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CASE STUDIES
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2025
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CareerSwift
Structuring operations and agentic workflows for an AI career platform
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OVERVIEW
About the client
CareerSwift is an AI-driven job search and career platform. It helps candidates build resumes, prep for interviews, and optimize their LinkedIn profiles in one product.
As the team grew, the number of tasks increased and more areas had to be managed from development to marketing.
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CHALLENGES
Before restructuring ClickUp, the team was dealing with a few core issues
Documentation, task management, CRM activities, and reporting were handled through separate systems and workflows, with no unified ClickUp structure connecting them. As the team grew, information became harder to maintain, handoffs between design and development lacked consistency, and managers had limited visibility into workload, project progress, and operational bottlenecks.
No centralized documentation
There was no single place to keep guides and standards up to date, so information was duplicated or went stale and it was easy to lose track of what was current.
Development and design had no clear status flow
Work moved between design and development without a standardized workflow. As a result, task ownership, current status, and next steps were not always immediately clear to everyone involved.
Leads and team workload weren't visible in one place
Leads from the website weren't tracked in a structured way, so requests could be missed or delayed, and there were no dashboards to show workload, progress, or where things were getting stuck.
Byte&Kite turned ClickUp into the center of our work. Now everything runs through it, faster and smoother.
Alex Nosik
Founder & CEO at CareerSwift
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SOLUTIONS
Workspace structure and knowledge base
We started with the workspace structure. Documentation was brought into one place and tied to specific tasks and areas of work, so the team works with it directly in context.
Work was split into separate areas for development, design, and research, so teams don’t overlap and each flow stays clear.
Workflows and execution
Development follows a defined status flow from To Do to release, so each task moves through clear stages without getting stuck.
GitHub sync, task assignment, and status updates are handled automatically, while AI agents support daily work where needed. This reduces manual coordination and keeps execution stable as the workload grows.
CRM and visibility
Now every lead automatically shows up in ClickUp as a task and is instantly assigned to the right person. The whole pipeline is visible in one place, from first contact to closed deal, with live dashboards for workload, overdue work, and weekly productivity. Leads are always tracked, and team capacity is fully visible.
AI agents
AI agents were set up to support daily work across development, product, and operations.
GitHub Agent — adds context around commits and PRs;
Contact Generator — creates structured records from incoming data;
Product Idea Explorer — helps shape and structure product ideas;
Architecture Assistant — supports the team when working on technical decisions;
Campaign Assistant — helps set up campaigns and similar workflows;
Stand-up Agent — prepares daily updates so the team doesn’t do it manually.
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RESULTS
One system that supports all daily work and operations
After implementation, ClickUp became the place where all work, leads, and internal processes run day to day, with everyone working in the same system and following the same setup.
Leads come in and get assigned automatically, and the whole pipeline is easy to follow from first contact to deal, while managers can clearly see who is working on what and how the team is loaded.
Development and design run in separate pipelines, dashboards show workload, priorities, and blockers, and 6 AI agents together with automations take over routine updates and coordination, saving the team around 10+ hours a week.
2x
faster onboarding
10-15 hrs
saved weekly
6
AI agents deployed
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CASE STUDIES
