ZenPilot

BACKGROUND

Please describe your company and your position there.

I am the CEO and Founder of ThinkFuel, a full-service digital marketing agency and HubSpot partner.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We were looking to take our project management to the next level. To streamline operations and improve our deliverables and communications with clients.

SOLUTION

How did you select this firm and what were the deciding factors?

The primary decision to hire ZenPilot was based on their outstanding reputation within our sector and their advanced knowledge of ClickUp.

Describe the project in detail and walk through their service package.

The goal of this project was to establish a standardized way the team delivers services in the form of documented processes and an organized framework established inside ClickUp to keep everyone on the same page so no client deliverables fall through the cracks and best practices are established across the organization. And to provide leadership insight into capacity/workload. All of this was accomplished through consulting, ClickUp, and training sessions.

How many resources from the vendor's team worked with you, and what were their positions?

We worked directly with two client coaches on the ZenPilot team.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

Leadership now has a clear view of bandwidth and capacity. Staff understand exactly what is expected of them when they sit down every morning. Clients have improved visibility into their deliverables.

How effective was the workflow between your team and theirs?

ZenPilot set up recurring meetings with our project lead and communicated ongoing through Slack. There was never a drop in communication or delay in the process.

What did you find most impressive or unique about this company?

Their ability to take complex topics/ideas and distill them down into meaningful, understandable, and actionable items. Additionally, they really "taught us to fish." We feel empowered to grow the system ourselves now.

Are there any areas for improvement or something they could have done differently?

Nothing really. Everything went very smooth and delivered on exactly what they promised, when they promised.

BACKGROUND

Please describe your company and your position there.

I'm the CEO of a small but rapidly growing digital marketing agency.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

Our agency was growing quickly, and our processes and project management tools weren't built to scale.

SOLUTION

How did you select this firm and what were the deciding factors?

We consulted with other HubSpot partner agencies who had leveraged ZenPilot's services to much success.

Describe the project in detail and walk through their service package.

The project started with a paid discovery which was insightful in taking the pulse of where our agency stood in terms of current processes and operations. From there, they recommended a guided onboarding service to ClickUp. With the onboarding, they worked closely with us to develop our processes and systems in ClickUp.

How many resources from the vendor's team worked with you, and what were their positions?

We worked with Andrew (Founder) throughout discovery. During onboarding we worked with Paul and Jeff (Client Coaches).

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

During our first client onboarding since implementing ClickUp with ZenPilot, we saw a huge difference in how smoothly and efficiently the process went. There were no questions on "what should happen next" or "who should be doing what?" The client was impressed with our attention to detail and efficiently. We were all happy :)

How effective was the workflow between your team and theirs?

Very effective. The ZenPilot team uses Slack and Email and communications expectations are always crystal clear.

What did you find most impressive or unique about this company?

They practice what they preach. Their processes are stellar, and it shows in their clear communication and follow-ups. The onboarding and implementation with them have been incredibly smooth. We also loved the training courses.

Are there any areas for improvement or something they could have done differently?

I can't think of anything. They did an excellent job.

BACKGROUND

Please describe your company and your position there.

I'm the owner of a web design and development agency that creates ecommerce sites for creative entrepreneurs.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We were switching to ClickUp, a new project management software for our team. We needed someone to help us get set up quickly and efficiently.

SOLUTION

How did you select this firm and what were the deciding factors?

We were constantly frustrated by our old project management software, and had done the research leading us to ClickUp. We could see that it was going to be a huge job to get everything moved over, and it wasn't obvious how to set it up in a way that was going to serve our business.

We looked through some options, and they seemed like a professional, full service team that could handle a big project with a lot of data. We considered working with a freelancer, but thought our business needs might overwhelm someone working solo.

Describe the project in detail and walk through their service package.

Our ZenPilot team walked us through how to set things up specifically for our business and our customers, taught our whole team how to use ClickUp, and followed up to make sure that it was working well for everyone. ZenPilot looked through and learned about our current process in our old software, and gave advice and recommendations for how to set everything up.

They created our process templates in ClickUp, then guided us through how to use ClickUp in general, and our own processes specifically. We chose a package where we were to input our own projects and data, and they were always available to answer questions, create new tools and templates, and assist.

How many resources from the vendor's team worked with you, and what were their positions?

We mostly worked with the co-founder and another person from their team.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

They saved us a lot of time and trouble, and we've had many amazed comments from clients and colleagues about how organized our process is now. We built an asset in ClickUp, and now we can just concentrate on getting our work done without worrying about what's slipping through the cracks.Our team and clients regularly remark on how organized and smooth everything is. For the first time ever, we also now have a place to manage internal projects, along with client projects.

How effective was the workflow between your team and theirs?

We had regular Zoom meetings, and they shared a Slack channel with us, so we always had someone available to share next steps, keep us accountable for making progress, and lend a hand.

What did you find most impressive or unique about this company?

Hiring ZenPilot stands among the best business decisions we made this year. We appreciated that they completely understand our type of business (digital agency) and the projects we do, and how consistently they went above and beyond our expectations.

Are there any areas for improvement or something they could have done differently?

