Asana + Custom Automation
Rubicon Yacht Operations Workflow System
Project Overview
A yacht management client hired me to build a simple, scalable task management system for overseeing operations across three independent yachts, each managed by a rotating freelance skipper and crew. The client needed a system that would track recurring trip tasks, maintenance, inventory, reporting, and media submissions, while being easy enough for skippers with no technical background to use.
I designed and implemented an end-to-end solution in Asana, incorporating advanced task automation, structured permissions, dashboard reporting, and custom training resources for both HQ and onboard crew.
Goals & Objectives
Build a lightweight but powerful task system tailored to his boat-based operations.
Create a structure that allows one skipper per boat to manage everything from one login.
Track key workflows: trip tasks, maintenance (planned + unplanned), parts, inventory, and daily media.
Ensure HQ has clear visibility over all boats without micromanaging.
Provide a zero-confusion experience for skippers via training videos and simple interfaces.
Key Processes & Features
The project was handled and completed by the following processes;
1
Multi-Boat Workspace Design
Tools Used: Asana
- One Asana workspace with three separate teams, each representing a yacht.
Each team contains six standardized projects:
Recurring Trip Tasks
Planned Maintenance
Unplanned Maintenance
Inventory Check
Parts Tracking
Daily Media Submission
- Each project was structured with custom sections (e.g., “Pre-Departure”, “Voyage”, “End-of-Trip”) and designed for repeat use.
2
Skipper Permissions & Simplicity
Tools Used: Asana Rules, Permissions
Each skipper has access only to their yacht’s team via a shared login.
- Permissions configured so they can:
✅ Mark tasks as done
✅ Comment and upload photos
❌ Cannot delete tasks, reassign, or change due dates
- Task dependencies ensure subtasks must be completed before major milestones are marked done.
3
Automated Alerts & Recurring Tasks
Tools Used: Asana Rules, Recurrence Settings
Overdue task rules trigger automatic alerts to the skipper and HQ.
Repeating tasks configured for:
Monthly inventory checks
Daily media uploads
Quarterly maintenance
4
Inventory & Parts Automation
Tools Used: Asana Custom Fields + Automation
Each part/inventory item includes fields for:
Quantity needed vs. available
Status: Ordered → In Transit → Delivered → Installed
Low-stock triggers part requests inside the Parts Tracking project.
HQ can easily track movement of equipment from order to install.
5
Visibility for HQ (Dashboards & Reporting)
Tools Used: Asana Dashboards + Custom Search Filters
Separate dashboard per boat showing:
⏳ Upcoming tasks
✅ Completed tasks
🚨 Overdue tasks
HQ can toggle between teams or use saved filters to oversee all yachts at a glance.
6
Training & Documentation
Tools Used: Custom Video Walkthroughs (Awesomescreenshot, Google Drive)
I created two detailed training videos:
One for HQ/Admins, showing task creation, tracking, and dashboard use
One for Skippers, showing how to log in, complete tasks, and submit updates
These helped the team onboard themselves without live calls or external training sessions.
Results
Skippers now have a simple, no-friction system to follow.
HQ has real-time visibility across all three yachts.
The system eliminated task confusion during crew handovers.
No training bottlenecks — team members refer to videos and get started immediately.
Screenshots
Client Review
Very good, fast, and efficient delivery of an Asana setup. Responsive to feedback and changes needed. We were impressed.
Conclusion
This project demonstrates how a low-complexity tool like Asana can be transformed into a powerful operations platform with the right structure, automation, and onboarding. For teams like yacht crews or field-based operations, the result is clarity, accountability, and consistency — without technical overload.
Project Information
Clients: Rubicon3
Category: Project Mgmt. Setup
Services: Full Account configuration & Training
Skills Used: Workflow Design, Permission Handling, Operations Consulting, Client Training & Documentation
Technologies Used: Asana.com
Duration: 2 Weeks
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