ClickUp SC Operations Space Setup SOP

1. Purpose & Scope

This SOP defines the setup and configuration of the SC Operations ClickUp space for Symphony Core internal work that is not client-deliverable.

In scope:

• Agency platform configuration (GHL sub-account setup, pipeline creation, automation builds)
• Internal tools and infrastructure work tracked outside GitHub Issues
• Documentation projects requiring task coordination
• Sales prospecting and pipeline tasks tracked outside GHL

Out of scope:

• Client deliverables -- use the Client_Delivery space
• General business operations (invoicing, scheduling) -- those are handled in Google Workspace
• Software development tasks -- use GitHub Issues in the relevant repository

This space complements (not replaces) the Client_Delivery space. The two spaces share the same status model and list pattern for consistency, but use different custom fields appropriate to their domains.

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2. Prerequisites

• ClickUp workspace admin access
• Familiarity with the SC Task Data Standard
• Context: The ClickUp Scope Reduction PRD reduced ClickUp to a single Client_Delivery space. This SOP re-introduces a second space narrowly scoped to SC internal operations.

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3. Space Configuration

3.1 Create the Space

1. Open ClickUp workspace sidebar
2. Click + Create Space
3. Name: SC Operations
4. Visibility: Private (team members added individually)

3.2 Status Sets

Configure statuses per list type. These match the Client_Delivery space for cross-space consistency.

active-work list:

Status	Color	Type
TODO	Gray	Open
IN PROGRESS	Blue	Open
BLOCKED	Red	Open
REVIEW	Yellow	Open
COMPLETE	Green	Closed

completed list:

Status	Color	Type
COMPLETE	Green	Closed
VERIFIED	Dark Green	Closed

archive list:

Status	Color	Type
ARCHIVED	Gray	Closed
CANCELLED	Red	Closed

reference list:

Status	Color	Type
ACTIVE	Green	Open
OUTDATED	Gray	Closed

3.3 Custom Fields (Space-Level)

Create these fields at the space level so they are available on all lists.

Field	Type	Options / Notes
Work Domain	Dropdown	Agency Platform, Internal Tools, Documentation, Infrastructure, Sales
Sub-Account	Short Text	GHL location ID when applicable; leave blank for non-GHL work

Fields intentionally excluded (these belong to Client_Delivery only):

• Client
• Delivery Role
• Billable

3.4 Default Views

Create these views at the space level:

View	Type	Group By	Filter
All Active Work	Board	Status	Status not in (COMPLETE, VERIFIED, ARCHIVED, CANCELLED)
By Domain	Board	Work Domain	Status not in (ARCHIVED, CANCELLED)
My Tasks	List	Due Date	Assignee = Me

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4. Folder & List Setup

4.1 Initial Structure

SC Operations (Space)
|-- Agency Platform (Folder)
|   |-- active-work (List)
|   +-- completed (List)
|-- Sales (Folder)
|   |-- active-work (List)
|   +-- completed (List)
|-- [additional folders created as needed]
|-- archive (List, folderless)
+-- reference (List, folderless)

4.2 Create the Agency Platform Folder

1. Inside SC Operations, click + New Folder
2. Name: Agency Platform
3. Create two lists inside the folder:
   • active-work -- uses active-work status set
   • completed -- uses completed status set

4.3 Create Folderless Lists

These sit at the space root (not inside any folder):

1. archive -- uses archive status set. Receives tasks that are done and no longer need visibility.
2. reference -- uses reference status set. Holds standing reference items (e.g., recurring checklists, environment notes).

4.4 Adding Future Folders

When a new work domain requires its own task tracking:

1. Create a new folder named after the domain (e.g., Internal Tools)
2. Add active-work and completed lists inside it
3. Use the same status sets defined in Section 3.2
4. No changes needed to archive or reference -- they are shared across all domains

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5. Task Standards

5.1 Naming Convention

Use the pattern: [verb]-[component]-[item]

Examples:

• configure-agency-prospecting-pipeline
• migrate-dns-records-to-cloudflare
• document-email-forwarding-setup

5.2 Description Format

All tasks should follow the SC Operations Task Template. The template defines:

• Business Context (why this matters)
• Scope (verifiable deliverables)
• Reference Documents (links to SOPs/guides)
• Notes (constraints, dependencies)

5.3 Required Fields

Every task must have:

• Title (following naming convention)
• Work Domain (dropdown)
• Priority
• Assignee
• Description (following template structure)

Sub-Account is required only when the task involves a specific GHL location.

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6. Permissions

Role	Access Level
Admin	Full access to all lists, settings, and automations
Team Member	Create and edit own tasks in active-work and completed lists
Contractor	Create and edit own tasks in active-work and completed lists
Archive access	Read-only for non-admins
Reference access	Read-only for non-admins

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7. Maintenance

Monthly Archive Cycle

On the first business day of each month:

1. Move all tasks in COMPLETE status older than 30 days from completed lists to the archive list
2. Review BLOCKED tasks -- resolve or cancel if stale
3. Verify Work Domain dropdown values are still relevant

Quarterly Folder Review

Every quarter, review folder structure:

• Are there domains with enough tasks to warrant a new folder?
• Are any folders empty or unused? Remove if so.
• Update this SOP if the folder structure changes.

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8. Reference Documents

• SC Task Data Standard -- universal task fields and status model
• SC Operations Task Template -- description format for non-client tasks
• ClickUp Scope Reduction PRD -- context on why ClickUp is limited to two spaces