Nothing comes to mind.

BACKGROUND

Please describe your company and your position there.

I'm the COO for a digital marketing firm. We service small businesses with serious growth goals who are frustrated they can't generate more revenue because they don't have the time, expertise, or staff to create successful digital marketing campaigns.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We needed to make the switch to a more robust project management tool, and we chose ClickUp. We hired ZenPilot to help us make the transition through their ClickUp for Agencies program.

SOLUTION

How did you select this firm and what were the deciding factors?

I learned of their program after reading a great introductory article about agencies switching to ClickUp. I appreciated the systematic approach to the program and felt it would align well with our established processes.

Describe the project in detail and walk through their service package.

The ClickUp for Agencies program involved: - Coursework on best practices for setting up ClickUp as an agency - Coursework on Project Management within ClickUp - Initial setup of ClickUp - Templates for each level of ClickUp's hierarchy - Direct chat support during the guided implementation

How many resources from the vendor's team worked with you, and what were their positions?

During the implementation I interfaced with 3 people, the Founder, Co-Founder, and another implementation specialist.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

We were able to make the shift to ClickUp in about 3 months. Without ZenPilot it would have taken us 6 at least.

How effective was the workflow between your team and theirs?

The ZenPilot team was very responsive. Any emails or chats I sent to them requesting assistance were always responded to quickly.

What did you find most impressive or unique about this company?

They seem to be just about the only company focusing on the intersection of agency work and ClickUp.

Are there any areas for improvement or something they could have done differently?

Nothing noted.

BACKGROUND

Please describe your company and your position there.

We are a Digital Marketing Agency based in Vancouver, BC on a mission to make marketing more effective for everyone.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

Our team is growing and we had just switched project management systems from Wrike to ClickUp. We were looking for expert advice to help us implement our new systems and processes. ZenPilot did a comprehensive audit of our business operations and helped guide us through a complete overhaul of our systems and processes.

SOLUTION

How did you select this vendor and what were the deciding factors?

While researching ClickUp I watched a webinar video with Gray, one of the co-founders of ZenPilot. Gray spoke about their process and from there I had a call with Andrew another one of the co-founders. Andrew immediately understood our business and the position we were in.

Describe the project in detail and walk through the stages of the project.

ZenPilot did several discovery calls with our core leadership team, conducted organizational surveys, and then shared their learnings with our leadership team after their initial discovery process. This process was very illuminating for us. From there, we began discussing the next steps and ultimately chose a self-guided implementation project. They gave us access to custom-built templates, a full video library of how-to set ClickUp up for success, and remained involved in our setup.

How many resources from the vendor's team worked with you, and what were their positions?

We primarily worked with Andrew. We also spoke with a few other folks who were available for technical questions or issues.

RESULTS & FEEDBACK

Can you share any outcomes from the project that demonstrate progress or success?

Our team is more efficient, productive, and healthier. I was always wary of how much of our work could be put into processes but this has completely changed my mind. If you want to take your agency to the next level, ZenPilot is a must!

How effective was the workflow between your team and theirs?

The workflow was great. We were included in their slack for easy access to discuss any questions and they remained available by email and regularly scheduled video calls.

What did you find most impressive or unique about this company?

Their personal touch and understanding were impressive. Their previous experience running agencies + project management systems and the niche to specifically support ClickUp installations for a marketing agency like ours.

Are there any areas for improvement or something they could have done differently?

none.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of Lights On Digital, a commercial strategy partner for independent and boutique hotels. We offer integrated services in revenue management, distribution, marketing, direct booking growth, website optimization, and analytics to drive hotel growth.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with ZenPilot?

We needed help with an overhaul of our ClickUp structure to better operationalize our client delivery.

SOLUTION

What was the scope of their involvement?

ZenPilot provided ClickUp structure design and implementation, team training, and coaching/consulting for ClickUp adoption and best practices. The team delivered an overall ClickUp design tailored to our operation, an overhaul ClickUp system, and templates for future expansion.

What is the team composition?

We worked with 2–5 teammates from ZenPilot.

How did you come to work with ZenPilot?

We found them through an online search. We chose them over other options because they had high ratings, a great culture fit, and were referred to me.

How much have you invested with them?

We spent $10,000–$49,999.

What is the status of this engagement?

We worked together from July–October 2025.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Thanks to ZenPilot's work, our utilization rate, work tracking visibility, and productivity have improved.

How did ZenPilot perform from a project management standpoint?

ZenPilot's project management was good; they delivered on time. We communicated via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

ZenPilot's expertise, professionalism, and responsiveness were impressive. The team was also streamlined.

Are there any areas they could improve?

I don't think there's anything they can improve on.

BACKGROUND

Introduce your business and what you do there.

I'm the managing partner of Boundify, a demand generation agency that helps B2B tech brands grow qualified sales pipelines through data-driven digital advertising. We specialize in paid media, conversion optimization, and B2B web design.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish for Boundify?

We needed help setting up processes for our company and training our team on them.

SOLUTION

What was the scope of their involvement?

