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Automated ClickUp time tracking reports & task performance analytics via Gmail

Rahul JoshiRahul Joshi
65 views
2/3/2026
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Description

Automate your time tracking and task performance reporting with this comprehensive workflow that transforms ClickUp data into actionable insights. This automation pulls tasks directly from ClickUp, processes due dates, priorities, assignees, and time logs, then generates stakeholder-friendly HTML reports with performance metrics and accountability dashboards.

Perfect for teams that need daily ClickUp reporting, time tracking, and automated performance insights without manual data compilation.

Features

📅 Daily Task Logs - Complete task overview with due date status, sprint points, and time spent 👤 Performance Metrics - Assignee analysis highlighting top performers and improvement areas 📊 Time Analysis - Status breakdown comparing estimated vs. actual hours logged ⚠ Alert System - Overdue and due-today notifications for immediate action 📧 Professional Reports - Polished HTML emails delivered automatically via Gmail 🎯 Accountability Dashboard - Transparent communication for faster decision-making

Requirements

ClickUp Access:

  • Workspace admin or member permissions
  • Time tracking enabled on relevant tasks
  • Tasks with assignees, due dates, and time estimates configured

Technical Setup:

  • n8n instance (v1.0+)
  • ClickUp API token with read permissions for tasks and time tracking
  • Gmail account with app-specific password or OAuth2
  • Time tracking data populated in ClickUp tasks

Setup Instructions

  • ClickUp Configuration: Enable time tracking in your ClickUp workspace and ensure tasks have time estimates and assignees
  • API Access: Generate ClickUp API token from Settings > Apps > API Token and test permissions
  • Gmail Setup: Create app-specific password (enable 2FA first) and configure SMTP credentials in n8n
  • Import Template: Load workflow JSON and update ClickUp workspace/space/list IDs in the configuration nodes
  • Time Zone: Adjust date calculations and reporting periods for your local timezone
  • Recipients: Configure email distribution list in Gmail node for managers and stakeholders
  • Test Execution: Run manual test to verify data retrieval, time log processing, and report delivery
  • Schedule Setup: Configure daily automation (recommended: 9 AM after team check-ins)

Perfect for teams that need daily ClickUp reporting, time tracking, and automated performance dashboards — without manual data entry.

Keywords: n8n ClickUp automation, time logs, daily task report, ClickUp to Gmail workflow, automated team performance report, sprint analytics automation, due date alerts, assignee productivity tracking

Automated ClickUp Time Tracking Reports & Task Performance Analytics via Gmail

This n8n workflow automates the process of generating and sending ClickUp time tracking reports and task performance analytics directly to your Gmail inbox. It simplifies monitoring project progress and team efficiency by delivering key insights on a scheduled basis.

What it does

This workflow performs the following actions:

  1. Triggers on a schedule: The workflow is initiated at predefined intervals, allowing for regular report generation.
  2. Executes custom JavaScript: A Function node is used to process and prepare data, likely for generating specific report parameters or transforming data for ClickUp.
  3. Applies conditional logic: An If node evaluates conditions, potentially to determine if specific criteria are met before proceeding with report generation or to branch the workflow based on data.
  4. Interacts with ClickUp: The workflow connects to ClickUp, presumably to retrieve time tracking data, task statuses, or other performance metrics.
  5. Processes data with custom code: Another Code node likely performs further data manipulation or formatting to prepare the information for the final report.
  6. Sends reports via Gmail: The processed data is then compiled into an email and sent to a specified Gmail address, providing a convenient way to receive automated reports.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • ClickUp Account: With appropriate API access configured in n8n credentials.
  • Gmail Account: Configured as a credential in n8n for sending emails.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your ClickUp API Key credential.
    • Set up your Gmail OAuth2 or API Key credential.
  3. Customize Nodes:
    • Schedule Trigger: Adjust the schedule in the "Schedule Trigger" node to your desired frequency (e.g., daily, weekly).
    • Function / Code Nodes: Review and modify the JavaScript code within the "Function" and "Code" nodes to tailor the data processing, report content, and specific ClickUp data you wish to retrieve.
    • If Node: Adjust the conditions in the "If" node if you need specific logic for when reports should be generated or what data should be included.
    • ClickUp Node: Configure the ClickUp node to specify the workspace, space, folder, list, and data points you want to pull for your reports (e.g., tasks, time entries, users).
    • Gmail Node: Configure the "Gmail" node with the recipient email address, subject line, and email body content for your reports. You can use expressions to dynamically include data from previous nodes in the email.
  4. Activate the Workflow: Once configured, activate the workflow to start receiving automated reports.

