How We Started

When Rafael Moreno, founder of Compai Media, approached us, his chiropractor ads agency was running at full capacity. Their project management lived in Notion, a system that had grown organically with features and databases added as needed, but without a unified structure. 

With no agreed-upon standard on how to use the tool, this patchwork approach made it difficult for Rafael and his team to track project status, delegate efficiently, or see the bigger picture. As the business grew, so did the chaos: visibility suffered, onboarding new clients was tedious, and scaling further seemed impossible.

The Process

Why Workshop

We kicked off the project with an in-depth “Why Workshop” to uncover Compai Media’s goals, challenges, and what true success would look like a year out. We asked:

• What’s the biggest challenge you’re facing with managing work?

• What’s working well and what do you want to carry over to the new system?

• What would make this system a complete success for your business?

• What’s in it for leadership and the team?

This session ensured everyone was aligned on priorities and outcomes from the start.

How Workshop

Next, we mapped out the current client journey from first contact to testimonial-worthy results. We identified every key step, tool, and level of systemization, giving us a 10,000-foot view of how Compai Media delivers its services and where a new project management software and our systems could add the most value.

DRTT Chart & Process Prioritization Review

We organized a session to define departments, roles, and responsibilities, then prioritized which processes needed to be in ClickUp from day one. By focusing on the 20% of workflows that drive 80% of results, we ensured the system would be both effective and immediately impactful. We also identified process owners and the documentation status of each key workflow.

The ClickUp Blueprint

Over the next week, we mapped out the ClickUp hierarchy, defined system rules, planned custom dashboards and views, outlined key workflows and automations, and established permissions and access controls. This blueprint served as the foundation for a tailored, scalable system.

Initial Setup and Feedback

We spent two weeks building the core ClickUp structure based on the blueprint. This included:

• Setting up the ClickUp hierarchy

• Building initial task and process templates

• Configuring custom views and dashboards

• Testing the system and gathering feedback from key team members

Team Rollout and Training

We rolled out the new system with a structured training plan:

• Mid-week team training (offered via on demand-videos)

• Data migration over the weekend from Notion to Clickup

• Official rollout on a Monday - ClickUp then became the new source of truth for all operations

Ongoing Support & Iteration

After launch, we provided leadership training and held two office hour sessions one and three weeks post-rollout to answer questions, address issues and ensure adoption remained high. We regularly reviewed what was working, planned new feature rollouts, and made continuous improvements to keep the system aligned with Compai Media’s evolving needs.

Automation of Key Bottlenecks

With the new foundation in place, we tackled the most time-consuming manual processes with automation:

Automated Proposal Generation: Now after each sales call, the sales team fills out a form. Using AI, the system analyzes the call transcript and notes, then generates a tailored proposal in minutes, down from the previous two-hour manual process.

Streamlined Client Onboarding: Once a proposal is signed, an onboarding form triggers automations that:

• Notifies the team of the new client

• Creates a ClickUp folder and Google Drive workspace using pre-built templates

• Creates a Partner Brief

• Assign onboarding tasks to relevant team members with links to all key onboarding documentation

• Alerts the team as soon as client forms or contracts are completed, so nothing falls through the cracks

Results

Scalable Single Source of Truth

All projects, tasks, and documentation are now centralized in ClickUp minimizing context switching and giving the team everything they needed to be successful

92% Reduction in Proposal Creation Time

Proposals now take 10 minutes instead of two hours

78% Reduction in Client Onboarding Time

Administrative setup is now automated, eliminating tedious manual work.

Improved Team Accountability and Experience

New hires and clients onboard faster, and the team can handle more clients with less stress. Dashboards and notifications ensure everyone knows their responsibilities and deadlines.

Conclusion

The transformation at Compai Media showcases the impact of combining robust project management with targeted automation. By helping them migrate from a patchwork Notion setup to a purpose-built ClickUp system and automating their most painful bottlenecks, Rafael and his team gained the clarity, efficiency, and confidence they needed to scale their agency to the next level.