A web analytics agency sought to streamline project management, reduce manual work, and ensure consistency in task execution. UpSys implemented a ClickUp solution using custom templates and automations, enabling the agency to automatically generate project tasks and sub-tasks based on specific triggers. The result was a faster, more reliable, and scalable workflow that freed up the team to focus on high-value work.
Client Case Study
Task Automation & Template-Driven Project Management
Tag Expert
10/8/20252 min read
Executive Summary
The Challenge
- The agency’s project management process was manual and repetitive, with team members spending significant time creating and organizing tasks for each new client project.
- There was a risk of missing critical steps, inconsistent task structures, and delays in onboarding new projects.
- The team needed a way to ensure that every project, regardless of the product or event, followed a standardized process and included all necessary sub-tasks and checklists.
The Solution
- Process Mapping & Structure: UpSys worked with the agency to map out all business processes, breaking them down into common and product-specific sub-tasks. Each workflow was diagrammed and translated into ClickUp’s task structure, with custom fields representing triggers (such as products or events).
- Template Creation: Developed detailed ClickUp templates for both recurring and product-specific tasks. Each template included all relevant sub-tasks, checklists, and fields, ensuring that every project started with a complete, standardized workflow.
- Automation Setup: Built automations in ClickUp that triggered the creation of sub-tasks based on the value of the custom field (the trigger). When a new project was initiated and the trigger set (e.g., a specific product sold), the system automatically generated all necessary sub-tasks from the appropriate template.
- Form Integration: Enabled the use of ClickUp forms for project intake, allowing team members to enter project details and select the trigger, which then launched the automated task creation process.
The Results
- Project setup time was reduced by over 70%, as tasks and sub-tasks were generated automatically with no manual intervention.
- Consistency and reliability improved, with every project following the same standardized process and no critical steps missed.
- The team was able to focus more on analysis and client work, rather than repetitive task setup.
- The agency’s project management became scalable and error-free, supporting growth and higher-quality client delivery.
Ready for Similar Results?
Let's discuss how we can help your business achieve success.
Book a free consultation to explore how our proven strategies can transform your operations.
9 spots left this month