Asana

Connect FlowBookings to Asana through Zapier and every appointment booked on your Webflow site becomes a task in the right project the moment it lands, with the customer and service already filled in.

Why connect FlowBookings to Asana

A new client needs an intake form and a welcome pack. An installation needs someone scheduled, and equipment prepped. A consultation needs notes set up beforehand. If that work only lives in someone's head or a dashboard nobody's watching, things get missed.

Asana is where your team already tracks work, so that's where the prep for each booking belongs. Connect the two and every booking drops a task into the right project, assigned and dated to the appointment, with the details attached so the person responsible sees it in their normal queue without anyone forwarding an email. The booking and the work that follows it stop living in two different places.

How it works

A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and creates a task in Asana.

The connection runs one way, where bookings can create tasks in Asana. Asana tracks the work; it doesn't change the booking. Because it can react to cancellations as well as new bookings, you can spin up follow-up work automatically too, not just prep.

Projects, sections and tasks

Worth thirty seconds before you build, because Asana's structure decides where your bookings land.

Asana organizes work into projects, optionally split into sections, each holding tasks that can carry an assignee, a due date, and custom fields. A booking maps cleanly onto a task: the service and customer make the task name, the appointment date becomes the due date, and whoever handles that kind of work becomes the assignee.

The decision to make up front is which project bookings go to. A single "Bookings" or "Client Onboarding" project is the simplest, where every booking becomes a task there, and you use sections or assignees to sort them.

If different services need genuinely different work, you can route each to its own project, but start simple; one project with clear assignees covers most businesses. Getting the project and assignee right at setup is what makes the task land in front of the right person automatically.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account
• An Asana account with at least one project set up
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives Asana two things to react to:

Each task can carry the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your form.

Zaps you can build

Create a Prep Task for Every Booking

New Booking → Create Task
A booking comes in, and a task appears in your Asana project named for the service and customer, dated to the appointment, ready to assign. Whoever handles prep, onboarding, or setup sees it in their normal Asana queue.

Create a Cancellation Task on Booking Cancelled

Booking Cancelled → Create Task
When a booking drops, there's often work to do such as a refund to process, a slot to re-fill, a client to follow up with. This creates a task for it automatically, assigned to whoever handles cancellations, so nothing falls through when a booking disappears. (This is Asana's own booking Zap, widened from refunds to any cancellation follow-up.)

How to set up FlowBookings and Asana integration

Here are the steps to build the integration:

1. Grab your API key

In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. This is what lets Zapier into your account, so treat it like a password and don't paste it anywhere public.

2. Start a new Zap

In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.

3. Choose the New Booking trigger

Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first.

4. Add Asana

Add an action, choose Asana → Create Task, and connect your Asana account.

5. Map your booking to the task

6. Test it and switch it on

Run the test and check Asana, and the task should appear in the right project, dated and assigned. Looks right? Publish.

7. Add the cancellation task (optional)

Build a second Zap: trigger on Booking Cancelled, action Asana → Create Task, into whatever project handles follow-up work: a refund, a re-fill, a check-in. Assign it to whoever owns cancellations. Two Zaps and both sides of a booking's life create the work they need.

Here is detailed documentation on how to set up Zapier in FlowBookings.

What you need to know

A few honest edges before you build:

• Pick one project to start. A single Bookings project with clear assignees covers most businesses. Splitting by service across many projects is possible but rarely worth the complexity early on
• It's tasks, not booking control. Asana tracks the work around a booking; it can't create, approve, or cancel the booking itself. That lives in FlowBookings
• It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
• Reschedules don't move the task. The trigger fires when a booking is made, not when it changes. If a customer reschedules, the task's due date won't update on its own, and you'd adjust it in Asana
• A cancelled booking doesn't close its prep task. The cancellation Zap creates a new follow-up task; it doesn't find and complete the original prep task. If you need that, it's a more advanced Zap using a search step on the booking ID

Frequently asked questions

Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account, and the free tier covers both Zaps on this page.

Can I assign booking tasks to specific team members?
Yes. Set the assignee in the Zap, or route different services to different projects and assignees with a filter step.

Can the task be dated to the appointment?
Yes, map the booking's start date to the task's due date, so prep work is timed to when it's needed.

What happens when a booking is cancelled?
Nothing to the original task automatically. The optional second Zap creates a new follow-up task to handle the cancellation.

What happens if a customer reschedules?
The task isn't updated automatically, and the trigger only fires on a fresh booking. You'd adjust the due date in Asana.

Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.