A fast-growing marketing agency with a 15+ person team sought to centralize operations, automate repetitive tasks, and scale their client delivery. UpSys implemented a ClickUp workspace with advanced AI agents and automations, transforming manual processes into streamlined, intelligent workflows and enabling the agency to reclaim 25 hours per week.
Client Case Study
Operations & Workflow Automation
Brandtegic
10/8/20252 min read
Executive Summary
The Challenge
- Previous ClickUp implementation was only 50% adopted; the team reverted to old tools due to complexity.
- Task setup for video projects took 20+ minutes, with editors duplicating templates and filling dozens of fields.
- No clear visibility into workloads—over 100 video tasks fell overdue before being noticed.
- Documentation and processes were scattered, leading to confusion and missed steps.
- The system’s complexity was the main barrier to adoption and efficiency.
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.
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.
Client Testimonial
UpSys helped us improve our system and actually make the transition to ClickUp, which we had been trying to do for a long time. They delivered what we were looking for, were flexible and supportive, and fixed a lot of problems and complexities from previous consultants. Overall, we’re very happy with the work provided and feel it was good value. We appreciate Ramzi and his help!
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