVIEW

When the card is considered complete and ready for manager/lead verification.

🔵 FOR CLIENT REVIEW

When the card is sent to the client and we are waiting for their approval before closing it. Usually the PMs are the ones tagged in this card because they’re the ones waiting for the client’s confirmation.

🟢 COMPLETED

When the card has been fully finished. Usually closed by PMs, Andrés, or Meche. Also used when it’s an internal card.

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Good ClickUp practices

• Give the task a quick initial review

  • Read the description, acceptance criteria, environment, and links. Just a fast scan to understand what’s expected.

• Ask for more information if something isn’t clear. Before starting, make sure you fully understand:

  • what needs to be done
  • where it needs to be tested (Dev / Stage / Prod)
  • any requirements, edge cases, or constraints Starting a task without clarity usually means extra time, rework, or duplicated effort.

  Where ask for info

  You can request clarification directly in the ClickUp card (and update its status if needed), but the fastest way is often to message the person who assigned it to you in the project’s Slack channel.

• Change the status to IN PROGRESS when you’re about to begin

  • You should ideally have only one task in progress at a time, unless there’s a very specific reason not to. This helps your team (and PMs) understand your focus and avoids confusion.
  • Track the card with Harvest

• When you finish the task, assign it back and update the status. Reassign the task to your PM or the person who assigned it, and move it to the correct status. Make it easy for them to review your work by adding:

  • a final comment with all relevant links (PR, Stage/Prod URL, screenshots, notes)
  • any context they need to validate the result

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Next step: Connect ClickUp with Harvest