Comprehensive ClickUp Setup for Leisure Lifestyle Villages

Freelancer Brief: ClickUp Setup for Leisure Lifestyle Villages Ltd
We require an experienced ClickUp consultant/freelancer to comprehensively set up ClickUp for Leisure Lifestyle Villages Ltd (LLV).

LLV acquires and develops over-55s land-lease lifestyle villages. We currently manage multiple projects.

The objective is to create a practical ClickUp workspace that allows LLV to manage building homes, tasks, documents, timelines, approvals, reminders, progress payments, reporting in one central system.

Scope of Work

The freelancer is to design and implement a full ClickUp workspace structure, including:
1. Workspace and folder structure
• Set up ClickUp for LLV at company level.
• Create folders/spaces for:
• Development Projects
• Bowen Palms Village
• Riverbend Lifestyle Village
/ Site Works
• Executive Management
2. Project templates
Create reusable templates for:
• New village acquisition
• Home construction
3. Task management system
• Set up tasks, subtasks, checklists, dependencies, priorities, due dates, and owners.
• Ensure projects cannot progress without required updates, approvals, or completed checklist items.
• Build clear workflows for task status, including:
• Not Started
• In Progress
• Waiting on External Party
• Awaiting Approval
• Completed
• On Hold
• payment received & receipted
4. Dashboards and reporting
Build executive dashboards showing:
• Project progress
• Overdue tasks
• Upcoming deadlines
• Funding milestones
• Sales milestones
• Construction progress
• Responsible staff/member workload
• High-priority issues
• Blocked items
• Sales deposits and settlements
6. Documents and file management
• Create a document structure inside ClickUp for key project files.
• Set up folders for plans, approvals, contracts, funding documents, sales documents, and compliance records.
• Ensure documents are linked to relevant tasks and projects.
7. Automations
Configure useful automations including:
• Deadline reminders
• Escalation of overdue tasks
• Automatic task assignment
• Status-change notifications
• Approval reminders
• Weekly executive summary prompts
• Recurring operational tasks
8. Users and permissions
• Set up appropriate user roles for directors, managers, admin staff, sales staff, consultants, and external contractors.
• Recommend permission levels to protect confidential finance, investor, and HR information.
9. Training and handover
• Provide a basic operating guide for LLV staff.
• Provide short Loom/video walkthroughs or live training.
• Ensure the system is easy to use for non-technical staff.
• Provide recommendations for ongoing maintenance of ClickUp.

Expected Outcome

At completion, LLV should have a fully operational ClickUp workspace that allows management to clearly see:
• What each building project is up to
• Who is responsible for each task
• What is overdue
• What is blocking progress
• What funding or approval items are outstanding
• What milestones are coming up
• Where key documents are stored
• How each project is tracking against time, budget, and completion

Required Experience

The freelancer should have proven experience setting up ClickUp for businesses managing property, construction, development, operations, finance, or multi-project workflows.

Please provide examples of previous ClickUp setups, your recommended implementation approach, estimated timeframe, and fixed-price or hourly cost.