Mega X — Client Portal

Deliverable	Client-Facing	Offline	Total
Kickoff	1 hr	1 hr	2 hrs
Hour Budget & SOW Limits	—	—	Included
Core Product Demo	1 hr	—	1 hr
Discovery Workshop	2 hrs	2 hrs	4 hrs
Platform Configuration	2 hrs	2 hrs	4 hrs
Validation & Testing	2 hrs	1 hr	3 hrs
Admin Workflow Walkthrough	1 hr	1 hr	2 hrs
Post Go-Live Support	1 hr	30 min	1.5 hrs
Project Management	—	2.5 hrs	2.5 hrs
Total	10.5 hrs	9.5 hrs	20 hrs

What You Receive	When	Where	Purpose
Kickoff Deck	Session 1	ClickUp Workspace	Scope, timeline, roles, and engagement overview in one place
Pre-Session Walkthrough	Before every build session	Delivered directly to you	Plain-English explanation of what was built and why — in your language, connected to your process
Session Recording	Within 24 hrs of session	ClickUp Workspace	Reference for your team — especially useful for training and onboarding
Written Session Summary	Within 3 hrs of every session	ClickUp Workspace	Decisions made, next steps, what you need to provide, scope flags
Discovery Output Document	After each discovery session	ClickUp Workspace	Written record of your workflow requirements — your approval of this document locks the scope
Training Recording	After admin training session	ClickUp Workspace	Permanent admin reference — share with new team members as you grow

Term	Definition
Automations	Recurring actions triggered automatically on tasks via ClickUp's automation engine, eliminating manual steps in a workflow.
Custom Fields	Additional structured data fields added to your ClickUp Workspace to capture process-specific information unique to each workflow.
Dashboards	Aggregated visual representation of work and performance data surfaced through configurable widgets.
Space, Folder, Lists	Subsequent levels of the ClickUp Hierarchy used to organize tasks, projects, and teams within a Workspace.
Templates	Repeatable, hierarchy-based objects or Docs that can be reused to standardize project setup across the workspace.
Views	Operational visualization of ClickUp tasks across formats including List, Board, Calendar, Gantt, and Form.
Workflow	A component of an end-to-end process that is unique and has a distinct set of data points — fields, stages, automations, and dashboards — that are not transferrable to another workflow without modification.
Workspace	The ClickUp instance and top level of the Hierarchy — the root environment in which all configuration is delivered.
Company / Mega X	Mega X, the professional services provider engaged under this Statement of Work, operating at megax.us.
Customer / Client	The organization engaging Mega X for professional services under this SOW.
SOW	This Statement of Work, which constitutes the binding agreement for the Professional Services described herein.
Change Order	A written, mutually signed document authorizing work, cost, or timeline modifications outside the defined scope of this SOW.
Scope Freeze	The state following written approval of requirements, architecture, or deliverables — after which no structural or material modifications shall occur without an executed Change Order.
Project Freeze	A suspension of impacted workstreams triggered automatically when a Change Order is not executed within seven (7) business days.
Proprietary Information	Business, technical, or financial information relating to the Disclosing Party's business that is disclosed or may be disclosed during the engagement.

Deliverable	Client-Facing	Offline	Total
Kickoff	1 hr	1 hr	2 hrs
Hour Budget & SOW Limits	—	—	Included
Core Product Demo	1 hr	0 hrs	1 hr
Discovery Workshops (×4)	4 hrs	4 hrs	8 hrs
Platform Configuration (×4, 1hr each)	4 hrs	6 hrs	10 hrs
Validation & Testing (×2, up to 2hrs each)	4 hrs	2 hrs	6 hrs
Admin Workflow Walkthrough (×2)	2 hrs	2 hrs	4 hrs
Post Go-Live Support (×2, 2 weeks)	2 hrs	1 hr	3 hrs
Project Management	3 hrs	5 hrs	8 hrs
TOTAL	21 hrs	19 hrs	40 hrs

What You Receive	When	Where	Purpose
Kickoff Deck	Session 1	ClickUp Workspace	Scope, timeline, roles, and engagement overview in one place
Pre-Session Walkthrough	Before every build session	Delivered directly to you	Plain-English explanation of what was built and why — in your language, connected to your process
Session Recording	Within 24 hrs of session	ClickUp Workspace	Reference for your team — especially useful for training and onboarding
Written Session Summary	Within 3 hrs of every session	ClickUp Workspace	Decisions made, next steps, what you need to provide, scope flags
Discovery Output Document	After each discovery session	ClickUp Workspace	Written record of your workflow requirements — your approval of this document locks the scope
Training Recording	After admin training session	ClickUp Workspace	Permanent admin reference — share with new team members as you grow

