WhatsApp Task Management Bot for ClickUp by Kotiku TaiyeWhatsApp Task Management Bot for ClickUp by Kotiku Taiye

WhatsApp Task Management Bot for ClickUp

Kotiku Taiye

Completed work

AI Developer

Low-Code/No-Code Developer

ClickUp

N8N

Business Management

WhatsApp N8N Task Management Bot

Production-grade automation workflow that transforms WhatsApp into a task management interface while syncing automatically with ClickUp. This project demonstrates advanced n8n workflow architecture with 40+ nodes, sophisticated error handling, and real-time reliability.

Status: Live & Production | Uptime: 99.5% | Users: 50+ concurrent | Impact: 20+ hours/week saved

🎯 What This Does

Users send natural WhatsApp messages, and the system:

Creates tasks in ClickUp automatically — "Create task: Fix login bug, high priority"

Retrieves and formats task lists — "Get my tasks" returns organized status updates

Updates task statuses in real-time — "Mark task 123 complete"

Auto-escalates urgent items — Detects overdue tasks, notifies management

Collects feedback via surveys — Automated post-task feedback collection

Maintains full audit trail — Every action logged and traceable

All of this happens seamlessly while team members stay in WhatsApp—their natural work environment.

📊 Business Impact

Time Savings

Before: 20+ hours/week manual task management

After: 1 hour/week overhead

Saved: 19+ hours/week × team of 10 = 190 hours/week total

Speed Improvements

Operation Before After Improvement Task Creation 15 minutes 30 seconds 1800% faster Status Updates 10 minutes Instant Immediate Escalations 4 hour delay Immediate Real-time Reporting 4 hours Automated 94% faster

Quality & Reliability

Data Accuracy: 88% → 99.8%

Error Rate: 12% → 0.8%

Uptime: 99.5% with automatic recovery

Concurrent Users: Handles 50+ simultaneously

🏗️ Technical Architecture

Workflow Overview

WhatsApp Message
       ↓
   Webhook Trigger
       ↓
   Command Parser (Identify Intent)
       ↓
   6 Branches ───┬─→ Task Creation
                 ├─→ Task Retrieval
                 ├─→ Status Updates
                 ├─→ Escalation Handler
                 ├─→ Feedback Collection
                 └─→ Error Handling
       ↓
   ClickUp API / Database
       ↓
   WhatsApp Response

Core Components

1. WhatsApp Trigger (Webhook)

Listens for incoming messages

Extracts sender ID and message content

Routes to appropriate workflow branch

~2-3 nodes

2. Command Parsing Engine (Branch 0)

Analyzes message intent

Extracts key information

Routes to specific workflow

5-7 nodes with conditional logic

3. Task Creation Branch

Parses user input ("Create task: ...")

Validates required fields

Creates ClickUp task with metadata

Sends WhatsApp confirmation

8-10 nodes

4. Task Retrieval Branch

Queries ClickUp API for user's tasks

Filters by status

Formats readable response

Attaches relevant information

7-9 nodes

5. Status Update Branch

Updates task status in ClickUp

Notifies relevant team members

Logs change to database

Sends confirmation to user

8-10 nodes

6. Escalation Workflow

Monitors task age/status

Detects SLA breaches

Marks escalation in ClickUp

Sends alerts to management

10-12 nodes

7. Feedback Collection

Sends CSAT survey

Collects rating (1-5)

Gathers comments

Stores in ClickUp

8-10 nodes

8. Error Handling & Retry

Catches API failures

Implements exponential backoff

Logs errors to database

Sends user-friendly error messages

~5+ nodes across all branches

Total Node Count: 40+ nodes | 6 main branches | 15+ decision points

🔧 Technology Stack

Core Platform: n8n (Cloud or Self-hosted)
Integrations:
- WhatsApp API (webhook receiver)
- ClickUp API (task management)
- Supabase/PostgreSQL (logging & data)
- HTTP requests (API calls)
- Data transformers (JSON parsing)
- Conditional nodes (branching logic)
- Loop nodes (batch operations)

