How This Boutique Travel Agency Turned ClickUp into Their Secret Growth Engine

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"From day one in our first video meeting, it was clear that Kristi and her team really knew their stuff and had everything well organized. They were prepared, professional, and clearly explained the plan and what to expect. We really appreciated that. They delivered everything they promised and more. The value of their service is immeasurable. We will definitely work with them again as we fine tune our new process and take our business to the next level. I can’t recommend them highly enough!"

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For years, True Places Travels relied on ClickUp to run their boutique travel consultancy. But as the business grew, new challenges appeared. Tasks were missed, workflows felt awkward, and it became clear they hadn’t yet unlocked the full power of ClickUp.

When Cate and Melody, the adventurous and detail oriented team behind True Places Travels, reached out to us at stackset, we knew we were working with true explorers. Cate’s passion for globetrotting and Melody’s talent for creating smooth journeys have built a company that sees travel as a way to connect, discover and make every trip memorable.

Together we launched a focused four week ClickUp Agency Accelerator sprint. What came next was more than just improving systems; it was about gaining clarity, building confidence and giving Cate and Melody the room to grow their business while continuing to craft unforgettable experiences for their clients.

The Challenge: Growth Outpacing Systems

True Places Travels had relied on ClickUp for four years and couldn’t picture running their business without it. But as their client base expanded and projects increased, they began to feel the strain.

They knew they were not making the most of all ClickUp’s features, as Cate told us. With more projects stacking up, it became harder to keep track of every detail. On top of that, they planned to add new team members and needed systems that could support that growth without causing bottlenecks or confusion.

Cate summed it up: “We have been using ClickUp for about four years and knew that we weren’t fully optimizing all the features. As our company grew, some tasks and project details began to get overlooked. We wanted to put a stop to that and build processes that would hold up as we scaled.

The Solution: A Sprint to Clarity and Control

We knew Cate and Melody needed more than just a set of templates. They needed a system that felt like it was built just for them. Our approach was equal parts structure and empathy, and we made sure every step was collaborative and practical.

Here’s how we made it happen:

• Bite-Sized Weekly Milestones: Instead of overwhelming them with too many changes at once, we broke the project into focused weekly sprints. Each week built on the progress of the last, giving Cate and Melody space to learn, try new things and see real results without feeling overwhelmed.
• Custom Training Videos: Kristi created training videos tailored to True Placse Travels' actual workflow. These were not generic demos. They used real scenarios from their business, making it easier to put new features into practice right away.
• Working Sessions, Not Just Meetings: Every call was a hands on workshop. Cate and Melody brought their questions, ideas and preferences, like Cate’s well-known love for color coding. We brainstormed together, tested ideas live and adjusted the plan based on what worked best for their everyday work.
• Template & Automation Design: Together we built templates for every type of booking: flights, hotels, cruises, excursions and more. We also added automations to save time and reduce manual tasks, such as reminders for VIP amenities and automatic follow-ups with travel partners.
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• Naming Conventions & Color Coding: We developed intuitive naming conventions and color-coded categories that made it simple to spot priorities and track progress. Cate said using ClickUp felt like playing with colored jelly beans, and we embraced that playful approach, making the system both visually appealing and functional.

• Support & Flexibility: With Slack channels, a running support list and regular check-ins, we were always just a message away. Whether it was a quick question or a brainstorming session on process improvements, they knew they had support. We celebrated every small win, adjusted timelines around holidays and kept the pace challenging but manageable.

Cate described the experience as “like riding a bike your whole life, then someone gives you an e-bike and teaches you how to use the gears. It’s a game changer.”

The Transformation: From Overwhelm to Excitement

The impact of our work with True Places Travels was felt almost immediately. With each week of the Accelerator, Cate and Melody saw their daily operations become smoother and more predictable. Tasks that were previously overlooked are now captured and tracked, allowing the team to see the full picture of every client journey in one place.

• Time Saved was one of the first benefits to emerge. By introducing automations and standardized templates for everything from hotel bookings to complex, multi-country itineraries, we helped Cate and Melody reclaim hours each week—time they could now spend focusing on their clients and growing the business.
• Clarity & Confidence: followed close behind. With every project and booking mapped out in ClickUp, the team no longer had to worry about missing details or losing track of communications. Even as booking activity reached new highs, Cate and Melody felt equipped to handle the pace, knowing their system would keep them organized.
• Scalability: With SOPs, templates, and a training library in place, onboarding new team members was no longer daunting. The groundwork was laid for True Places Travels to expand their team and take on more ambitious projects without sacrificing quality or personal touch.

• Empowerment: Rather than feeling overwhelmed by change, Cate and Melody found themselves energized by the steady, supportive pace of the program. The structure allowed them to learn, experiment, and adapt the system to their unique workflow—building true ownership and confidence in their new way of working.

Ultimately, the system we built together gave True Places Travels a foundation for growth. With ClickUp as their operational backbone, Cate and Melody are now ready for their busiest and most successful year yet, knowing they have the clarity, control, and flexibility to deliver exceptional experiences for every client.

What Made the Difference?

What truly set this project apart was the way we approached it as a partnership, not just a service. From the very beginning, we took the time to understand how Cate and Melody actually work: their unique workflow, the quirks of their business, and even their love of color coding and attention to detail. Every solution we built was tailored specifically for True Places Travels, never forced or generic.

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Education was at the heart of our process. Rather than simply setting things up and handing over the keys, we made sure Cate and Melody understood the “why” behind every template, automation, and naming convention. We wanted them to feel confident not just using the system but adapting and expanding it as their business grows.
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Most importantly, this was a true collaboration. Cate and Melody’s feedback, questions, and ideas shaped every step of the journey. We listened, adjusted, and celebrated wins together. By the end, the system we built wasn’t just a reflection of best practices, it was a reflection of their vision, their values, and the way they want to serve their clients for years to come.

Conclusion: Ready for the Next Adventure

True Places Travels now has a ClickUp system that supports their goals, saves time, reduces stress, and prepares them for growth. As they look ahead to their busiest and most successful year yet, they’re confident in the tools and team they have in place.

If you’re looking to bring more clarity and ease to your own agency’s workflow, starting with a system built around your unique needs can make all the difference.

Interested in learning more?
Contact stackset for a discovery call, or check out more client stories on our blog.