Term	Definition
Automations	Automate recurring actions on tasks via ClickUp's Automation engine.
Custom Fields	Additional fields that can be added to a ClickUp Workspace to capture specific data points.
Dashboards	Aggregated visual representation of work through customizable widgets.
Space, Folder, Lists	Subsequent levels of the ClickUp hierarchy used to organize work.
Templates	Repeatable hierarchy-based objects or Docs that can be reused across the Workspace.
Views	Operational visualization of ClickUp tasks across a variety of different View types.
Workflow	A component of an end-to-end process that is unique and has a distinct set of data points — fields, stages/statuses, Automations, and Reports/Dashboards — that aren't transferable to another Workflow without modification.
Workspace	The Customer's ClickUp instance and the top level of the ClickUp hierarchy.
Company	Mega X, referred to interchangeably as "Company" or "Mega" throughout this SOW.
Customer	The party engaging Mega X under this SOW, referred to interchangeably as "Customer" or "Client."
SOW	This Statement of Work — the governing agreement for the Professional Services engagement.
Change Order	A written agreement signed by both parties to modify the scope, timeline, or fees of this SOW.
Scope Freeze	The point following completion of all four Discovery Workshops and written Customer approval after which no architectural changes may be made without a signed Change Order.
Project Freeze	A temporary halt to the project timeline while a pending Change Order awaits Customer signature.
Proprietary Information	Business, technical, or financial information relating to a Disclosing Party's business that is disclosed under this SOW, subject to the confidentiality obligations herein.

What You Receive	When	Where	Purpose
Kickoff Deck	Session 1	ClickUp Workspace	Scope, timeline, roles, and engagement overview in one place
Pre-Session Walkthrough	Before every build session	Delivered directly to you	Plain-English explanation of what was built and why — in your language, connected to your process
Session Recording	Within 24 hrs of session	ClickUp Workspace	Reference for your team — especially useful for training and onboarding
Written Session Summary	Within 3 hrs of every session	ClickUp Workspace	Decisions made, next steps, what you need to provide, scope flags
Discovery Output Document	After each discovery session	ClickUp Workspace	Written record of your workflow requirements — your approval of this document locks the scope
Training Recording	After admin training session	ClickUp Workspace	Permanent admin reference — share with new team members as you grow

Term	Definition
Automations	Automate recurring actions on tasks via ClickUp's Automation engine.
Custom Fields	Additional fields that can be added to a ClickUp Workspace to capture specific data points.
Dashboards	Aggregated visual representation of work through customizable widgets.
Space, Folder, Lists	Subsequent levels of the ClickUp hierarchy used to organize work.
Templates	Repeatable hierarchy-based objects or Docs that can be reused across the Workspace.
Views	Operational visualization of ClickUp tasks across a variety of different View types.
Workflow	A component of an end-to-end process that is unique and has a distinct set of data points — fields, stages/statuses, Automations, and Reports/Dashboards — that aren't transferable to another Workflow without modification.
Workspace	The Customer's ClickUp instance and the top level of the ClickUp hierarchy.
Professional Services Hours	The hours purchased by Customer under this SOW for use across eligible service types. Quantity specified in the Order Form and/or Invoice.
Eligible Service Types	Training, new feature implementation, process and change management, change orders, and other services offered by Mega X's Professional Services team and agreed upon in writing.
Utilization Window	The forty-five (45) day period from the kickoff date during which all purchased hours must be utilized. Hours unused at expiration are forfeited.
Company	Mega X, referred to interchangeably as "Company" or "Mega" throughout this SOW.
Customer	The party engaging Mega X under this SOW, referred to interchangeably as "Customer" or "Client."
SOW	This Statement of Work — the governing agreement for the Custom Hours Professional Services engagement.
Proprietary Information	Business, technical, or financial information relating to a Disclosing Party's business disclosed under this SOW, subject to the confidentiality obligations herein.