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Configure automatic discount calculations based on order quantities Contract Compliance - Enforce existing vendor contracts and preferred supplier agreements Multi-Currency Support - Handle international suppliers with currency conversion and forex rates RFQ Generation - Extend workflow to generate requests for quotes for new items Delivery Scheduling - Integrate calendar for scheduled deliveries and receiving coordination Quality Tracking - Add supplier performance scoring based on delivery time and quality Return Management - Create return authorization workflows for defective items Recurring Orders - Automate standing orders with scheduled generation Inventory Forecasting - AI predicts reorder points based on historical consumption patterns Supplier Negotiation - Track pricing history and flag opportunities for renegotiation Compliance Documentation - Attach required certifications, insurance, or regulatory documents Multi-Approver Chains - Configure complex approval hierarchies for different dollar thresholds Expected Results 90% time savings - Reduce PO creation from 30 minutes to 3 minutes per order 50% faster supplier selection - AI recommends optimal vendor instantly vs manual research Elimination of stockouts - Automated reordering prevents inventory shortages 20-30% cost savings - AI optimization identifies better pricing and supplier options 100% approval compliance - No high-value orders bypass required approvals Zero lost POs - Complete digital trail with automatic archival Improved supplier relationships - Professional, consistent POs with clear requirements Faster order processing - Suppliers receive clear POs immediately enabling faster fulfillment Better delivery predictability - AI matches urgency to supplier capabilities reducing delays Reduced procurement overhead - Automation eliminates manual data entry and follow-up Pro Tips Train AI with Historical Data - Feed past successful orders to improve AI supplier recommendations Maintain Supplier Performance Scores - Track delivery times and quality to enhance AI selection accuracy Set Smart Thresholds - Adjust approval amounts based on department budgets and risk tolerance Use Urgency Levels Strategically - Reserve "urgent" classification for true emergencies to optimize costs Monitor AI Recommendations - Review AI reasoning regularly to validate supplier selection logic Integrate Inventory Triggers - Connect to inventory systems for automatic PO generation at reorder points Establish Preferred Vendors - Flag preferred suppliers in database for AI to prioritize when suitable Document Special Requirements - Use special instructions field consistently for better supplier compliance Track Cost Trends - Export PO data to analyze spending patterns and negotiation opportunities Review Alternative Suppliers - Keep AI's alternative recommendations for backup when primary unavailable Schedule Recurring Orders - Set up automated triggers for regular supply needs Centralize Receiving - Use consistent ship-to addresses to simplify delivery coordination Archive Systematically - Organize Drive folders by fiscal year, department, or supplier Test Approval Workflow - Verify approval routing works before deploying to production Communicate AI Benefits - Help procurement team understand AI recommendations build trust Business Impact Metrics Track these key metrics to measure workflow success: PO Generation Time - Average minutes from request to supplier notification (target: under 5 minutes) Supplier Selection Accuracy - Percentage of AI recommendations that meet delivery and cost expectations (target: 90%+) Approval Workflow Speed - Average hours for high-value PO approvals (target: under 4 hours) Stockout Prevention - Reduction in inventory shortages due to faster PO processing Cost Savings - Percentage reduction in procurement costs from AI optimization (typical: 15-25%) Order Accuracy - Reduction in PO errors requiring correction or cancellation Supplier On-Time Delivery - Improvement in delivery performance from better supplier matching Procurement Productivity - Number of POs processed per procurement staff member Budget Compliance - Percentage of POs staying within approved departmental budgets Audit Readiness - Time required to produce PO documentation for audits (target: under 5 minutes) Template Compatibility Compatible with n8n version 1.0 and above Requires OpenAI API access for AI agent functionality Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription No coding required for basic setup Fully customizable supplier database and selection criteria Integrates with major procurement and ERP systems via API Supports unlimited suppliers and product categories Scales to handle thousands of POs monthly --- Ready to transform your procurement process? 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