Make Your ClickUp Workspace Your
Best Teammate
We design and build your single source of truth, automate the work that shouldn't be manual, and train your team to be world-class at the tools running your business.
Productivity up 400%, revenue up 25%Shayla Pearson, Seaworthy Strategy
Hands down one of the best investments we've madeRebecca Nash, Beam Content
We finally know what our team can take onKevin D'Arcy, ThinkFuel
ZenPilot gave us the clarity we were missingMelanie Brook
Got us all rowing in the same directionAllison Gibbs, Gravity Global
The team alignment has been transformativeMatt Guevara
It changed the way we work as a teamGeorge B. Thomas
Easily the best investment we've madeWhitney Parker Mitchell, Beacon Digital
★★★★★ ClickUp's Highest-Rated Solutions Partner
Trusted by 3,100+ teams
Sound Familiar?
You've tried to make project management work. It hasn't stuck.
You've restructured your workspace multiple times, but your team still doesn't know where things go or how to use it.
Half the team lives in the tool. The other half works from email, spreadsheets, or memory.
You still can't answer basic questions: What's everyone working on? Are we on track? Do we have capacity?
Every new attempt feels like starting over. New structure, new rules, same result.
The problem isn't your project management tool. It's that your tool was never designed to work with your team's actual workflows. Great operations require three things working together:
Configured for how your team actually works, not out-of-the-box defaults
Documented, repeatable, and embedded where the work happens
The daily behaviors that make the system stick long-term
Until all three are designed as a system, your workspace will keep underperforming. That's exactly what the Blueprint designs.
Our Approach
ClickUp has 100+ features. Knowing which ones to use for your team is what matters.
The power of ClickUp isn't in how many features it has - it's in knowing exactly which ones to apply to your context. A feature that transforms one team's workflow might create chaos for another.
That's why every Blueprint is different. We'll tell you which features to use, which to skip, and where a different tool is the better choice entirely. We've recommended Google Docs over ClickUp Docs, Loom over ClickUp Clips, and dedicated tools over built-in features - because the right answer for your team matters more than the ClickUp answer.
As ClickUp's first-ever solutions partner since 2018, we've been inside the product since day one. We know what works, where it falls short, and how to design systems that hold up as your business evolves. That's why we start with the Blueprint - to design the right system before building anything.
"ZenPilot didn't just set up ClickUp - they redesigned how our entire tech stack works together. The visibility we have now across tools, teams, and clients is something we never had before."
Rebecca Nash · Director of Operations, Beam Content
The Blueprint
A complete design of your ClickUp system, mapped to how your team actually works, delivered so clearly that everyone can see the same finish line before a single thing gets built.
A visual map of your entire ClickUp hierarchy - spaces, folders, lists, and how they connect. Delivered as a shareable diagram your whole team can reference.
5-15 minute recorded walkthroughs for every space and workflow, explaining what we designed, why, and how your team should use it day to day.
How work flows from sale to delivery to renewal, mapped step by step so nothing falls through the cracks.
See exactly where your operations stand compared to thousands of teams we've worked with, and where the biggest gains are hiding.
Which processes to automate, which tools to connect, and what the workflow looks like. Designed for your specific operations, not a generic template.
A clear plan for what to build, in what order, how long it will take, and what it will cost. No surprises.
One person from design through implementation. No handoffs, no re-explaining your business. The same consultant who designs your Blueprint leads your build.
The Industry's Only 100% Money-Back Guarantee
Clarity for Every Role
A great system doesn't just help leadership. It changes the daily experience for every person on your team.
Leadership
- 360-degree view of team performance and profitability
- Real-time utilization and capacity data
- Client health dashboard to cut churn before it starts
- Data to make smarter staffing, pricing, and service decisions
Project Managers & Team Leads
- Realistic workload views to resource effectively
- Plug-and-play templates to spin up projects in seconds
- Live status across every project - no more chasing updates
- Goal and KPI tracking for team accountability
Individual Contributors
- Crystal-clear daily task list - know exactly what to work on
- SOPs and context embedded right where the work happens
- Fewer interruptions, fewer meetings, less context-switching
- A system that's actually easy to use and adopt
Your Clients
- Streamlined onboarding that makes a great first impression
- Client portal with full visibility into work and results
- Easy request submission and progress tracking
- Better communication that builds trust and reduces churn
Get the Design Right Before You Build
The Blueprint is a 4-week design phase. You walk away with a complete system design, 20+ recommendation videos, and a clear implementation plan.
What Happens Next Is Up to You
The Blueprint is the only commitment. After that, you choose the path that makes sense for your team.
We build it for you
Project-based implementation. We take the Blueprint and build every piece inside ClickUp: hierarchy, automations, dashboards, templates, training. Typically $15k-$25k depending on complexity.
We work alongside you
Retainer-based coaching and build support. Flexible hours each month. Your team does the work with our guidance and hands-on help when you need it.
