Automating SEO Rank Tracking and Task Management in Asana

Client Overview

Digital Spotlight is a marketing agency that helps brands grow through SEO and paid media. Their teams rely heavily on rank data to decide when to optimize, add links, or double down on winning strategies.

Problem

The process was partly automated but still highly manual:

• Weekly exports from Keywords.com → uploaded into Google Sheets
• Custom formulas and scripts to filter for top-performing keywords
• Manual review by team members
• Manual creation of Asana tasks with keyword and ranking info

This workflow cost the team hours of work per week per client and delayed action on ranking opportunities.

Objectives

• Remove dependency on Google Sheets by pulling data directly from Keywords.com API
• Apply smart rules automatically to detect “sticky” keywords worth acting on
• Integrate seamlessly with Asana to auto-assign tasks with all needed details

Solution

We:

1. Integrated Keywords.com API with a custom dashboard for multi-client rank tracking
2. Defined a rule: keywords in Top 5 for at least 5 of the last 6 weeks trigger action
3. Automated Asana task creation, mapping tasks to the right project and person(s)
4. Populated tasks with keyword lists, rankings, and history so SEOs had context immediately

Results

• 80% less manual effort: eliminated weekly exports, spreadsheet checks, and manual task creation
• Consistent execution: no opportunities missed due to human oversight
• Scalable system: supports multiple clients effortlessly, freeing the team to focus on optimization and strategy

Conclusion

With this automation in place, Digital Spotlight shifted from reactive, manual processes to proactive, automated workflows. Their SEO specialists now receive actionable Asana tasks instantly, saving time and ensuring consistency across all campaigns.

Client Feedback

“We used to spend hours every week exporting data, updating Google Sheets, and creating tasks by hand. Now it’s completely automated. The time saved is massive, and our team can jump straight into strategy instead of admin.”