Asana Frequently Asked Questions

Password reset

You create your Asana password when you sign up. If you signed up with your Google account, you do not have an Asana password, but you can make one by using the Forgot your password? Link.

If you forgot your password or want to change it, you can reset your password from the login page.

Check your email's inbox for a password reset message from Asana. In this message, there will be a link you can use to log into your account and set a new password.

For organization members with multiple email addresses on their account, the password reset link will always be sent to the email address associated with your organization's domain.

Account deactivation

Only deactivate your individual Asana account if you no longer wish to use Asana. You can deactivate your account via the Account tab of My Settings.

To deactivate your account:

Navigate to the Account tab of My Settings
Click Deactivate account at the bottom of the window.

Once you deactivate your account, you will no longer have access to any data in the account. If you would like to use Asana in the future, you will need to sign up for a new account.

Asana Tip: Deactivation only deactivates your individual Asana account. The organizations and workspaces you belong are shared spaces and will continue to exist.

Workspaces and organizations

Am I in a workspace or an organization?

If it’s a work email domain, you are in an organization. If it’s your personal email domain, you are in a workspace.

From your Asana account, you can create or join as many organizations or workspaces as you need.

Organization vs. Workspace

Organizations are based on having a dedicated company or business email domain. Anyone who signs up to Asana with your company's email domain will automatically join your company's organization as a member.

For example, if you're using Asana at your work, Acme Co., you would create an acmeco.com organization. Be sure to add your work email to your Asana account.

Use a workspace if you are using Asana for personal goals and tasks, or for work if your company does not have a unique email domain. Workspaces act like singular teams.

Can I use both?

Yes!

You can use both if you're using Asana at your company and want to use Asana for outside interests too.

How to start using Asana

Team Basics

Creating an Asana Team

Create a new team to begin collaborating with your colleagues in an organization.

You can do this from your admin console, sidebar, or quick add button.

To create a team via the admin console:

From your admin console, navigate to Teams on the sidebar
Click on the Create team button in the top-right corner
A Create new team popup window will ask you to add your team’s name
You can then add a description for your team
Add members
Choose the team's privacy settings
Click Create team

To create a team via the quick add button:

Click on the quick add button
Select Team
Fill out all the fields in the pop-up window and click Create Team

My Settings

How to add and remove email notifications

From My Settings:

Navigate to the Notifications tab
Scroll down to Email notifications
Click Add new email
Or click Remove email

Add an email address

You can add multiple email addresses to your Asana account. With multiple email addresses associated with your account you can:

Have additional options for emailing tasks into Asana
Have additional options for receiving email notifications
Log into your account using any of your email addresses
Get invitations from other people to join their workspace or organization using any of your email addresses

Remove an email address

You can only remove an email address if you already have more than one email address associated with your account, if you no longer use that email address or if it belongs to someone else.

From the Notifications, under Email notifications scroll down and click Remove Email.

Organizations

What is an organization?

Organizations connect all the employees at your company using Asana in a single space based on your company's shared email domain.

Within the organization, you and your colleagues can split into teams to collaborate on your projects and tasks.

People in your organization

There are different types of people in organizations: organization members, organization guests, and limited access members. Internal employees will be members of your organization, and external contributors will be guests in your organization.

For example, michael@yourco.com is a member of the yourco.com organization, while anyone with any other email address (like @gmail.com or @anotherco.com) is a guest of the yourco.com organization.

Organization members

Organization membership is based on the domain associated with your email address. To become a member of an organization, you must have an email address @ one of your organization's approved email domains.

People who sign up for Asana using an email address @ one of your organization's approved email domains will automatically become members of your organization.

An organization member can:

Create new teams
View a full list of teams that they can request to join within the organization
View names and email addresses of other members and guests in the organization through their team settings. Admins of Premium organizations can also see a full list of organization members and guests through their organization settings.
Access projects and tasks that have been made public to the organization

Organization guests

You can collaborate with clients, contractors, customers, or anyone else who does not have an email address at an approved organization email domain (i.e., @gmail.com or @yahoo.com). These people would become organization guests. Guests have limited access in your organization and can only see what is explicitly shared with them.

An organization guest can only join teams by being invited. They cannot create, view, or submit a request to join any additional teams.

Identifying members and guests

Guests will have a globe icon next to their name in the typehead or members list.

Limited access members

Each team has its own members and projects. Those who don’t have access to all projects within your team will appear as limited access members in your team settings members tab.

Limited access members can see projects and tasks they’ve been added to, but not conversations or other projects in the team.

Join an existing organization

There are two ways to join an organization that someone else at your company has created:

Sign up for Asana with your company email address. You will then automatically join the organization.
Ask someone in the existing organization to invite you to a team.
If you're already using Asana with another email address, add your company email address to your Asana account, and you will automatically join the organization.

Create an organization

Create an organization in Asana in one of the following ways. Some users will need to reach out to us for support by using the Contact us option.

Creating an organization will affect everyone in Asana who uses an email address that matches your company email domain.

Sign up for a new Asana account with your company email address and we will automatically create an organization for you. This is based on your email domain.

In some cases you may sign up this way and end up creating a workspace instead of an organization, if this happens, you can convert your workspace to an organization.

Leave an organization

To leave an organization:

Click on your profile picture
In the drop-down menu, click Settings
Navigate to the Account tab
Click Remove me from this organization

If you are an organization member, this will remove your organization affiliated email address from your Asana account.

Removing someone from an organization

You can remove any user from your organization to strip them of access to your organization and its projects and tasks.

When someone is removed from your organization, the tasks, projects, messages, files, and comments the person created will remain intact, but their assigned tasks will be left unassigned.

To ensure no tasks go unaccounted for, it is a good idea to go into the person's My Tasks and reassign their tasks before deprovisioning them.

Please note that deprovisioning a user from your organization will result in their company email address being removed from their account; if the address is added back to their account, they will reappear in your organization. Additionally, if the user does not have an alternative email address associated with their Asana user account, deprovisioning them from your organization may result in them being locked out of Asana.

To remove somebody from an organization, the following must be true:

You must be an organization member
You and the person you would like to remove must belong to the same team

If you are not in the same team or already have removed someone from the team, invite the person into a team for the sole purpose of removing them from your organization immediately after.

Follow these instructions to remove your recent team member from the organization:

Hover over the team name in the sidebar
Click the three dot icon
Select Edit Team Settings
Navigate to the Members tab
Hover over the relevant name and email address
Select Remove (this button will also show as Cancel Invite if the user hasn't accepted their invitation yet)
Select Remove access to remove them from the team
Click Deprovision to remove them from the organization

Using Asana and Email

Use email integrations to turn conversations into action

The easiest way to move work into Asana is to turn emails into tasks—especially if you correspond with anyone outside your organization (like a contractor, agency, or customers). That way, you can keep your email inbox for correspondence, and use Asana to manage and prioritize work. This is fast and easy with our email integrations.

Try the Asana for Gmail or Outlook apps

If you’re using Gmail and Outlook, try the Asana for Gmail Add-on or Asana for Outlook app to turn emails directly into tasks, assign tasks to teammates, set due dates, and add the task to a project—without leaving your email inbox. It makes your workflow lightning fast.

For example, if a customer emails you to request a training session for their team, you can turn their ask into a task directly with the integration. This turns it into a trackable task, with all the context from the email so you can prioritize it with other work, attach any documents you might need so they’re handy for the training, and not forget when it is.

Turn emails into Asana tasks

If you don't use Gmail or Outlook, you can still forward any email to x@mail.asana.com and it will automatically go to My tasks. For more detailed instructions, check out our Help article about forwarding emails to Asana.