Route demo requests to a rep as sales tasks
New demo requests open a task in the Sales pipeline List, assigned round-robin with a follow-up due date attached.
New submission on your "Request a demo" form
Create a task in the "Sales pipeline" List, set the assignee to the round-robin rep, and add a due date for follow-up
One-directional. A submission triggers the action — nothing is written back into your form.
A demo request is worth roughly the speed of the reply it gets. This flow gives each one an owner and a clock the moment it lands, so a lead that arrives at 11pm on Friday is already sitting in a rep's Today view on Monday morning.
Marketing teams running paid campaigns use it to prove that spend reaches a human. Small sales teams use it because it removes the shared inbox step entirely: the pipeline List becomes the inbox, and the due date does the chasing.
Setting it up
- 1
Start from the Demo Request Form template so the live form collects Work Email, Company and Company Size before anything reaches the pipeline.
- 2
In ClickUp, create a Sales pipeline List with statuses matching your stages, and add custom fields for company size and implementation timeline.
- 3
In Zapier, choose formformform's New Submission trigger and select your published demo request form.
- 4
Add the ClickUp Create Task action, pick the sales Space and the Sales pipeline List, then build the task name from First Name, Last Name and Company.
- 5
Assign round-robin one of two ways: a ClickUp Automation on the List that rotates the assignee, or a Storage by Zapier step that increments a counter and picks the next rep ID before the task is created.
- 6
Set the due date with a Formatter step that adds 24 hours to the submission time, so every lead carries the same follow-up deadline rather than an inherited default.
- 7
Map What problem are you trying to solve? into the task description, so the rep opens the call with the lead's own words in front of them.
- 8
Send a test request from the published form, confirm the task appears with an assignee and a due date, then switch the Zap on.
What maps where
Using the Demo Request Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | ClickUp |
|---|---|
| Work Email | Email custom field on the task |
| Company | Task name, alongside the contact's name |
| Job Title | Job title custom field |
| Company Size | Company size dropdown custom field |
| What problem are you trying to solve? | Task description |
| When are you looking to implement? | Timeline custom field, used to sort the List |
Variations worth knowing
Add a filter on Company Size. Requests from larger companies create a task in the Sales pipeline List at priority High; smaller ones go to a Self-serve List that a rep sweeps once a day. The mapping stays the same on both paths, so nothing is lost in the split.
Map How did you hear about us? to a labels custom field on the task. Marketing then groups the Sales pipeline List by that field and sees which channel actually produces booked demos, without exporting anything or leaving ClickUp.
If something isn't arriving
Zapier needs the ClickUp member ID rather than a name or an email address. Open the Create Task step, re-pick the assignee from the dropdown so the ID is stored, and check the rep belongs to that Space as a member and not a guest.
The Formatter step uses the time zone on your Zapier account, and ClickUp renders dates in each viewer's own. Set both to the sales team's time zone, then re-test with a submission and compare the two timestamps side by side.
Frequently asked questions
How fast does the task appear after someone submits?
Within seconds. The submission reaches Zapier in real time rather than waiting for a polling window, so the task is usually created before the person has finished reading the thank-you screen at the end of the form.
Can I create a CRM record instead of a task?
The available actions are whatever ClickUp publishes on Zapier, and Create Task is the one most teams use. If you run a CRM alongside ClickUp, add a second action step to the same Zap so one submission feeds both tools at once.
What happens to leads while the Zap is switched off?
Every submission is still stored in formformform, so nothing is lost — the trigger simply never fires. Turn the Zap back on for new leads, then export the responses collected while it was off and add them to the Sales pipeline List by hand.
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Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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