ClickUp Dashboard Development for Video Editing Agency

This project was a system prototype I created for a beta client — a video editing agency that was growing fast but lacked a clear internal structure. The owner managed everything except editing (he had 10 editors), and with multiple new client inquiries coming in regularly, things started slipping through the cracks.

There was no project manager, no central tracking system, and no visibility over the client pipeline. The owner told me he couldn’t even draw a straight line between a client inquiry and a delivered video. At the time, the team was simply reacting to messages and requests, without a shared view of the work. It became stressful to track projects, delegate effectively, or plan ahead, especially during high-volume weeks.

To address that, I built a ClickUp dashboard designed to give the owner clarity and control across the full project lifecycle — from initial inquiry through delivery. I focused on making the system easy to read, quick to update, and flexible enough to adapt later as the team grows.

A visual project structure map (embedded from Figma) that outlined all the departments (Marketing, Projects, Operations) and the full video production process in one flow

A dashboard landing page with high-level views:

Number of tasks in progress (live counter)

Completed tasks

A comment thread (Discussion Channel) to centralize communication between me and the client

A workload bar chart that visualized task distribution by status (To-do, In Progress, Complete)

A portfolio progress table, organized by major production phases:

Planning + Design

Development

Implementation + Integration

Launch + Training

Improvement + Monitoring

Each phase had progress bars, task counts, and status indicators so the owner could quickly tell which areas were stuck, which needed attention, and where the workload was heavy or light. Color-coded labels were used to highlight urgency (e.g. “STOPPED” for blocked stages).

I also added view logic that filtered key information based on project stage, so he wouldn’t have to dig through raw task lists. The design used default ClickUp tools — no add-ons or code — so he could maintain it himself without technical help.

The dashboard gave the owner what he didn’t have before: a single source of truth. It didn’t require a full project manager to maintain — just a shared language and system his team could follow.

He could now:

See how many tasks were active and where they sat in the process

Check which phases were overloaded or delayed

Understand if low workload meant lack of sales — or just a clean pipeline

Spot improvement opportunities based on real data, not guesswork

Make quicker decisions without micromanaging his editors or checking multiple tools

This setup helped the client prepare to scale, with minimal friction and much less chaos. While the agency is still in its early stages, this dashboard laid the foundation for more organized production and smoother client delivery. It also helped the owner reclaim his time and focus more on growing the business instead of chasing project updates.

This project reminded me that clarity doesn’t have to come from complex systems. Sometimes, the most helpful thing you can do is give someone a better way to see what’s already happening. For small teams, especially, a little structure goes a long way. It’s always rewarding to help someone feel more in control of their work, without adding more stress or tools to manage.

If you're running a small team or agency and feel like you're constantly chasing updates, I’d be happy to help.

You don’t need to hire a full-time PM — sometimes all it takes is the right setup to bring everything together.

Book a quick chat!