You build it yourself
Take the Blueprint (workspace wireframe, videos, and roadmap) and implement it on your own timeline. Some teams get 60-70% there this way.
The real game changer of working with ZenPilot was the visibility it gave us into our whole business. ZenPilot is hands down one of the best investments we've made as a business.
Rebecca Nash — Director of Operations, Beam Content Easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled.
Whitney Parker Mitchell — CEO & Founder, Beacon Digital Marketing Working with ZenPilot has been extremely eye-opening. We're creating a structure of consistency that makes it easy for anyone - an account manager, a tax manager, someone on the executive team - to see exactly where things stand with any client.
Jacob Goodson — COO, Clever 
"Since becoming our first partner in 2018, ZenPilot has stood out as the go-to solution for teams who want to get the most out of ClickUp. Their commitment to truly solving for the customer is perfectly aligned with our mission at ClickUp, and it shows up in their results."
Zeb Evans · Founder & CEO, ClickUp
Is the Blueprint Right for You?
Being transparent about who this is for saves everyone's time.
Good fit
- Team of 5+ people (agencies, professional services, nonprofits, or any operations-heavy team)
- Running on ClickUp, or committed to moving to it
- Frustrated that ClickUp isn't delivering on its promise
- Want full visibility into team capacity, delivery, and performance
- Ready to commit the whole team to one shared system
Probably not the right fit
- Solo operator or team under 5
- Looking for a quick fix, not a real operational change
- Not on ClickUp and not open to it
Only need help for part of your team, or not sure if the full Blueprint is right? Send us a message - we may have a different way of working that fits better.
Common Questions
Do we need to already be using ClickUp?
No. We work with teams brand new to ClickUp and teams that have been using it for years and want to fix what isn't working. The Blueprint adapts to wherever you are.
Is this only for agencies?
No. We've worked with 3,100+ businesses - over 2,000 of them agencies - but our methodology works for any team running on ClickUp. Professional services firms, marketing teams, accounting firms, architecture firms, nonprofits, and more. The Blueprint is designed around how your team works, not a specific industry.
Do you just recommend every ClickUp feature?
The opposite. Just because ClickUp can do something doesn't mean it should. We'll tell you which features to use, which to skip, and where a different tool is the better choice. We've recommended Google Docs over ClickUp Docs, Loom over ClickUp Clips. Whatever works best for your team, not just what ClickUp happens to offer.
Are you an official ClickUp partner?
Yes. We're ClickUp's first-ever solutions partner, working together since 2018. We've been inside the product since day one, which means we know what works, what doesn't, and where the product is heading. That depth is why our designs hold up over time.
What if we've already tried to set up ClickUp and it didn't work?
That's one of the most common situations we see. Most teams that come to us have already tried once or twice on their own. The Blueprint identifies what went wrong and designs a system that fits how your team actually works, so adoption sticks this time.
Are we locked into the full engagement after the Blueprint?
No. The Blueprint is the only commitment. After that, you choose what makes sense: we can build it for you, work alongside your team, or you can take the Blueprint and build it yourself. Most teams work with us, but the Blueprint stands completely on its own as a deliverable.
What does the Blueprint process look like?
We start with an operational survey benchmarked against 3,100+ teams, then run discovery sessions with your leadership and team. From there we design your workspace wireframe, record 20+ deep-dive recommendation videos walking through every area, and present everything in a Blueprint review session. If anything doesn't feel right, we revise and re-present, typically within a few days. Your team's total time commitment is about 3-4 hours across the 4 weeks.
How much does implementation cost after the Blueprint?
Most project-based engagements fall between $15,000 and $25,000, typically spread across 3-5 months. Retainer-based options are also available. Think of it as the equivalent of a part-time hire for a few months, except you get a team that's done this 3,100+ times. The Blueprint itself includes a clear budget estimate so there are no surprises.
Can't we just build it ourselves after the Blueprint?
You can. Some teams take the Blueprint and get 60-70% there on their own. But the build is actually the easy part. We can have your workspace configured in about two weeks. 80% of implementation time goes to training and adoption, which is where most DIY setups fall apart. That's the part that's hard to replicate without experienced guidance.
Does ZenPilot really offer guaranteed results?
Yes. ZenPilot is the only ClickUp solutions partner that offers a 100% money-back guarantee on the Blueprint process.
Here's how it works: if we reach the end of the Blueprint and you don\'t believe in the solution we\'ve designed to get you clarity, you get a full refund. No fine print.
We're confident enough in our process to carry all the risk. After 3,100+ engagements, we know what works - and we're willing to put our money behind it. You won't find another ClickUp partner willing to do that.
Stop Guessing.
Get the Design Right.
Book a call. We'll walk through your situation and tell you exactly whether the Blueprint makes sense.
30-minute call · No obligation · We'll be honest if we're not the right fit