RACI Matrix Template
A ClickUp RACI matrix template with 20 pre-populated task rows across four project phases, eight default role columns, a RACI assignment custom field per task-role pair, a column validation summary, and a legend row explaining the four letters. Replace the sample tasks with your project's actual tasks before distributing.
Template Preview
What This Includes
- 20 pre-populated task rows organized across four phases: Initiation (4 tasks), Planning (5 tasks), Execution (7 tasks), and Closure (4 tasks)
- Eight default role columns: Project Sponsor, Project Manager, Business Analyst, Technical Lead, QA Lead, Marketing Lead, Legal or Compliance, and Stakeholder or Client
- RACI Assignment custom field for each task with dropdown values: R (Responsible), A (Accountable), C (Consulted), I (Informed), and None
- Column summary row showing the count of A assignments per role (to enforce the one-A-per-task rule and check for over-assignment)
- Legend task at the top of the matrix with plain-language definitions of R, A, C, and I for team members who have not used a RACI before
- Version and approval status fields at the document level (v1.0, Draft, Under Review, Approved)
Who This Is For
Project managers on cross-functional projects
PMs managing work that spans multiple departments with ambiguous accountability for shared tasks or decisions.
Process owners documenting recurring workflows
Operations leads who want to document who does what in a recurring monthly or quarterly process so the answer is not re-decided every cycle.
Teams onboarding new members mid-project
Project teams who want to quickly orient a new team member to their responsibilities across the project without walking through every task individually.
How to Use This Template
1
Replace Sample Tasks with Your Project's Tasks
Delete the 20 sample task rows and replace them with your project's actual tasks and decisions, organized by phase or workstream. Aim for 10 to 40 rows: enough to capture the tasks where accountability is genuinely ambiguous, few enough that the matrix stays readable. Do not try to capture every granular sub-task: focus on deliverables, decisions, and approval steps where more than two people are involved.
2
Replace Role Columns with Your Project's Roles
Update the eight default role columns to match the actual roles in your project. Use role titles rather than individual names where possible: the matrix remains accurate when people change roles. For tasks with an individual-specific owner rather than a role-based one, use the person's name and add their role in parentheses. Remove any role columns that are not involved in your project scope.
3
Assign R and A on Every Row Before Adding C and I
Fill in the Responsible and Accountable assignments for every row before assigning any Consulted or Informed. Every row must have at least one R and exactly one A before the row is valid. If you cannot identify a single A for a task, escalate to the project sponsor to designate one before the matrix is distributed. A task without an A is a task without an owner, regardless of how many R's it has.
4
Add Consulted and Informed Assignments
After R and A are complete, add C for any role whose input is required before the task can be done correctly, and I for any role that needs to know the outcome. Apply C conservatively: each C creates a two-way communication obligation that must be fulfilled. Apply I wherever a stakeholder needs awareness without influence. Review each row after completing C and I and ask whether each assignment is genuinely necessary or whether it was added as a courtesy.
5
Run the Column Check
Review the column summary row showing A assignment counts per role. Any role with more than five to six A assignments across a 20-row RACI is over-assigned: they cannot realistically be the final decision-maker on that many tasks simultaneously. Escalate to resolve over-assignment by redistributing A to the most appropriate delegate for each task. Also review the C counts: a role with 15 C assignments will be consulted on 75 percent of project tasks, which is impractical and will result in consultation steps being skipped.
6
Distribute for Review and Finalize
Share the RACI with all roles listed in the column headers. Each person reviews their column and confirms they accept their assignments. Collect feedback through the ClickUp comment feature. Update the RACI to reflect agreed changes and increment the version number. When all parties accept their assignments, update the approval status to Approved. Distribute the final version to all project stakeholders and reference it during weekly status meetings when accountability questions arise.
The most important step in using this template is completing the column check before distributing the RACI. The check confirms that no one is listed as Accountable on too many tasks simultaneously (common with senior stakeholders who get added as A on everything) and that no one’s Consulted load is so large that the consultation requirement becomes impractical. See the RACI Matrix overview for the rules that this template enforces.
Common Questions About RACI Matrix Template
Should I build the RACI in ClickUp or in a spreadsheet?
For most projects, a ClickUp table view or a structured list with custom fields is sufficient and keeps the RACI connected to the project workspace. For stakeholders who are not in ClickUp (clients, executives, external vendors), export the RACI to a formatted table in a ClickUp Doc or share it as a PDF. For very large RACI matrices with 50 or more rows and 10 or more roles, a spreadsheet with conditional formatting for R, A, C, and I may be easier to read at a glance than a task-based view.
How often should the RACI be updated?
Update the RACI whenever a significant change occurs: a team member joins or leaves the project, a role's authority changes, the project scope changes enough to add or remove major tasks, or a stakeholder formally changes their level of involvement. For a 12-week project, the RACI typically requires one or two formal updates. For a 12-month program, plan for a quarterly review as a standing agenda item.
What if two people insist they are both Accountable for the same task?
Escalate to their common manager or to the project sponsor to designate one of them as the final decision-maker. Document the escalation and its resolution in the project log. As an interim measure, assign A to the person with the higher organizational authority over the specific deliverable and C to the other, with a note that this was a deliberate decision. Two A's on a single task is never the right answer: it creates the appearance of shared ownership while eliminating actual accountability.