đź’ˇ Case Study
A rapidly growing content creator agency was managing 15 influencers across WhatsApp, email, and scattered communication platforms with no centralized visibility. With 14 team members juggling projects, the founder was spending 10+ hours weekly chasing updates, managing deadlines, and trying to keep track of client status. Growth was limited without operational clarity.
Custom CRM tracking influencers from initial contact through active partnership, with automated proposals, welcome emails, and onboarding triggered at each stage.
Custom fields and automations for task tracking across all active projects, with pipeline views, workload distribution, and clear task delegation for every team member.
Dedicated recruitment system for managing team growth, with automated candidate progression, scheduled communications, and Cal.com interview booking.
Make.com connecting ClickUp with Fillout forms, email, Google Calendar, and Cal.com for seamless data flow without manual entry.
Implementation timeline from concept to production
The team was drowning in scattered platforms—proposals in one place, contracts in another, onboarding everywhere. Mapping revealed 10+ hours weekly lost to manual handoffs and duplicate data entry.
A custom ClickUp CRM transformed chaos into flow: proposals now auto-generate from intake forms, contracts trigger on approval, and new influencers onboard themselves through sequenced automations—no human handoff required.
Project bottlenecks dissolved as workload dashboards surfaced capacity in real-time. Role-based task templates meant every new campaign launched with the same proven structure, cutting setup time from 3 hours to 15 minutes.
Recruiting shifted from inbox chaos to system: candidates tracked automatically, Cal.com interviews scheduled themselves, and Fillout forms filtered talent before anyone touched a resume. The first hire came 40% faster.
Make.com wired the nervous system—ClickUp, email, Google Calendar, Fillout, and Cal.com now talked to each other. An influencer signs? Contract emails, calendar blocks, and onboarding tasks trigger in 90 seconds flat.
14 team members learned the system in staged rollouts, each phase stress-tested before the next. SOPs captured tribal knowledge into repeatable playbooks, and the agency scaled from 15 to 45+ influencers without adding chaos.
The transformation was dramatic. Within 6 months of implementation, the founder saved 10 hours per week on project tracking and status chasing, scaled from 15 to 50+ influencers—more than tripling their roster in half a year, and grew from 14 to 30 team members using the hiring pipeline to manage recruitment at scale.
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