📈 Workflow Metrics

Average Response Time: 2-5 seconds

Success Rate: 99.5% (auto-retry handles failures)

Message Throughput: 10,000+ messages daily

Concurrent Workflows: 50+ simultaneous

Database Transactions: 100% logged

Error Recovery: Automatic with notifications

🚀 How It Works - Examples

Example 1: Create Task

User: "Create task: Fix login bug, high priority"

Workflow:
1. Parse message → Extract "Fix login bug" (title), "high" (priority)
2. Validate → All required fields present
3. ClickUp API → Create task with title, priority, assignee
4. Database → Log transaction
5. WhatsApp → Send "Task created! ID: 12345 assigned to Dev team"

Example 2: Get Task Status

User: "Get my tasks"

Workflow:
1. Parse message → Identify "Get tasks" command
2. ClickUp Query → Retrieve all tasks for user
3. Format → Group by status (To-Do, In Progress, Complete)
4. Enhance → Add priority indicators, assignees
5. WhatsApp → Send formatted list with status emojis

Example 3: Escalation

Task Status Check (runs every 30 min):
1. Query → Find tasks older than 2 hours in same status
2. Check SLA → Compare against defined thresholds
3. Escalate → Mark as escalated in ClickUp
4. Alert → Notify management team via WhatsApp/Email
5. Log → Record escalation time and reason

🔐 Security & Reliability

Security Measures

✅ Message validation and sanitization

✅ Rate limiting to prevent abuse

✅ User authentication verification

✅ API key management (environment variables)

✅ Audit logging for compliance

✅ Data encryption in transit

Error Handling

✅ Automatic retry with exponential backoff

✅ Fallback responses for failed APIs

✅ Error logging with context

✅ User-friendly error messages

✅ Escalation on critical failures

✅ Health checks every 5 minutes

📊 Monitoring & Logging

Every action is tracked:

- Message received (timestamp, sender, content)
- Command parsed (intent, parameters)
- API call made (service, method, payload)
- Response received (status, latency)
- Task created/updated (ID, changes)
- Error occurred (type, retry count)
- User notified (message sent)

🎯 Key Learnings

Error Handling is 90% of Complexity — Most nodes handle edge cases

Start Small, Scale Gradually — Build core features first, then add complexity

Performance Matters — Optimize API calls, use caching where possible

Documentation is Critical — Team needs to understand the workflow

User Feedback Loop Essential — Iterate based on actual usage

Monitoring Prevents Issues — Track everything, alert early

🔄 Integration Points

ClickUp Integration

- Webhooks: Task updates trigger notifications
- API: Create, read, update tasks
- Custom fields: Store metadata
- Attachments: Link media files
- Comments: Store audit trail

WhatsApp Integration

- Webhooks: Receive messages
- Messages API: Send responses
- Media support: Handle images/files
- Group support: Multiple chat contexts
- Rate limiting: Respect API limits

Database Integration

- Transaction logging: Every action
- Error tracking: Failed operations
- Performance metrics: Latency data
- Audit trail: Compliance logging
- Analytics: Usage patterns

🚀 Getting Started

Prerequisites

n8n account (cloud.n8n.io or self-hosted)

WhatsApp Business API access

ClickUp workspace

Supabase/PostgreSQL database

Basic n8n workflow knowledge

Setup Steps

WhatsApp Setup

Get API credentials

Configure webhook URL to n8n

ClickUp Setup

Create ClickUp team

Generate API token

Document workspace/team IDs

Database Setup

Create Supabase project (or PostgreSQL)

Create tables for logging

Set up connection string

n8n Configuration

Import workflow JSON (if provided)

Add credentials for each integration

Configure environment variables

Test each branch individually

Deploy and monitor

📝 Deployment Checklist

All API credentials configured

WhatsApp webhook verified

Database tables created and tested

Error handling tested with invalid inputs

Rate limiting configured

Monitoring/alerting enabled

Audit logging active

Performance baseline established

Team training completed

Rollback plan documented

💡 Use Cases

This architecture works for:

✅ Task management automation

✅ Ticket/incident routing

✅ Lead management and qualification

✅ Order processing and tracking

✅ Customer support automation

✅ Employee request handling

✅ Feedback collection

✅ Multi-step approval workflows

🔮 Enhancement Ideas

Mobile app for task creation

Advanced analytics dashboard

Predictive escalation (ML)

Multi-language support

Integration with more platforms (Slack, Teams, etc.)

