Project ManagementClose.io to Asana Workflow Automation for Membership Management
Orchestrated 53 conditional subtasks across three Asana boards, automatically converting won Close.io leads into a fully sequenced member-onboarding workflow.
Overview
A real estate coaching business needed leads moving from "Active" to "Won" in Close.io to automatically trigger structured task creation in Asana: a main task assigned to a specific team member, plus multiple subtasks following a pre-defined template, with completion of each phase triggering the next.
The Solution
53 subtasks were orchestrated across multiple Asana boards, with conditional triggers and date logic for due dates, carrying tasks through Admit → Affirm → Activate phases as a single connected pipeline.
Along the way, several edge cases had to be solved: task-completion triggers that risked duplicate automations, board renames that could break the Zapier workflows, and keeping behavior consistent even when members were added manually. Real-time communication with the client and iterative testing carried the workflow through asynchronous Zap triggers and board restructuring.
Results
A fully automated pipeline now runs from lead acquisition to member engagement, with accurate assignees and due dates on every subtask, and comprehensive testing in place to prevent duplication or missed tasks — an automation pattern built to scale for large membership operations.