Clickup Organization

This document explains how we organize work in ClickUp, how we connect it to Harvest, and the rules to keep everything consistent.

Projects & Structure

• Projects → Each project has an acronym (e.g., SEI, STF, REN, IA, etc).
• Folders → Not all teams work on every project. Usually you will see Brand & Website folder and inside:
  • UX/UI → design tasks
  • Web Development → for ongoing projects
  • QA+Launch → Testing, bug reports, regression cycles before going live

Tasks

• Every task must exist in ClickUp, even 5-minute fixes.

• Naming convention: [ACRONYM] Short, action-oriented title
  Example: STF - Fix sticky header overlap on iOS.

• Tasks include:

  • Assignee (one person only)
  • Due date
  • Priority (in case it’s urgent)
  • Description (context, links, acceptance criteria)

  Note : It’s only necessary to include one person in ClickUp, and that person is responsible for the task. If you need to assign that card to someone else, tag them and add a comment indicating what you need from them, and set a due date.

  Time Tracking with Harvest

• Harvest is integrated into ClickUp. Start and stop your timer directly from the task.

• Each entry must include:

  • Correct Harvest client/project mapping
  • Correct Team (Web Development, UX/UI)
  • Notes (ticket number + short description)

• Rules:

  • Always log time against a task
  • Only one timer at a time
  • Keep notes clean and meaningful

👉 At Terra, it’s expected that you use this integration from day 1. Please follow the Harvest Guide

Workflow & Statuses

• Pre-Production → Card created but not ready to start (usually PM/Dev lead).
• Needs Inputs → Blocked until required info/assets/approval are provided.
• Assigned → Clear owner, task ready to begin.
• In Progress → Actively being worked on (ideally only one card at a time).
• For Internal Review → Devs testing thoroughly before approval/next step.
• For Revision → Feedback received, fixes or improvements required.
• For Manager Review → Ready for manager/lead validation.
• For Client Review → Sent to client, waiting for approval.
• Completed → Fully finished, usually closed by PM/lead.

You can read more about this status here