Collaboration Between YPA and BeProductive on ClickUp Implementation – From CRM to Class Planning

Dec 12, 2025 | Article

Collaboration Between YPA and BeProductive on ClickUp Implementation – From CRM to Class Planning
Your Path Academy (YPA) is a rapidly growing educational company whose mission is to support pupils and students in achieving their dreams of studying abroad. YPA offers comprehensive support — from pre-application mentoring, through preparation for exams such as the SAT, IB or A-Levels, to the final submission of applications to the world’s most competitive universities.
The YPA team consists of young experts who have personally gone through the international application process and now turn their experience into real support for new cohorts. Thanks to their work, students gain admission to institutions such as:
  • London School of Economics (LSE)
  • University of British Columbia (UBC)
  • Politecnico di Milano
  • University of Amsterdam
  • …and many other renowned academic centers.
Notably, YPA can boast exceptionally high application success rates and an individualized approach to each client. This makes the company one of the leaders in its educational niche.
More about the company: YPA.pl

 

Challenges Before Implementing ClickUp

Rapid company growth and a steadily increasing number of clients created the need to organize processes and implement a single, consistent tool for everyday work.
The YPA team took a great first step — they began building structures and processes in ClickUp independently. However, for the system to scale with the company, further work was required, as well as implementation of best practices and expansion of the solutions already in place.
The main challenges included:
  • CRM handling for clients and prospective students,
  • comprehensive management of the tutor database,
  • scheduling and coordinating classes,
  • catalog of educational products and services,
  • organization of internal tasks — marketing, administration, recruitment,
  • an extensive database of universities and study programs,
  • a need for clear reporting and analytical views.

Solution – YPA and BeProductive Collaboration

YPA decided to invite BeProductive — an official Polish ClickUp consultant — to collaborate and jointly build a more advanced, scalable, and organized structure.
As part of the project, we implemented, among other things:

 

1. CRM for clients and leads

  • a complete contacts database,
  • sales process statuses,
  • automations to streamline the team’s work,
  • views supporting funnel analysis.

2. Tutor and university databases

  • organized data structure,
  • fast filtering and sorting,
  • views that facilitate operational work.

3. Class scheduling and organization

  • calendars for tutors,
  • Gantt views for planning class cycles,
  • mechanisms for reporting tutor workload.

4. Product and service management

  • a clear catalog of educational services,
  • analytical views and statuses to monitor delivery.

5. Company tasks, marketing and recruitment

  • Kanban boards,
  • reusable process templates,
  • views dedicated to specific teams.

6. Dashboards and reporting

  • analytics of educational activities,
  • reports on tutor workload,
  • tracking sales KPIs.

Results of the Collaboration

Thanks to the joint effort of both parties, we achieved:
  • Centralized processes – all key operational areas now run in a single system.
  • Increased transparency – managers can see statuses, workloads, and results in real time.
  • Improved operational efficiency – tutors, mentors, and administration work in one environment without chaos or data duplication.
  • Streamlined planning and scheduling – calendars and Gantt views enable better coordination of classes and application stages.
  • A scalable system – ClickUp is prepared for YPA’s future growth and the development of new educational services.

Ongoing Collaboration and Development

The implementation project did not end with a one-time system launch — YPA and BeProductive continue to develop the ClickUp environment, introducing further improvements and implementing changes driven by growing needs.

 

Extended testimonial from YPA

“ClickUp has become the central tool in our work — the foundation on which we organize all processes: from first contact with a client, through tutors’ work, to recruitment management. Working with BeProductive was more than just implementing a system. It was a partnership that gave us confidence that every process was considered, optimized, and adapted to our company’s realities. We particularly value their flexibility, responsiveness, and ability to translate our complex educational processes into clear ClickUp structures. As a result, our team works more efficiently, has greater control over projects, and we can focus on company growth and our students’ success.” — Konrad Talaga, Founder & CEO

 

Conclusions

The YPA case demonstrates that ClickUp works excellently in the education sector, where CRM, class and tutor management, university databases, and reporting need to be combined — all within one coherent system.
The most important lesson?
Implementing ClickUp is not a one-time configuration but a process that delivers the best results when carried out together with an experienced implementation partner.
This way, an organization not only receives a ready system but also learns how to use its full potential.

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