How to Build a Client Hub in Asana (and Become Indispensable to Your Clients)
If you’re a VA, OBM, or service provider, your clients aren’t hiring you just to tick off tasks.
They’re hiring you because they need someone who sees the big picture — someone who can walk in and say:
“Here’s the right tool. Here’s the right system. Here’s the process that’s going to save you time, money, and stress.”
And that’s exactly where Asana comes in.
In this post, you’ll learn why Asana is hands-down the best platform to build out a Client Hub — a central place to manage everything related to your clients, from onboarding to deliverables to offboarding. You’ll also learn how positioning yourself as the person who sets this up can give you major financial security, make you indispensable, and keep your clients thrilled to keep working with you.
Either keep reading or watch the video below:
Why Being the Systems Expert Matters
Here’s the thing: When you’re the one on the team who knows how to set up efficient systems, you instantly become the expert.
You’re not just completing tasks anymore — you’re shaping how the business operates.
And that’s incredibly powerful.
Because let’s be honest — most business owners are either drowning in spreadsheets, patching together a messy ClickUp or Notion setup, or trying to keep everything in their head. That’s not sustainable.
So when you come in and say,
“Hey, I’ve done some research, and I think we should move your client management into Asana. It’s going to save us hours each week, keep us on track, and make sure nothing falls through the cracks.”
You’ve just elevated your role from task-doer to business partner.
Why Asana (Not Airtable, Not Notion, Not ClickUp)
There are a lot of project management tools out there — Trello, Notion, ClickUp, Airtable — and each has its strengths.
But if you’re working with small to mid-sized businesses, especially coaches, freelancers, agencies, or consultants? Asana wins every time.
Here’s why:
Simplicity. Asana is intuitive. Your clients don’t need weeks of training to figure it out — it just makes sense.
Free Plan Power. You can build entire client hubs, onboarding systems, and content calendars without paying a dime.
Collaboration Made Easy. Invite clients in without giving access to your entire backend — they’ll only see what’s relevant.
Scalability. Whether your client has 5 clients or 50, Asana can handle it.
When you’re the one who sets this up, your clients will love you for making their business run smoother than ever.
What Is a Client Hub?
Think of a Client Hub in Asana like a one-stop shop for everything client-related.
Instead of having contracts in Google Drive, onboarding notes in a random document, deliverables in an email thread, and testimonials in a sticky note — you centralize it all inside Asana.
A great Client Hub can include:
Client Records: Contact info, key dates, important links.
Onboarding & Offboarding: Step-by-step tasks so nothing slips through the cracks.
Deliverables: Tasks, deadlines, and assignees clearly laid out.
Communication Logs: Notes from calls, preferences, and project updates.
Results Tracking: If outcomes or metrics matter, you can track them right there.
It’s not just about organization — it’s about peace of mind. Everyone knows exactly where to look, and your clients feel supported and in control.
The Email You Could Send to Your Client
Imagine sending them an email that explains…
You’ve noticed client work is wasting hours each week with manual tracking and missing steps.
Then you offer the fix: an Asana Client Hub where everything lives in one place, saving time and making clients feel supported — and you’ll set it up and manage it so they don’t have to juggle spreadsheets anymore.
Can you imagine the relief your client would feel reading that?
They’d be like: “Where do I sign?”
(Here’s an example of what that could look like in action)
The Benefits for You as a VA or OBM
Here’s the bonus: when you’re the one who sets up systems, you become indispensable.
Clients don’t want to let go of the person who built the very system that runs their business.
You stop being “just the VA” and start being the strategist, the systems expert, the person who keeps everything together.
That means:
Higher rates 💰
Longer-term retainers 🔁
True partnership 🤝
That’s the level of client security you want.
How to Build a Client Hub in Asana (Step-by-Step)
Here’s a simple structure you can start with today:
Create a Team called Client Hub. This will hold all client-related projects.
Add a Project per Client. Keep it clean — just use their name.
Add Sections like Onboarding, Active Work, Offboarding, Testimonials.
Use Custom Fields for Start Date, Retainer Type, Renewal Date, Results, etc.
Build a Template Project for new clients — onboarding and offboarding done automatically.
Add Recurring Tasks for check-ins, reports, or renewals.
Start small, then layer in more complexity as you go.
💡 Pro Tip: I’m actually working on a course that shows VAs and OBMs exactly how to offer Asana setups as a premium service.
It’s not live yet — but my email list always gets exclusive presale pricing and early access. So hop on my list to be the first to know when it drops.
If you’re reading this later, you’ll find it on my All the Things page. And if you missed the presale, message me through my site — mention this post, and I’ll send you a special discount code. 😉
Addressing the Common Objections
“My client already uses a project management tool.”
Cool. But are they using it effectively? Or is it another cluttered space they avoid opening?
“My client wants Notion because it looks pretty.”
Notion is great for documentation — but it’s not built for client task management. A pretty dashboard doesn’t equal productivity.
“Airtable has cool databases.”
Sure, but Airtable isn’t a task manager. Most clients need simplicity and structure more than database flexibility.
At the end of the day, tools don’t matter if they’re not used consistently.
And Asana’s biggest strength? It gets used. Especially when someone like you is leading the way.
How to Position Yourself as the Expert
When you recommend systems to your clients, you’re not “helping” — you’re leading.
Frame it like this:
“This isn’t just going to save me time. It’s going to make your business more efficient, more profitable, and less stressful.”
That’s how you position yourself as an expert your client can’t afford to lose.
Your Next Steps
Here’s what I recommend doing this week:
Pick one client.
Audit how they currently manage clients — what’s clunky, what’s missing?
Draft a quick proposal or email pitching an Asana Client Hub.
Build a mini version to show them what’s possible.
Even a small prototype can make a huge impression.
And if you want to shortcut the process? Watch for my upcoming course — I’m deciding whether to include a DIY version, a mentorship option, or both. Let me know in the comments what you’d prefer!
Final Thoughts
At the end of the day, this is about making yourself invaluable.
When you’re the one who creates systems that keep the business running, you stop being “just a VA” or “just an OBM.” You become the person your client cannot live without.
So if you’re ready to step into that next-level role, start building Client Hubs in Asana.
Test it with one client.
Watch their eyes light up.
Then keep going.
Your future self — and your bank account — will thank you. 💗
TL;DR:
Being the systems expert makes you indispensable as a VA or OBM.
Asana is the best platform for creating Client Hubs — it’s simple, powerful, and free to start.
A Client Hub keeps all client info, onboarding, deliverables, and results in one place.
Pitch it as a time- and stress-saving solution to your clients.
Setting it up positions you as a strategic partner — not “just a VA.”
👉 In short: Build a Client Hub in Asana, and you’ll transform how your clients see you — and how much they’re willing to pay you.
Ready to Become the Systems Expert Your Clients Can’t Live Without?
If you want to learn exactly how to build Client Hubs and offer Asana setups as a premium service, join my email list for exclusive presale access to my upcoming course.
Or explore all my current Asana tools and templates on my All the Things page.