ZenPilot has helped us create a blueprint for our agency's processes and implement it in our project management platform (ClickUp). The team has also trained our team to use the platform and leverage reports.

What is the team composition?

We've worked with 2–5 teammates from ZenPilot.

How did you come to work with ZenPilot?

We found them through a referral. We chose them over other options because they had high ratings, and their company values aligned with ours.

How much have you invested with them?

We've spent around $10,000–$50,000.

What is the status of this engagement?

We started working with them in January 2024, and the project ended in June 2024-

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We've seen progress in the implementation of the new processes, which we've measured through the usage of the platform and documentation of processes. We've also seen better coordination among our team members and an improved experience for our clients.

How did ZenPilot perform from a project management standpoint?

ZenPilot's project management is good; they deliver on time. We communicate via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

I'm impressed with ZenPilot's sales and delivery process.

Are there any areas they could improve?

It would be fantastic if they had a better setup for accessing resources post-implementation.

BACKGROUND

Introduce your business and what you do there.

I’m an account manager at CasselBear, a marketing and design firm with expertise in branding, digital marketing, and websites.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish for CasselBear?

We adopted ClickUp as our new project management platform and were familiar with some of ZenPilot’s templates and methodology. We engaged ZenPilot to guide us through our integration and adoption of the platform.

SOLUTION

What was the scope of their involvement?

ZenPilot built our initial workspace in ClickUp and assisted in building our templates for launch. The team also conducted weekly integration calls, worked closely with our ClickUp champion, and built custom dashboards. In addition, ZenPilot provided training and ongoing support for six months after launch.

What is the team composition?

We worked with 2–5 teammates from ZenPilot.

How did you come to work with ZenPilot?

We found ZenPilot through an online search. We chose them over other options because they had high ratings, were a great culture fit, offered good value for the cost, and had company values that aligned with ours.

What is the status of this engagement?

We worked with ZenPilot from March–December 2025.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We achieved 100% adoption from our team and expanded our use of ClickUp since the initial launch. For example, we created new templates, dashboards, and automations outside of ZenPilot. We also built tasks and developed standards outside of the myriad of spreadsheets we used to use.

How did ZenPilot perform from a project management standpoint?

ZenPilot delivered on time and was very clear in their communication. The team was also personable on our calls. We communicated via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

ZenPilot’s breadth of exposure to how other marketing firms operate gave us valuable insight. The team was also very efficient in their actionable items after each call.

Are there any areas they could improve?

There’s nothing I can come up with.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of RedFork Marketing, a full-service marketing agency focused on unserious marketing tactics.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with ZenPilot?

We needed help building better processes for project management to find better clarity and deliver projects faster and on time with less team stress.

SOLUTION

What was the scope of their involvement?

ZenPilot helped us chart out what our ClickUp processes and systems would look like. Then, they met with us weekly to help us implement the plan, answering all of our questions and updating systems as needed throughout the process. The team delivered a blueprint with the entire plan and then updated our ClickUp workspace with templates, automations, and workflows that we created together in the blueprint.

What is the team composition?

We worked with one teammate from ZenPilot.

How did you come to work with ZenPilot?

We found them through ClickUp and chose them because of their high ratings and solutions process.

How much have you invested with them?

We spent less than $10,000.

What is the status of this engagement?

We worked together between October–December 2023.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We’ve seen more team clarity and better team satisfaction with the process. We’ve also been able to keep our clients updated with better information along the project development process.

How did ZenPilot perform from a project management standpoint?

ZenPilot delivered on time and always kept us updated on any changes that were needed well in advance. They were also very flexible when we needed to delay something on our end. We communicated via virtual meetings and email.

What did you find most impressive about them?

I loved how organized they were. Unlike some other companies that looked at our ClickUp workspace and said they could help, ZenPilot had a framework and a process that made our implementation process smooth and effective.

Are there any areas they could improve?

No, everything was great.

BACKGROUND

Please describe your company and position.

 I am the Program Manager of an advertising & marketing company 

Describe what your company does in a single sentence.

Provides digital marketing and HubSpot services to middle market businesses.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire ZenPilot to accomplish?

• Reorganize ClickUp to be a source of truth for the team
• Ensure we can make data-driven decisions based on data in ClickUp
• Ability to utilize ClickUp for team resourcing

SOLUTION

How did you find ZenPilot?

Online Search

Why did you select ZenPilot over others?

• High ratings
• Company values aligned

How many teammates from ZenPilot were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

• Weekly Calls 
• Training Courses 
• Templates for Evenbound to pull from 
• Framework for ClickUp and "rules" to follow

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

• New ClickUp instance 
• Views/dashboards to measure quality

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The ZenPilot team was very responsive and proactive on helping shepherd us through the process! The form submission in ClickUp was always monitored and timely responses were given.

What was your primary form of communication with ZenPilot?

Virtual Meeting

What did you find most impressive or unique about this company?

Our client coach, Maggie, was super involved and thorough in her approach, and the team all enjoyed her enthusiasm throughout the process. The entire ZenPilot team does a great job at being true champions and experts on the PM tech.

Are there any areas for improvement or something ZenPilot could have done differently?

NA