rtNOW uses the ClickUp spaces, folders, and lists in a unique manner.
The first thing to understand is that ClickUp “spaces” serve very specific functions, and the majority of these are to define clients and tasks associated with different roles. A role is simply a person’s specific job. In the image below, there is an “Intake” role/space, a “Scheduler” role/space, and so on. If a person is hired for a role, they will usually need to only access one, or possibly two spaces. This allows us to structure the data and processes within these spaces specifically for the given role.
There are also some additional spaces, for example spaces dedicated to archiving patients that have completed a process (End of the Line) or a space dedicated to keeping all of a particular client’s data together so it can be reported easily (Client Reporting Lists), a Sandbox for development, inpatient tracking forms (On-Call Tracking), and an rtNOW Form Intake that simply houses public forms that we then transfer data out of.
Inside many spaces are folders. The purpose of these folders is to keep similar lists together.
By doing this it also allows easy reporting of all data within a folder in the reporting widgets. We will discuss this later, but for now it is important to note that one of the reasons that we use folders is to group the reporting lists for individual rtNOW sales associates. We do this so that we can easily provide them a dashboard that includes all of their clients by only selecting a single folder. In the past we had to constantly update their dashboard widgets with every new client, but putting them under a single folder allows the dashboards to automatically update.
Lists are arguably where the real magic happens. We typically dedicate a list to a specific client, and a specific type of service. In the example below, you can see how each client has a specific “Intake” list for the “PAP Setup/Adherence” service line.
Public vs. Private Lists
There are two kinds of lists in ClickUp – “public” and “private”. We lock down every list as “private”, in order to prevent anyone who is not given permission from seeing the list, or making changes. When a list is private, it will show the little padlock, as in the image above. This is important. In addition to keeping unneeded people out of a list, private lists prevent client list names from being seen by other clients.