Brandtegic, a fast-growing marketing agency, struggled with complex workflows, scattered documentation, and time-consuming admin tasks that slowed down video production. By partnering with UpSys to redesign their ClickUp workspace, Brandtegic automated repetitive processes, simplified project management, and empowered their team to spend more time on creative work. The result: 95% team adoption, on-time video delivery, and 25 hours saved every week.
AI Agents in ClickUp Free Up Brandtegic’s Team for Creative Work
Brandtegic
10/08/20253 min read
Executive Summary
The Challenge
- Previous ClickUp setup was too complex, leading to only 50% team adoption and a return to old tools.
- Setting up video projects took over 20 minutes, with editors duplicating templates and filling out dozens of fields.
- No clear visibility into workloads—over 100 video tasks became overdue before being noticed.
- Documentation and processes were scattered, causing confusion and missed steps.
- The system’s complexity was the main barrier to efficiency and growth.
Before: Scattered tools
The Solution
- AI Agents for Content Repurposing: Automated the transformation of video transcripts into LinkedIn posts, Twitter updates, blog articles, and newsletters, saving hours of manual work each week.
- Automated Client Briefs & Proposals: Built AI-driven workflows to generate detailed client briefs and service package proposals directly from intake forms, reducing turnaround time and ensuring consistency.
- Automated Notifications: Set up daily recaps and late video alerts in ClickUp chat, ensuring the team never misses a deadline or follow-up.
- Prompt Refinement & Cost Optimization: Fine-tuned AI prompts to match the agency’s tone and compared AI models (Gemini vs. OpenAI) for best results and cost efficiency.
- Workspace Restructuring: Reduced 8+ spaces to 5 essential areas, eliminated redundant folders, and implemented clear color-coding and single sources of truth.
- Template Simplification: Video deliverable templates were reduced from 15+ subtasks to 3–4 clear milestones, with SOPs embedded directly in task descriptions.
After: Centralized in ClickUp
The Results
- 90% reduction in task setup time: From 20+ minutes to 2–3 minutes per project, saving 15–25 hours per week.
- Cut client onboarding and proposal generation time by 60% through automated briefs and quotes.
- Achieved real-time visibility into project status and overdue items, improving on-time delivery by 35%.
- Enhanced process consistency and knowledge sharing, with all SOPs and training materials accessible in one place.
- Increased team satisfaction and scalability, with automations handling repetitive tasks and reducing operational overhead.
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