Overview
The first two weeks with a new client set the tone for the entire engagement. A chaotic, manual onboarding process damages trust before you've delivered anything. This automation creates a complete Asana onboarding project the moment a deal closes, assigns tasks to the right team members, and triggers client communications — all without anyone manually setting it up.
Before you start
- Asana Premium or higher
- CRM with Zapier integration (HubSpot, Pipedrive, etc.)
- Zapier Multi-Step plan
- Client onboarding questionnaire (Typeform or Google Form)
Step-by-step guide (5 steps)
Create your client onboarding project template in Asana
Build a comprehensive onboarding template: kickoff call scheduling, contract signing, account setup, discovery questionnaire, kickoff call itself, and first deliverable. Include tasks for both your team and the client (mark client tasks clearly).
Set up the CRM trigger in Zapier
Create a Zapier Zap triggered by your CRM's 'Deal Won' event (HubSpot, Pipedrive, etc.). Map the relevant deal fields: client name, email, service type, start date, and assigned account manager.
Create the Asana project from template
Add an Asana action: 'Create Project from Template.' Map the client name to the project name, set the start date from the deal close date, and assign the project to the account manager from the CRM deal data.
Name projects consistently: '[Client Name] — [Service] — [Start Month Year]'. This makes sorting and searching much easier as your client list grows.
Send the client welcome email
Add a Gmail action to send a personalized welcome email with: their assigned account manager's name and Calendly link, a link to the onboarding questionnaire (Typeform or Google Form), and expected first deliverable date.
Notify the internal team in Slack
Add a Slack action posting to #new-clients with: client name, service type, value, account manager, and a link to the Asana project. The whole team knows about new clients without anyone sending a separate announcement.
What you'll get
First impression with client is organized and professional
No onboarding tasks forgotten in the rush of closing deals
Account manager gets a complete task list on day one
Client communication starts automatically without manual effort
Common mistakes to avoid
Triggering on the wrong CRM event (use 'Deal Won', not 'Deal Created')
Not including client-facing tasks in the template (they need to know what's expected of them too)
Not assigning tasks to individuals — unassigned tasks don't get done
Frequently asked questions
Do I need coding experience to set up this Asana automation?
No coding is required. This guide walks you through everything using Asana's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.