The Challenge
Knight Solutions, Australia's leading Procore consultancy, uses ClickUp as their internal task management system. However, they need to interact with Procore—operating inside their clients' Procore environments—to provide a seamless client experience. Working across multiple clients in Procore was cumbersome for Knight Solutions as Procore doesn't cater well to consultancy needs, leading to inefficiencies and delayed updates.
The Solution
We developed a custom synchronization tool using AWS Lambda and Step Functions that bridges ClickUp and Procore. The key features of the solution include:
- Automatic synchronization of tasks, assignees, due dates, and durations from ClickUp to Procore.
- A one-way sync (ClickUp → Procore) to ensure clients get real-time updates on their projects without interfering with Knight's internal workflow.
- A toggle feature within ClickUp allowing users to decide whether tasks should sync to Procore, preserving private/internal tasks.
The system is designed to adapt to the fast-evolving ClickUp API, with specific engineering workarounds to address unimplemented features.
The Results
- Significant reduction in manual work and administrative tasks for Knight Solutions.
- Improved client satisfaction as project schedules and tasks in Procore remain consistently up to date.
- Seamless workflow for Knight Solutions, who can continue operating efficiently in ClickUp while delivering the best customer experience in Procore. The solution ensures real-time synchronization, eliminates error-prone manual updates, and fosters better communication with clients.