Advanced Database/CRM/Event Management Techniques


I use asana as a mini-crm but we are not in sales but a religious/educational nonprofit. Thus our needs are more focused on tracking interactions with clientele long-term over the course of years. This means tracking event and class attendance and formal/informal interactions.
One of the challenges we are facing is how to track event attendance on an individual and global scale. Meaning if I have a project called Database with individual records for each contact and subtasks for each interaction, how can I easily track that they attended an event in a way that I can filter the database by that event easily?
Tags would seem to be the way to go but having hundreds of tags is cumbersome…


Hi @Yossi_Goldblatt

I am facing similar challenge, and I have solved them in a couple of different ways.

The first I see is to create a project for every event, and add a person (a person is a task for me) to that specific event. You can even use headers to define if the person is “invited:” or “booked:” or any definition/stage you want. In this way in the person task you will see in which projects he is in.

Alternatively you can create a subtask for every invitation and add the subtasks to the project. This will leave the main person/task more clean and you will be able to use the subtasks to contain the specific information on which event he was in. In this way you will be able to use custom fields in the project event and assign them to the person subtask, without assigning one specific field to a person who is in more than one event.

Just my 2 cents of course




@Yossi_Goldblatt I have done something similar by using custom fields. If you have a premium account, custom fields will work for this.

For me, I wanted to track usages of specific assets in multiple marketing materials. So I created 3 custom fields with all the same options. I just titled the fields 1, 2 and 3. Then, each task can be assigned multiple properties that I can then sort and search by.