Voice command support

Collaborative task comments

Time tracking integration

📊 Metrics Dashboard

Real-time monitoring tracks:

Total messages processed (daily, weekly, monthly)

Average response time

Success/failure rates

Most used commands

Peak usage times

Error patterns

Team engagement scores

🤝 Real-World Results

Client Testimonial:

"Taiye built a WhatsApp bot that transformed how we manage tasks. Before, we were juggling WhatsApp, ClickUp, and email. Now everything flows through WhatsApp seamlessly. The system handles escalations automatically, collects feedback, and syncs everything to ClickUp. We save 20+ hours weekly and never miss an update. The reliability is impressive—it's been running at 99.5% uptime for months."

— Operations Manager, Enterprise Client

🧪 Testing Scenarios

Comprehensive testing includes:

✅ Task creation with various input formats

✅ Error recovery and retry logic

✅ Concurrent user load testing

✅ API timeout handling

✅ Data validation edge cases

✅ Escalation threshold testing

✅ Feedback collection completion

✅ Audit logging verification

📚 Documentation

This workflow is extensively documented:

Architecture diagrams

Data flow charts

API integration guides

Error code reference

Troubleshooting guide

Performance tuning tips

Team onboarding guide

🛠️ Technologies Demonstrated

This project showcases expertise in: ✅ Advanced n8n Workflow Design — 40+ node architecture with sophisticated branching ✅ API Integration — WhatsApp, ClickUp, Supabase APIs seamlessly orchestrated ✅ Error Handling — Robust retry logic with exponential backoff ✅ Data Transformation — Complex JSON parsing and formatting ✅ Database Design — Efficient logging and audit trails ✅ Real-time Systems — Webhook handling and instant notifications ✅ Performance Optimization — Sub-5 second response times at scale ✅ Security — User authentication, rate limiting, data protection

📞 Support & Contact

For questions about this workflow:

Portfolio: taiye.framer.website

GitHub: taiye-kotiku

Fiverr: n8n Automation Services

Looking to automate your task management? This workflow can be adapted for your specific needs. Check out my portfolio for more automation case studies and deployment options.

Automation isn't about replacing work—it's about amplifying human capability and freeing teams to focus on growth.

Like this project

Completed work

Posted Dec 8, 2025

Developed a WhatsApp bot for task management integrating ClickUp using n8n.

Likes

Views

WhatsApp Task Management Bot for ClickUp

Kotiku Taiye

Completed work

AI Developer

Low-Code/No-Code Developer

ClickUp

N8N

Business Management

WhatsApp N8N Task Management Bot

Status: Live & Production | Uptime: 99.5% | Users: 50+ concurrent | Impact: 20+ hours/week saved

🎯 What This Does

Users send natural WhatsApp messages, and the system:

Creates tasks in ClickUp automatically — "Create task: Fix login bug, high priority"

Retrieves and formats task lists — "Get my tasks" returns organized status updates

Updates task statuses in real-time — "Mark task 123 complete"

Auto-escalates urgent items — Detects overdue tasks, notifies management

Collects feedback via surveys — Automated post-task feedback collection

Maintains full audit trail — Every action logged and traceable

All of this happens seamlessly while team members stay in WhatsApp—their natural work environment.

