A growing operations team faced persistent issues with ClickUp automations, template management, and process consistency. UpSys delivered hands-on implementation, resolving technical challenges, optimizing workflows, and providing clear documentation and training. The result was a reliable, efficient system that minimized manual work and empowered the team to manage recurring tasks with confidence.
Client Case Study
ClickUp Automation & Template Optimization
Ecobird
10/8/20252 min read
Executive Summary
The Challenge
- The team struggled with unreliable template assignment, frequent loss of due dates, and incorrect start/estimated durations when project statuses changed.
- Automations failed to consistently apply parent task values to subtasks, and conflicts arose between different automation methods (especially Gantt and batch processing).
- Custom fields were not updating correctly across subtasks and sub-subtasks, leading to confusion and data inconsistency.
- The overall system was complex and inefficient, with inconsistent automation, unclear process documentation, and a lack of actionable solutions.
The Solution
- Automation Analysis & Fixes: UpSys thoroughly reviewed and corrected automation logic, ensuring parent task values were reliably inherited by subtasks and resolving conflicts between Gantt and batch methods.
- Template & Date Management: Fixed template assignment issues and ensured all date fields (start, due, estimated duration) were accurately managed during status changes.
- Custom Field Consistency: Improved the updating of custom fields across all task levels, eliminating duplication and ensuring data integrity.
- Testing & Feedback Loops: Created test tasks, validated all changes, and maintained open communication with the team for real-world testing and confirmation.
The Results
- Automation reliability increased, with 100% of recurring tasks now inheriting correct dates and custom fields.
- Manual corrections dropped by over 80%, freeing up significant team time.
- System complexity was reduced, with clear documentation and streamlined workflows.
- Team confidence and satisfaction improved, as actionable solutions replaced previous frustration with “just information.”
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