RocketBike Transforms Team ClickUp Buy-In and Capacity Planning With ZenPilot
RocketBike had been using ClickUp for years but knew they weren't getting the most out of it. ZenPilot audited their setup, built a custom Blueprint, and implemented a new structure that changed how the whole agency thinks about project management.
Challenge: Years Into ClickUp, Still Leaving Value on the Table
RocketBike had been running on ClickUp for a few years. The tool was there, the team was using it - but they had a persistent sense that they weren’t getting close to what it could actually do for them. Scheduling was harder than it should have been. Capacity planning was a constant guessing game. The Production Department was spending too much time rebuilding tasks from scratch each month instead of rolling out work efficiently.
The problem wasn’t motivation or effort. It was structure. Without the right hierarchy, templates, and workflows in place, ClickUp was functioning as a basic task list rather than the operational backbone of the agency. Teams were working in it without a shared understanding of how to use it - which meant the potential for real visibility and planning never materialized.
RocketBike decided to stop trying to optimize their way out of a structural problem. They brought in ZenPilot to audit how they were actually using ClickUp, build a blueprint for what should change, and implement the new structure directly in their workspace.
Solution: Audit, Blueprint, Then Build Together
ZenPilot started by analyzing RocketBike’s current setup - not just the ClickUp configuration, but how work actually moved through the agency across service lines, departments, and delivery roles. From that analysis, ZenPilot and RocketBike co-created a Process Prioritization spreadsheet that mapped out which processes needed to be rebuilt first and in what order.
That foundation informed a custom Blueprint: a specific plan for what the new ClickUp structure should look like for RocketBike’s business. Not a generic agency template - a setup designed around how their team actually delivered work.
For implementation, ZenPilot assigned two dedicated team leads who guided RocketBike through the changes via regular meetings and on-demand video walkthroughs. When issues came up during the rollout - and they always do - ZenPilot was there to troubleshoot and keep the process moving.
Result: A Mindshift Across the Whole Agency
The structural changes had immediate practical effects. Scheduling became easier because the team finally had a clear picture of how much work they could realistically take on each day. The Production Department started spending significantly less time tasking out projects - new templates let them roll out recurring work quickly instead of rebuilding it each cycle.
But the outcome RocketBike pointed to most was something less tangible: buy-in. Before the engagement, ClickUp usage was inconsistent - some team members were all-in, others were working around it. After the new structure was in place and the team understood how to operate inside it, usage became the norm rather than the exception. When everyone is in the system, the system actually works.
“Changed a lot of our agency’s thinking along the way,” Molly Whelan, Producer at RocketBike, said of the engagement. The result wasn’t just a better-configured tool. It was a different way of thinking about how the agency manages work.
Download the full case study (PDF)"Incredible experience - changed a lot of our agency's thinking along the way. Worth every penny. I feel like I talk about them all the time."
Molly Whelan Producer, RocketBike 
