Clickup Incident Runbook

ClickUp Incident Runbook

Overview

Rapid incident response for ClickUp API v2 integration failures. Covers triage, diagnosis by error type, mitigation, and postmortem.

Severity Classification

Step 1: Quick Triage (< 2 minutes)

#!/bin/bash
echo "=== ClickUp Incident Triage ==="

# 1. Is ClickUp itself down?
echo -n "ClickUp platform: "
curl -sf https://status.clickup.com/api/v2/summary.json 2>/dev/null | \
  python3 -c "import sys,json; print(json.load(sys.stdin)['status']['description'])" 2>/dev/null \
  || echo "UNREACHABLE"

# 2. Can we authenticate?
echo -n "Auth: "
STATUS=$(curl -sf -o /dev/null -w "%{http_code}" \
  https://api.clickup.com/api/v2/user \
  -H "Authorization: $CLICKUP_API_TOKEN" 2>/dev/null)
echo "HTTP $STATUS"

# 3. Rate limit status
echo -n "Rate limit: "
curl -sD - -o /dev/null https://api.clickup.com/api/v2/user \
  -H "Authorization: $CLICKUP_API_TOKEN" 2>&1 | \
  grep -i "X-RateLimit-Remaining" | awk '{print $2}' | tr -d '\r'

# 4. API latency
echo -n "Latency: "
curl -sf -o /dev/null -w "%{time_total}s\n" \
  https://api.clickup.com/api/v2/user \
  -H "Authorization: $CLICKUP_API_TOKEN"

# 5. Our service health (adjust URL)
echo -n "Our health endpoint: "
curl -sf http://localhost:3000/health 2>/dev/null | \
  python3 -c "import sys,json; d=json.load(sys.stdin); print(d.get('status','unknown'))" 2>/dev/null \
  || echo "UNREACHABLE"

Decision Tree

ClickUp API errors?
├── YES: Check status.clickup.com
│   ├── ClickUp incident → Enable fallback mode. Wait. Monitor.
│   └── No ClickUp incident → Our issue
│       ├── 401 errors → Token rotated/revoked → Regenerate token
│       ├── 429 errors → Rate limited → Enable queuing, check for loops
│       ├── 403 errors → Permission changed → Check workspace access
│       └── 500 errors → Intermittent ClickUp issue → Retry with backoff
└── NO: Our service down?
    ├── YES → Infrastructure issue (pods, memory, network)
    └── NO → Resolved or intermittent. Monitor.

Remediation by Error Type

401 Unauthorized (Token Issue)

# Verify token is set and valid
echo "Token length: ${#CLICKUP_API_TOKEN}"

# Test with explicit token
curl -v https://api.clickup.com/api/v2/user \
  -H "Authorization: $CLICKUP_API_TOKEN" 2>&1 | grep "< HTTP"

# If invalid: regenerate in ClickUp Settings > Apps > API Token
# Then update in your secrets manager:
gh secret set CLICKUP_API_TOKEN --body "pk_NEW_TOKEN"
# OR: vault kv put secret/clickup/api-token value="pk_NEW_TOKEN"

429 Rate Limited

# Check current rate limit state
curl -sD - -o /dev/null https://api.clickup.com/api/v2/user \
  -H "Authorization: $CLICKUP_API_TOKEN" 2>&1 | grep -i ratelimit

# Check for runaway loops in your application
# Look for rapid repeated calls to same endpoint

Mitigation: Enable request queuing, check for infinite loops, consider plan upgrade.

500/503 ClickUp Server Error

# Check ClickUp status page
curl -sf https://status.clickup.com/api/v2/summary.json | \
  python3 -c "import sys,json; [print(f'  {c[\"name\"]}: {c[\"status\"]}') for c in json.load(sys.stdin)['components']]"

Mitigation: Enable graceful degradation (circuit breaker), queue writes for retry.

Graceful Degradation

// Circuit breaker for ClickUp API
class ClickUpCircuitBreaker {
  private failures = 0;
  private lastFailure = 0;
  private readonly threshold = 5;
  private readonly resetMs = 60000;

  isOpen(): boolean {
    if (this.failures >= this.threshold) {
      if (Date.now() - this.lastFailure > this.resetMs) {
        this.failures = 0; // Reset after cooldown
        return false;
      }
      return true;
    }
    return false;
  }

  recordFailure(): void {
    this.failures++;
    this.lastFailure = Date.now();
  }

  recordSuccess(): void {
    this.failures = 0;
  }
}

const breaker = new ClickUpCircuitBreaker();

async function resilientClickUpCall<T>(path: string, fallback: T): Promise<T> {
  if (breaker.isOpen()) {
    console.warn('[clickup] Circuit breaker OPEN, using fallback');
    return fallback;
  }

  try {
    const result = await clickupRequest(path);
    breaker.recordSuccess();
    return result;
  } catch (error) {
    breaker.recordFailure();
    console.error('[clickup] API error, circuit breaker count:', breaker['failures']);
    return fallback;
  }
}

Communication Templates

Internal (Slack)

P[1-4] INCIDENT: ClickUp Integration
Status: INVESTIGATING | IDENTIFIED | MONITORING | RESOLVED
Impact: [user-facing impact description]
Cause: [root cause if known]
Action: [current mitigation steps]
Next update: [time]

Postmortem Template

## Incident: ClickUp API [Error Type]
**Date:** YYYY-MM-DD | **Duration:** Xh Ym | **Severity:** P[1-4]

### Timeline
- HH:MM - Alert fired / issue reported
- HH:MM - Triage started
- HH:MM - Root cause identified
- HH:MM - Mitigation applied
- HH:MM - Resolved

### Root Cause
[Technical explanation]

### Action Items
- [ ] [Preventive measure] - Owner - Due date

Error Handling

Prerequisites

• Named incident commander, integration/data owners, and escalation contacts
• Access to redacted telemetry, queue/webhook state, feature flags, and status
• Tested capability to disable mutations, webhook intake, and scheduled sync
• Approved communication and evidence-retention procedures

Instructions

Classify the impact, stabilize affected automation before changing mappings or credentials, preserve safe correlation IDs and timestamps, and communicate on the defined cadence. Restore service through the smallest reversible change, then verify authorization, idempotency, and data consistency before declaring resolution or replaying queued events.

Output

Create a time-stamped incident record with severity, scope, affected lists or workflows, containment, communications, recovery evidence, root-cause status, and prevention owner. Exclude live tokens, task bodies, comments, attachments, and personal data from status updates and postmortems.

Examples

For a webhook backlog, pause ingestion, preserve the pending queue, verify the callback fix in staging, then replay a small deduplicated set before reopening production. If a task mapping caused unauthorized or incorrect changes, keep the integration disabled until reconciliation and owner validation complete.

Resources

• ClickUp Status Page
• ClickUp Common Errors
• ClickUp Rate Limits

Next Steps

For data handling during incidents, see clickup-data-handling.