Lead Management System Build for Camp Bay Media
Prepared by: Aveline Elfar & Co.
July 2026
The Client
Camp Bay Media, led by John Borbely, is a marketing agency that specializes in custom video campaigns for tourist destinations and travel businesses. Their story is a perfect example of what happens when a business invests in systems while growing - not in the midst of it.
They had just hired a new sales director, and had big goals for their outbound sales efforts: roughly 50 new qualified prospects researched and contacted every single week, each one guided through a carefully sequenced series of calls, emails, and LinkedIn touchpoints.
There was just one problem, the systems to support that vision didn't exist yet. Lead tracking lived in manually updated Excel spreadsheets. Visibility depended on end-of-day emails, and monthly reporting meant hand-building pie charts from scratch.
If things kept going this way, two problems were guaranteed:
First, the data would never be fully reliable, because it depended on one sales person manually updating spreadsheets. This data was also not inclusive of all tasks associated with lead generation that resulted in successfully acquiring a lead. This left John (the founder) with no accurate picture of whether their lead generation and outreach was producing qualified leads that turned into clients.
Second, the system belonged to one person, not the business. John was paying for a sales director whose week was partly wasted on repetitive administrative work. And If she left, the process and its history left with her.
So, AE&Co partnered with them to build a lead management system that belongs to the business, not any one person. One where the tracking happens automatically, so John can accurately see what’s actually driving meetings. Their sales director can focus on selling instead of reporting, and any future hire inherits a system that’s ready on day one.
Challenges
When we stepped in, Camp Bay Media's sales process was being held together by manual effort:
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Manual lead tracking — Every prospect was exported from Seamless AI into Excel spreadsheets and updated manually, creating hours of repetitive admin work each week.
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No Standardized Tracking System — Lead tracking lived in the sale’s director’s spreadsheets, leaving the founder reliant on their systems and with no direct view into what was working and what wasn’t.
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Limited visibility — John relied on end-of-day emails and end-of-month spreadsheets to know what was happening in the pipeline.
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Inconsistent follow-up — A 7-touchpoint outreach sequence had to be manually set up and remembered for every single lead, leaving room for prospects to slip through the cracks and follow up to be delayed.
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Messy handoffs — There was no clean, defined moment when a booked meeting transitioned from the sales director's outreach list to John's desk.
Solutions Implemented
We designed and built a two-stage lead-gen pipeline inside ClickUp, turning it into the single source of truth for Camp Bay Media's entire outbound sales operation:
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Two-stage ClickUp pipeline — Stage 1 houses all prospect outreach and qualification, while Stage 2 contains only qualified, meeting-booked leads — so John sees exactly what he needs and nothing he doesn't.
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7-touchpoint outreach template — A pre-built task template with subtasks for every call, email, voicemail, and LinkedIn touch, complete with relative due dates that automatically populate based on the first outreach to the prospect.
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Automated handoffs — The moment a lead's status changes to "Meeting Booked," the task automatically moves to the Qualified Leads list, gets assigned to John, and notifies him — no chasing, no dropped balls.
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Custom views & reporting dashboards — "Touches Due Today," "Overdue," and "Meetings Booked" views keep daily execution focused, while dashboards give John self-serve, real-time visibility (goodbye, end-of-month pie charts).
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A full training & SOP library — AE&Co recorded loom video walkthroughs and written SOPs for every core process, from importing leads to updating the outreach template, so the system stays healthy long after we’ve handed the pipeline off for them to use daily.
Results & Outcomes
By the end of the project, Camp Bay Media had a lead management system that runs itself, freeing the team up to spend their time on the work they were actually hired to do:
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Immediate time savings — Hours of weekly spreadsheet upkeep were eliminated, with the team already seeing the benefits of time saved within the first weeks of using it.
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A precision pipeline — Every touchpoint along the client pipeline is now planned, executed, and recorded with precision, so no prospect falls through the cracks.
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Real-time visibility — John can check pipeline status, touches completed, and meetings booked anytime, without waiting on end-of-day emails or manual reports.
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An empowered sales director — With admin work automated, their sales director now spends their time doing what they were actually hired to do: connecting with prospects and booking meetings.
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Clean, automated handoffs — Booked meetings move seamlessly from outreach to close, with clear ownership at every stage.
Client Testimonial
"We hired a new sales director, but we didn't have the systems in place to bring her into the team in an efficient way. We weren't entirely sure how to do this, so AE&Co worked with us to come up with a system that would streamline her tasks, so she could spend her time doing what she was actually hired to do. We are already seeing benefits from time saved, and our client pipeline has been optimized so that every touchpoint along the way is planned, executed, and recorded with precision."
When asked what stood out most about the experience, John pointed to the team behind the build:
"You are great people! You make it easy to work together, and clearly care about your clients. That goes a long way, and is a huge bonus on top of your skills and effectiveness at building the actual systems for us. Thanks again for another great project! “
— John Borbely, Camp Bay Media
Ready to crush efficiency?
If you are ready to transform your business and achieve similar success, apply to work with AE&Co today to discover how we can help you implement tailored solutions that drive growth and efficiency and help you to scale quickly.