Version	Date	Author	Changes	Status
v0.1	____________	TPM	Initial draft from discovery session outputs	Draft
v0.2	____________	TPM	Revisions from client review feedback	In Review
v1.0	____________	Client + TPM	Client-approved. Locked for build.	Approved

Field Name	Type	Options / Format	Purpose	Filled By
____________________	Dropdown	List options, e.g.: Low · Medium · High · Critical	What decision or tracking need does this field serve?	Both
____________________	Date	MM/DD/YYYY	What decision or tracking need does this field serve?	Client
____________________	People	Single or multi-select	What decision or tracking need does this field serve?	Architect
____________________	Text	Free text / short answer	What decision or tracking need does this field serve?	Client
____________________	Number	Integer / decimal	What decision or tracking need does this field serve?	Both
____________________	Checkbox	True / False	What decision or tracking need does this field serve?	Client
____________________	Currency	USD · 2 decimal places	What decision or tracking need does this field serve?	Client
____________________	Dropdown	List options here	What decision or tracking need does this field serve?	Both

#	When this happens (Trigger)	Do this automatically (Action)	Why it matters to the client
A1	When a task moves to [Stage Name]	Automatically assign to [Role/Person] and set due date to [X days] from today	No one has to remember to assign — it happens the moment the stage changes.
A2	When a task moves to [Stage Name]	Send notification to [Role] with message: "[Custom message text]"	Manager is automatically informed — no status update calls or check-in messages required.
A3	When Due Date passes and status is not [Final Stage]	Change Priority to Critical and notify [Assignee] and [Manager]	Overdue tasks surface automatically — nothing falls through the cracks silently.
A4	When [Custom Field] is set to [Value]	Move task to [Stage Name] and notify [Role]	Field selection triggers the correct next step automatically — no manual status change needed.
A5	When task is moved to [Final Stage / Closed]	Create a follow-up task in [Space/List] assigned to [Role] due in [X days]	Completion automatically generates the next required action — the loop never breaks.

Field Name	Type	Options / Format	Purpose	Filled By
____________________	Dropdown	List options here	What decision or tracking need does this field serve?	Both
____________________	Date	MM/DD/YYYY	What decision or tracking need does this field serve?	Client
____________________	Text	Free text / short answer	What decision or tracking need does this field serve?	Client
____________________	People	Single or multi-select	What decision or tracking need does this field serve?	Architect
____________________	Email	Valid email format	What decision or tracking need does this field serve?	Client
____________________	Number	Integer / decimal	What decision or tracking need does this field serve?	Both
____________________	Checkbox	True / False	What decision or tracking need does this field serve?	Client

#	When this happens (Trigger)	Do this automatically (Action)	Why it matters to the client
A6	When a task moves to [Stage Name]	Automatically assign to [Role/Person] and set due date to [X days] from today	No one has to remember to assign — it happens the moment the stage changes.
A7	When a task moves to [Stage Name]	Send notification to [Role] with message: "[Custom message text]"	Manager is automatically informed without manual status update calls.
A8	When [Custom Field] is set to [Value]	Change Priority to [Priority Level] and notify [Assignee]	Field-driven escalation — priority adjusts automatically based on data entered.
A9	When Due Date passes and status is not [Final Stage]	Notify [Manager Role] and add comment: "This task is overdue — please review."	Overdue escalation is automatic — nothing waits for someone to notice.
A10	When task is moved to [Final Stage / Closed]	Send summary notification to [Role] with task details	Closure is confirmed automatically — the right people always know when work is done.

Area	In This Build ✓	Not In This Build ✗
Workflows	2 fully configured workflows as defined in this document	Any additional workflows beyond the 2 defined here
Automations	10 automations as specified (A1–A10)	Logic not listed in this document · Conditional branches beyond what's defined
Custom Fields	15 fields as listed per workflow	Fields discovered during build that were not agreed upon in this WDD
Integrations	None — native ClickUp only	All integrations (require separate SOW)
Data Migration	None — configuration only	All data entry, import, or migration (Customer responsibility)
Training	1 Admin Walkthrough session (per SOW)	Department-level training · End-user onboarding beyond the included session

Request Type	Change Order Required?	Who Handles It
Add a new workflow stage (status)	Yes — always	TPM prepares CO · Client signs · Architect builds
Rename an existing stage (no structural change)	TPM discretion	TPM may approve minor label changes without CO
Add a new custom field	Yes — if at field limit	TPM checks remaining budget first
Add a new automation	Yes — if at automation limit	TPM checks remaining budget first
Modify an automation trigger/action	Yes — requires new brief	TPM issues updated architect brief
Add a third workflow	Yes — separate SOW required	TPM escalates to Mega X sales
Change a field type	Yes — data implications	TPM assesses impact · May require CO

The 4 Failure Modes — And How We Eliminate Them

Every rule below exists because of a real, confirmed breakdown. Deviation from these rules is the reason ClickUp managers lose confidence in referring us business.

