How it works
First call to handoff.
About two weeks, start to finish. Here's exactly what happens, what it asks of your team along the way — and what lands in your hands at the end.
Day 0
Day 14
The call
Map it
Build it
Handoff
Day 0
Discovery call booked — Thursday, 10:00
Day 3
Blueprint approved — build starts tomorrow
Day 9
CRM live — 3 automations running
Day 14
Ownership transferred. It's yours.
01The two weeks
Five steps, no mystery.
Every phase below is watchable — because every phase of the real thing is too.
Day 0
The call
Thirty minutes. A scoping conversation, not a pitch — where work comes from today, where it gets stuck, and whether this is even the right fix. If it isn't, that gets said out loud.
Your part
Show up and talk shop — 30 minutes.
the 30-minute call — times offered by reply
The 30-minute call
A scoping conversation, not a pitch
Confirmed — Thursday, 10:00
invite sent
Days 1–3
Map it
The whole system designed visually first — pipeline, lists, automations, who sees what. The full architecture is agreed on paper before anything gets built.
Your part
One review call: say “yes” or “move that” — 45 minutes.
the blueprint — agreed before anything is built
Architecture approved
Days 4–9
Build it
The CRM assembled inside your own ClickUp workspace, automations wired and tested against real scenarios — with a mid-build walkthrough so nothing lands as a surprise.
Your part
Mid-build check-in — 30 minutes.
app.clickup.com — your workspace, mid-build
Sales
Leads
Clients
Projects
Brightside Coffee
ProposalHarbor & Main
Won3 automations wired — tested against real scenarios
Days 10–12
Learn it
Short Looms and plain-English docs, one set per role. Your team learns the system in the time it takes to drink a coffee — no 90-minute webinars.
Your part
Watch the Looms — about 20 minutes per person.
training — one short Loom per role
Pipeline walkthrough · 4:32 — no 90-minute webinars
✓Sales — working the pipelinewatched
✓Ops — projects & handoffswatched
✓Admin — owning the systemwatched
Day 14
Own it
Full handoff: the workspace, the docs, the automations, every account and credential — transferred and documented. No black boxes, no vendor lock-in, no hostage situations.
Your part
Accept ownership. Optionally keep the $149/mo upkeep plan.
handoff — the keys change hands
Ownership transfer
ClickUp workspace
StudioPortal code & hosting
StudioSending domain & accounts
StudioEverything transferred — no black boxes, nothing held back.
Total asked of your team
About three hours.
Spread across two weeks. The system does the rest of the showing up.
02The handoff
What lands in your hands.
- ✓A ClickUp CRM — lead pipeline through contacts, clients, and projects
- ✓An intake form wired straight into the pipeline
- ✓Dashboards — the 70,000-ft view of everything in motion
- ✓Automations that create, assign, and chase work on their own
- ✓Training Looms, one short video per role
- ✓Plain-English docs your team can actually read
- ✓A custom branded portal reading your ClickUp live via the APIPortal plan
- ✓Automated email alerts sent from your own domainPortal plan
- ✓The portal's code and hosting — owned by youPortal plan
- ✓Full admin ownership of every account, from day one
Every item transfers to you at handoff — accounts, admin rights, code, and docs. Plans and prices are on the pricing section.
03The result
Two weeks between these screens.
Day one is spreadsheets, sticky notes, and “did anyone call them back?” Day fourteen is one workspace where every lead has an owner, every project has a status, and the follow-ups chase themselves.
Day 1
leads_FINAL_v3.xlsx
“did anyone call them back?”
sticky note: follow up!!
⚠ missed follow-up — 9 days
Day 14
one workspace
Brightside Coffee
ProposalHarbor & Main
WonFollow-ups
chasing themselvesSame team. Same clients. Two weeks apart.
Start with the call.
Thirty minutes, no pitch. Day 0 of the two weeks above — requested here, scheduled by reply within a day.