ZenPilot

BACKGROUND

Please describe your company and your position there.

I am the founder of Relentless Digital, a digital marketing company for the trades.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

Our company has been growing quickly and I needed assistance setting up Clickup. Zenpilot is the leader in this field and VERY good at helping navigate common problems with Clickup. If we hadn't hired them, we would have really struggled with implementing everything and organizing our data in a way that made sense and made our team more efficient.

SOLUTION

How did you select ZenPilot and what were the deciding factors?

ZenPilot was highly recommended to us by our coaching organization and they did a great job delivering.

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

We chose their guided implementation package, which helped us learn how to better utilize the features inside of Clickup, so we could continue to learn and grow ourselves vs having ZP do everything for us and not understand how to create our own systems and processes.

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

They had a few team members on our weekly calls to help with any complicated issues.

RESULTS & FEEDBACK

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

We are more efficient than ever and have streamlined our communication so it's organized and on task, vs having a huge slack channel or slack mess.

How effective was the workflow between your team and theirs?

Workflow was solid. ZP answered any questions with loom videos, showing us how to work on everything. We had weekly meetings that were productive with homework to push our team to completion.

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

They have a lot of experience working with digital agencies and it shows. They had a comprehensive understanding of the platform, how to maneuver, and practices for streamlining processes.

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

No

BACKGROUND

Please describe your company and your position there.

I am the founder of a small paid ad agency. We provide ad management services to service and ecommerce businesses.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We are growing form an incredibly small team and have been struggling with putting a plan together to develop and launch processes and workflows that will allow new team members to deliver services as we expect them to be delivered.

SOLUTION

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

We worked with a freelancer and it didn't work out previously, and had seen ZenPilot do training seminars with the project management tool we were using.

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

Essentially, this is a training program and primarily self-guided implementation of a project management and process/SOP building system. They bring you on board with a recommendation blueprint for you how should go above building, then provide with you access to (admittedly excellent) training videos and other assets to help you implement the system, and then direct access to your implementation specialist and other team members via the slack channel.

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

We had one primary point of contact, the implementation specialist, though there were probably 3-4 other team members who were involved in the shared slack channel.

RESULTS & FEEDBACK

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

Our processes are much more organized, and we have an ongoing structure with which to iterate on current processes and create new ones. Far fewer things are slipping through the cracks when it comes to client deliverables, and the consistency of our deliverables has improved.

How effective was the workflow between your team and theirs?

Workflow was pretty strong. Jeff was always available in the slack channel, and would sometimes even be responding on the weekend when I was working. Getting responses from some of the other team members could be spotty at times, but Jeff, our primary point of contact, was always there and on top of things.

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

I think that have a pretty unique approach to structuring project management, and they put a great deal of thought into how to build it out while leveraging the unique strengths of ClickUp. Our implementation partner was also super helpful and encouraging throughout the process

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

I think parts of the system they've developed were more conducive to agencies with a more linear workflow and fewer recurring tasks. Think web development agencies instead of advertising agencies that have tons of recurring workflows on weekly/biweekly/monthly cadences.

BACKGROUND

Please describe your company and your position there.

We are an SEO Link Building Agency and I am the Founder.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire ZenPilot?

We hired Zenpilot to help us develop a better service offering and step up sales process as well as Clickup integration and consulting.

SOLUTION

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

I had listened to their podcast for quite some time and decided to reach out to them regarding some consulting. After our first meeting with Gray I knew he was the one to help us grow our company and build out solid processes because he just seemed like a very genuine guy who wanted to help businesses grow. Turns out, I was right!

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

We started with their roadmap process which actually helped us develop a preliminary offering to get our clients sold onto a retainer on the back end of our preliminary offer. We still use this exact process today and it has helped with client acquisition and increased our authority significantly with clients.

Gray was excellent to work with in this process and he was thorough and incredibly helpful in guiding us through the process of developing this offer. On the Clickup side, our goal was to have them help us integrate Clickup with our agency and help us train our clients. Zenpilot made Clickup easy and did an excellent job with training us on how to train our employees.

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

We worked with Gray and Andrew throughout the entire process and both of them are founders at Zenpilot.

RESULTS & FEEDBACK

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

We were able to develop a rock solid preliminary offering that allowed us to train sales reps on how to sell and then ultimately made it easy to convert clients onto retainers with us.

This had a ripple effect on our business in that it ultimately allowed us as owners to step away from the sales process and let it run while we focused on growing the business. We would not be where we are today without taking that first step with Zenpilot!

How effective was the workflow between your team and theirs?

The workflow was smooth and intuitive and we used Slack and Zoom to communicate freely.

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

I found the care that Gray took with our company incredibly impressive. He treated our agency like it was his own. They really helped us guide our vision for growth.

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

I wouldn’t change a thing! Keep opening doors for small businesses boys!

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

Please describe your company and position.

I am the Markeing Ops & Strategy of PCCA

Describe what your company does in a single sentence.

We offer products and different services in the compounding world to independent pharmacists, techs and hopsitals etc.

OPPORTUNITY / CHALLENGE

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

• Streamline our project management process
• Track all projects

SOLUTION

How did you find ZenPilot?

Other

Why did you select ZenPilot over others?

Other

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.

Emily had to recreate all our templates and some dashboards to streamline better our teams projects.

RESULTS & FEEDBACK

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

Updated templates that our team was able to use

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

Emily from ZenPilot was great; she consistently delivered what was requested on time and was able to execute. 

What was your primary form of communication with ZenPilot?

• Virtual Meeting
• Email or Messaging App

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

n.a

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.