Failure Mode 01

Architect Contacts Client Directly

When the architect DMs, emails, or calls the client without the TPM — the client starts building a relationship with the wrong person, the TPM loses authority, and scope goes sideways fast.

🚫

Absolute rule: zero direct architect-client contactIf a client reaches out to the architect directly (Slack, email, LinkedIn, anything), the architect's only response: "Great question — I'll loop in [TPM name] right now." Then immediately notifies TPM before responding further.

📋

Architect attends client calls by invite onlyTPM must explicitly invite architect AND brief them on: what the client knows so far, what questions may come up, what the architect should not speak to. Default is architect on mute unless TPM passes the floor.

🔁

All architect-to-client comms go through TPMIf architect needs to send client something (recording, doc, link), it goes to TPM first who forwards. No exceptions. The client's primary contact is always the TPM.

⚑

Accountability: TPM is responsible for all client communicationIf architect bypasses — it's still a TPM accountability issue to escalate to POD Lead immediately.

SLA: 0 direct contacts tolerated

Failure Mode 02

Architect Goes Silent / Doesn't Update TPMs in Time

TPM walks into a Tuesday check-in without knowing what was built. They either wing it in front of the client or cancel. Both destroy confidence. This is the most common trust-killer in fast-scaling SI firms.

🎬

Monday EOD Loom — non-negotiableArchitect records and sends TPM a Loom walkthrough of everything built since last Thursday by Monday EOD. No Loom = Tuesday check-in cannot proceed. TPM escalates to POD Lead immediately.

⏰

Build SLA confirmation within 4 hours of brief receiptArchitect confirms brief accepted + gives ETA within 4 hours. If architect goes quiet after receiving a brief, TPM follows up once after 4 hours, then escalates to POD Lead.

🚩

Architect flags at-risk SLAs proactivelyIf build is going to be late, architect flags to TPM with a revised ETA and reason — before the deadline, not after. TPM then manages client expectation proactively.

📝

All build updates in ClickUp — not Slack, not emailArchitect updates the build task in ClickUp with progress notes. TPM checks ClickUp before calling architect. If it's not in ClickUp, it didn't happen.

SLA: Loom by Mon 5pm · Brief confirm within 4hrs

Failure Mode 03

Architect's Technical Explanations Confuse TPMs

Architect explains the build in ClickUp technical language. TPM nods, doesn't fully understand, then can't explain it to the client. Client asks a question. TPM guesses. Trust collapses.

🎬

Looms must use client language, not ClickUp jargonArchitect's Loom walkthroughs must explain builds as if explaining to the client: "This automation fires when a task moves to 'Review' — which means your team lead gets a notification without manually checking." Not: "I set a status trigger on the status change webhook."

❓

TPM must watch the Loom and ask all questions before the sessionTPM watches Loom on Monday evening. Any confusion → call or message architect before Tuesday session. Never surface confusion to the client. "Let me get you a confirmed answer" is always an option.

📄

Architect writes a "Client-Readable Summary" for every buildOne paragraph, plain English, in ClickUp Docs: what was built, what it does, and what the client needs to do to use it. TPM reads this verbatim if needed during demos.

🔄

If TPM can't explain it, architect hasn't explained it well enoughTPM's job is to bridge — but architect's job is to make that bridge easy. If TPM consistently can't explain a build, that's an architect communication issue, not a TPM intelligence issue.

Standard: Client-readable summary with every build

Failure Mode 04

TPMs Don't Brief the Architect Clearly Enough

Architect receives a vague brief, builds something reasonable but wrong, TPM reviews it, it doesn't match what the client wanted, and a week is lost. The architect isn't the problem — the brief is.

📋

Every brief uses the standard template — no exceptionsSee the Brief Templates tab. All fields required. A brief missing any required field is returned to TPM within 4 hours with specific questions. Architect does not build from an incomplete brief.

✅

Acceptance criteria must be testableThe brief must include exactly what the client will click through in UAT. "It works smoothly" is not a criterion. "When a task moves to 'In Review', the assigned manager receives a ClickUp notification within 60 seconds" is a criterion.

⏱

Briefs submitted within 24 hours of client need being identifiedClient mentions something in a session → TPM logs it live in ClickUp → brief written and submitted to architect within 24 hours of that session ending.

