Global medical device company · Healthcare · Build 07
A custom operations portal, powered by ClickUp.
I architected a medical-device company's entire commercial operation as a relational system inside ClickUp — then built a beautiful, responsive portal fully integrated with the ClickUp API, so the same data drives a completely custom experience. No second database. No migration.
40+.
Reps + leadership on one system
6.
Feature modules on one portal
Secs.
Cold loads — down from 15–30s raw
0.
Second databases — ClickUp stays the source of truth
The brief
A powerful workspace nobody could actually use.
The problem
The client's US commercial team ran on spreadsheets and email. The data that did live in ClickUp was dense and technical — leadership had no live reporting, reps hunted through fields to read an account, patient intake was routed by hand, and physicians had no way in at all.
The solution
Two moves. First, model everything as a clean, relational architecture in ClickUp — one source of truth. Then build a fast, branded portal on top of it, fully integrated with the ClickUp API, doing everything ClickUp can't: dashboards, public forms, automations and history.
01 · The foundation
I built the architecture in ClickUp.
Everything lives in one ClickUp Space. Folders separate the domains, each List is a table with a strict, typed schema, and the lists point at each other through relationship fields — a real relational database, built entirely in ClickUp.
| Name | Submission | Implanting Facilities | TM |
|---|---|---|---|
| Cedar Valley Medical Center — Price Quote | 3/19/26 | Cedar Valley Medical Center | MB |
| Lakeshore Regional Hospital — Price Quote | 12/12/25 | Lakeshore Regional Hospital | KC |
| Summit Ridge Surgical Center — Price Quote | 10/27/25 | Summit Ridge Surgical Center | MH |
| Bayview Health - Northgate — Price Quote | 6/16/26 | Bayview Health - Northgate | GC |
| Pinecrest Community Hospital — Price Quote | 8/22/25 | Pinecrest Community Hospital | MV |
| Ironwood University Medical — Price Quote | 8/15/25 | Ironwood University Medical | KC |
| Harbor Point ASC — Price Quote | 9/5/25 | Harbor Point ASC | TB |
| Grandview Health System — Price Quote | 7/23/26 | Grandview Health System | CY |
| Maplewood Memorial — Price Quote | 6/5/26 | Maplewood Memorial | JY |
| Riverside Methodist - East — Price Quote | 1/30/26 | Riverside Methodist - East | AA |
Interactive — tap a list to explore the workspace.
Everything you just clicked through is the database. Nothing gets copied out of it — the portal in the next act reads and writes these exact lists.
02 · The portal
A custom front end, fully ClickUp-API integrated.
The portal stores nothing of its own. It reads and writes the same ClickUp workspace live via the API, then delivers what ClickUp can't: real dashboards, on-brand public forms, automations that route work, and history ClickUp never kept. Walk through it — the cursor signs in, opens an account, follows a transfer, and steps outside to the physicians' door.
Operations portal
Sign in
Your company account, through Microsoft Entra. Outside the tenant? Get a one-time code by email.
Access is scoped by role — from the Staff list in ClickUp
More in the portal
Procedure calendar
Scheduling synced to staff Outlook via Microsoft Graph, de-identified.
Delivery & billing
Hours tracked to half-month budgets and reconciled to invoices.
Professional education
Courses, events, registrations and physician reimbursements.
Reconstructed history
Status journeys & turnaround analytics ClickUp never stored.
Role-based access
Page-level permissions, own / team / global scope, safe “view as.”
Global search
One search across every list, record and person.
03 · Integrations & automations
Everything the business runs on, wired together.
The portal is the hub that connects ClickUp to the rest of the stack and runs the automations that keep it all moving — so the team lives in one system instead of six, and the busywork happens on its own. Every choice was made with the client's compliance team: self-hosted where required, vendor agreements where offered.
Integrations
ClickUp REST API
The portal's entire data layer — reads and writes ClickUp live, no copy.
→ Core: the whole portal runs on it.
Webhooks + cache
ClickUp webhooks invalidate the portal cache the moment anything changes.
→ Always fresh, never hammered.
Microsoft Entra SSO
OIDC single sign-on with role-based access read from the Staff list.
→ One login, the right access.
Microsoft Graph · Outlook
Procedure and event dates synced to staff calendars, de-identified.
→ ClickUp dates → Outlook.
Dynamics 365 ↔ ClickUp
Two-way sync on self-hosted n8n — patient-adjacent data ruled out hosted connectors.
→ Compliance-approved, auditable.
Zapier · Power Automate
Form submissions and record changes fire into secured webhooks.
→ Live routing the moment data changes.
Public form intake
Branded public forms mapped straight into ClickUp lists — receipts attached.
→ No ClickUp seat for external users.
Google Apps Script
Scheduled ClickUp jobs — rollups, list sync, token refresh.
→ Keeps derived data in sync.
QuickBooks
Delivery-hour tracking reconciled to invoice periods.
→ Tracked time → invoices.
Automations built
Intake routing
A form submission becomes a task in the right list, status set, Territory Manager assigned from the linked facility.
Patient transfer routing
On “transfer complete,” the record is cloned into the correct territory list, both records linked, audit written.
PO rollups
Purchase-order counts rolled up across Agreements and Facilities automatically.
Calendar sync
Procedure and event dates pushed to Outlook the moment they're set.
Status timestamps
Milestones stamped with dates on status change — powering the portal's journeys.
Audit logging
Every meaningful change appended to an Audit Logs list — history ClickUp doesn't keep.
The outcome
The same ClickUp data the team already had — now a portal they actually want to open.
A production application in daily use by the commercial team — dozens of shipped features and integrations, delivered and iterated continuously by a single developer, with ClickUp intact as the system of record throughout.
Reporting that used to be assembled by hand is live, filterable, and always current; intake arrives structured and routed, never re-keyed; and nobody logs into ClickUp who doesn't work in it daily.
Want a system like this one?
A 30-minute call to map what you have to what you need. Fixed-fee where the scope is known, $100/hr beyond it, and everything documented so your team runs it without me.
A portfolio case study built for a medical-device company's US commercial operations, shown under the fictional “Meridian” name. “ClickUp” is a trademark of its respective owner and is referenced only to describe the backend the portal runs on. Every name, figure, and record shown is illustrative and fictional — no patient information or confidential data is displayed.
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