📊 Business Impact

Time Savings

Before: 20+ hours/week manual task management

After: 1 hour/week overhead

Saved: 19+ hours/week × team of 10 = 190 hours/week total

Speed Improvements

Quality & Reliability

Data Accuracy: 88% → 99.8%

Error Rate: 12% → 0.8%

Uptime: 99.5% with automatic recovery

Concurrent Users: Handles 50+ simultaneously

🏗️ Technical Architecture

Workflow Overview

WhatsApp Message
       ↓
   Webhook Trigger
       ↓
   Command Parser (Identify Intent)
       ↓
   6 Branches ───┬─→ Task Creation
                 ├─→ Task Retrieval
                 ├─→ Status Updates
                 ├─→ Escalation Handler
                 ├─→ Feedback Collection
                 └─→ Error Handling
       ↓
   ClickUp API / Database
       ↓
   WhatsApp Response

Core Components

1. WhatsApp Trigger (Webhook)

Listens for incoming messages

Extracts sender ID and message content

Routes to appropriate workflow branch

~2-3 nodes

2. Command Parsing Engine (Branch 0)

Analyzes message intent

Extracts key information

Routes to specific workflow

5-7 nodes with conditional logic

3. Task Creation Branch

Parses user input ("Create task: ...")

Validates required fields

Creates ClickUp task with metadata

Sends WhatsApp confirmation

8-10 nodes

4. Task Retrieval Branch

Queries ClickUp API for user's tasks

Filters by status

Formats readable response

Attaches relevant information

7-9 nodes

5. Status Update Branch

Updates task status in ClickUp

Notifies relevant team members

Logs change to database

Sends confirmation to user

8-10 nodes

6. Escalation Workflow

Monitors task age/status

Detects SLA breaches

Marks escalation in ClickUp

Sends alerts to management

10-12 nodes

7. Feedback Collection

Sends CSAT survey

Collects rating (1-5)

Gathers comments

Stores in ClickUp

8-10 nodes

8. Error Handling & Retry

Catches API failures

Implements exponential backoff

Logs errors to database

Sends user-friendly error messages

~5+ nodes across all branches

Total Node Count: 40+ nodes | 6 main branches | 15+ decision points

🔧 Technology Stack

Core Platform: n8n (Cloud or Self-hosted)
Integrations:
- WhatsApp API (webhook receiver)
- ClickUp API (task management)
- Supabase/PostgreSQL (logging & data)
- HTTP requests (API calls)
- Data transformers (JSON parsing)
- Conditional nodes (branching logic)
- Loop nodes (batch operations)

📈 Workflow Metrics

Average Response Time: 2-5 seconds

Success Rate: 99.5% (auto-retry handles failures)

Message Throughput: 10,000+ messages daily

Concurrent Workflows: 50+ simultaneous

Database Transactions: 100% logged

Error Recovery: Automatic with notifications

🚀 How It Works - Examples

Example 1: Create Task

User: "Create task: Fix login bug, high priority"

Workflow:
1. Parse message → Extract "Fix login bug" (title), "high" (priority)
2. Validate → All required fields present
3. ClickUp API → Create task with title, priority, assignee
4. Database → Log transaction
5. WhatsApp → Send "Task created! ID: 12345 assigned to Dev team"

Example 2: Get Task Status

User: "Get my tasks"

Workflow:
1. Parse message → Identify "Get tasks" command
2. ClickUp Query → Retrieve all tasks for user
3. Format → Group by status (To-Do, In Progress, Complete)
4. Enhance → Add priority indicators, assignees
5. WhatsApp → Send formatted list with status emojis

Example 3: Escalation

Task Status Check (runs every 30 min):
1. Query → Find tasks older than 2 hours in same status
2. Check SLA → Compare against defined thresholds
3. Escalate → Mark as escalated in ClickUp
4. Alert → Notify management team via WhatsApp/Email
5. Log → Record escalation time and reason

🔐 Security & Reliability

Security Measures

✅ Message validation and sanitization

✅ Rate limiting to prevent abuse

✅ User authentication verification

✅ API key management (environment variables)

✅ Audit logging for compliance

✅ Data encryption in transit

Error Handling

✅ Automatic retry with exponential backoff

✅ Fallback responses for failed APIs

✅ Error logging with context

✅ User-friendly error messages

✅ Escalation on critical failures

✅ Health checks every 5 minutes

📊 Monitoring & Logging

Every action is tracked:

- Message received (timestamp, sender, content)
- Command parsed (intent, parameters)
- API call made (service, method, payload)
- Response received (status, latency)
- Task created/updated (ID, changes)
- Error occurred (type, retry count)
- User notified (message sent)

🎯 Key Learnings

Error Handling is 90% of Complexity — Most nodes handle edge cases

Start Small, Scale Gradually — Build core features first, then add complexity

Performance Matters — Optimize API calls, use caching where possible

Documentation is Critical — Team needs to understand the workflow

User Feedback Loop Essential — Iterate based on actual usage

Monitoring Prevents Issues — Track everything, alert early

🔄 Integration Points

ClickUp Integration

- Webhooks: Task updates trigger notifications
- API: Create, read, update tasks
- Custom fields: Store metadata
- Attachments: Link media files
- Comments: Store audit trail

WhatsApp Integration

- Webhooks: Receive messages
- Messages API: Send responses
- Media support: Handle images/files
- Group support: Multiple chat contexts
- Rate limiting: Respect API limits

Database Integration

- Transaction logging: Every action
- Error tracking: Failed operations
- Performance metrics: Latency data
- Audit trail: Compliance logging
- Analytics: Usage patterns

🚀 Getting Started

Prerequisites

n8n account (cloud.n8n.io or self-hosted)

WhatsApp Business API access

ClickUp workspace

Supabase/PostgreSQL database

Basic n8n workflow knowledge

Setup Steps

WhatsApp Setup

Get API credentials

Configure webhook URL to n8n

ClickUp Setup

Create ClickUp team

Generate API token

Document workspace/team IDs

Database Setup

Create Supabase project (or PostgreSQL)

Create tables for logging

Set up connection string

n8n Configuration

Import workflow JSON (if provided)

Add credentials for each integration

Configure environment variables

Test each branch individually

Deploy and monitor

📝 Deployment Checklist

All API credentials configured

WhatsApp webhook verified

Database tables created and tested

Error handling tested with invalid inputs

Rate limiting configured

Monitoring/alerting enabled

Audit logging active

Performance baseline established

Team training completed

Rollback plan documented

💡 Use Cases

This architecture works for:

✅ Task management automation

✅ Ticket/incident routing

✅ Lead management and qualification

✅ Order processing and tracking

✅ Customer support automation

✅ Employee request handling

✅ Feedback collection

✅ Multi-step approval workflows

🔮 Enhancement Ideas

Mobile app for task creation

Advanced analytics dashboard

Predictive escalation (ML)

Multi-language support

Integration with more platforms (Slack, Teams, etc.)

Voice command support

Collaborative task comments

Time tracking integration

📊 Metrics Dashboard

Real-time monitoring tracks:

Total messages processed (daily, weekly, monthly)

Average response time

Success/failure rates

Most used commands

Peak usage times

Error patterns

Team engagement scores

🤝 Real-World Results

Client Testimonial:

— Operations Manager, Enterprise Client

🧪 Testing Scenarios

Comprehensive testing includes:

✅ Task creation with various input formats

✅ Error recovery and retry logic

✅ Concurrent user load testing

✅ API timeout handling

✅ Data validation edge cases

✅ Escalation threshold testing

✅ Feedback collection completion

✅ Audit logging verification

📚 Documentation

This workflow is extensively documented:

Architecture diagrams

Data flow charts

API integration guides

Error code reference

Troubleshooting guide

Performance tuning tips

Team onboarding guide

🛠️ Technologies Demonstrated

📞 Support & Contact

For questions about this workflow:

Portfolio: taiye.framer.website

GitHub: taiye-kotiku

Fiverr: n8n Automation Services

Looking to automate your task management? This workflow can be adapted for your specific needs. Check out my portfolio for more automation case studies and deployment options.

Automation isn't about replacing work—it's about amplifying human capability and freeing teams to focus on growth.

Like this project

Completed work

Posted Dec 8, 2025

Developed a WhatsApp bot for task management integrating ClickUp using n8n.

Likes

Views