🔍

TPM is accountable for brief qualityIf a build comes back wrong because the brief was unclear, that's a TPM accountability issue — even if the brief seemed clear to the TPM. The test: could another TPM build the same brief without asking any questions?

SLA: Brief within 24hrs · Architect confirms within 4hrs

The Handoff Flow

7 steps from client need to delivered build. Every step has an SLA and an owner. No steps skipped.

Client need identified — logged live in ClickUp

TPM logs the need during or immediately after the session. No verbal handshakes. Does NOT promise delivery timeline to client. Says: "I'll have a confirmed plan for you by [specific time]."

0hr

Real-time

TPM

TPM writes Architect Brief using standard template

Within 24 hours. All required fields complete. Acceptance criteria specific and testable. SOW scope confirmed. Test: could another TPM read this and build correctly with zero questions?

<24hr

From session

TPM

Architect reviews brief — confirms or returns with questions

Within 4 hours of receipt. If anything is unclear, architect returns with specific written questions — to TPM, never to client. Gives confirmed ETA. If no response in 4 hours, TPM escalates to POD Lead.

<4hr

Brief review

Architect

Architect builds — records Loom + writes client-readable summary

Build per SLA (small 48hr / medium 4d / complex 7d). Loom in plain English — what it does, why decisions were made, edge cases TPM should know. Client-readable summary in ClickUp Docs. All in ClickUp — not Slack.

48h–7d

Build SLA

Architect

TPM reviews build — watches Loom, asks all questions before session

TPM watches Loom and reviews build in ClickUp. All questions to architect before the client call — never during it. TPM must be able to demo the build and explain every decision without architect speaking. If TPM doesn't understand something, that's an architect communication failure — loop in architect to re-explain using client language.

<4hr

TPM review

TPM

⚡

GATE: Do not demo if TPM can't explain the build

If TPM watches the Loom and still can't explain what was built to a client, the demo does not happen. TPM calls architect, architect re-explains in plain English. Reschedule if needed. A confused demo is worse than a delayed one.

GATE

Go/No-Go

Both

TPM demos to client — architect on mute unless explicitly invited

TPM owns the demo. Architect attends on mute only. Client feedback captured live in ClickUp — not in notes, not in email, in ClickUp. If client asks a technical question TPM can't answer: "Great question — I'll have a confirmed answer before tomorrow." Never guess.

Session

Demo

TPM

TPM sends feedback summary to architect — within 3hrs of session

Distinguishes clearly: in-scope changes (architect builds next sprint), out-of-scope requests (logged as CO Pending, POD Lead notified), clarifications (TPM resolves with client). Session summary sent to client same day. Loop repeats.

<3hr

Post-session

Both

Accountability: When Things Break

Objective, fast fault determination. Based on process — not personality.

What Broke	Root Cause Check	Owner	Severity
Build doesn't match client expectation	Was there a complete brief? Did TPM review build before session?	TPM	Blocker
Architect built the wrong thing from an ambiguous brief	Did architect flag the gap within 4hrs of brief receipt?	If not flagged: Arch · If brief was bad: TPM	SLA Miss
Architect contacted client directly	Did TPM communicate no-direct-contact rule at onboarding?	Architect	Blocker
Monday Loom not delivered — Tuesday session blind	Was SLA communicated to architect? Was it the first miss?	Architect	Blocker
TPM couldn't explain build to client — guessed	Did architect's Loom use client language? Did TPM watch it?	Arch if jargon-heavy · TPM if didn't watch	Blocker
Session summary not sent after client call	First offence or pattern?	TPM	SLA Miss
TPM promised out-of-scope work	Was scope limit communicated in onboarding?	TPM + POD Lead manages CO	Blocker
ClickUp manager / referrer expresses doubt	Is client getting Looms? Are summaries going out same-day?	POD Lead escalation required immediately	Critical

Session-by-Session Guide

13 sessions · Tue/Thu cadence from Week 3 · Click to expand each session.

📅

Cadence SummaryWeek 1: Mon kickoff + Wed demo. Week 2: Mon WF1 discovery + Thu WF2 discovery. Weeks 3–4: Tue 30-min show + Thu 45-min build (×2 each). Week 5: Tue/Thu validation + sign-off. Week 6: Tue training + Thu go-live. Week 7: post-live support.

Kickoff Session

Mon Week 1 · 45 min client-facing · Architect pre-builds workspace shell

45 MINWEEK 1

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Agenda