Common questions

Answers to frequently asked billing related questions can be found here.

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 make sense for you.

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 working in Asana at your company and you want to use Asana for outside interests, too.

The table below outlines the differences between Workspaces, Teams and Organizations.

Workspace team Organization
Can be created with a personal email address Must be created using a company/work email address
Acts as one team for personal or smaller team use Acts as one team within an Organization Houses multiple teams
Cannot create new teams Can create multiple teams
Anyone can be added as a Member or a Limited Access Member Membership is defined by team permission settings Organization Membership is defined by the company email domain. All others will join your Organization as Guests

How do I convert my Workspace into an Organization?

If you haven’t already done so, add your company email address to your account.  

With a company email address on your account, you can then convert one of your Workspaces into an Organization.  

If you do not see the option to convert to an Organization, contact our Support Team for help.

Who owns my Workspace or Organization?

Workspaces and Organizations are shared spaces that can be managed by all Members. In the free version of Asana, ownership of a Workspace or Organization is collective and managed by all Members with access.

Who owns the Workspace or Organization in a Premium account?

In a Premium Workspace or Organization, Members still collectively manage all Projects and Tasks, but billing is managed by the billing owner, and Organization membership is managed by the Organization Admin Console.  

Learn how to create a new Organization here.  

How do I start fresh with a personal account instead of a business account?

When you sign up for Asana, you create an individual account for yourself that is associated with your name, your email address(es), and your photo (if you upload one). There is no option at any stage of setup to choose a business or personal account - they are all the same.

If you are planning to use Asana for work, start with an Organization, if it’s for personal use consider a Workspace.

How to switch from Org to Workspace?

If you’ve started with an Organization and now want a Workspace account, no problem. Do not deactivate your account, you simply leave the Organization and create a Workspace.

Deactivating your account will not deactivate the Organization but you will no longer have access to its content. You cannot really leave an Organization unless you add a non-Organization affiliated email address to your account.

From your Asana account, you can create, join, or leave multiple Organizations and Workspaces. You can navigate between them from your Workspace and Organization Settings by clicking your Profile icon in the topbar

Who can see my Workspaces or Organizations?

Only the Members of a given Workspace or Organization can see it in the sidebar.

If you are a Member of a Workspace called “Travel” that you made for yourself and you are also a Member of your company’s Organization, acmeco.com, no one in acmeco.com will see that you are a Member of Travel, unless they are also a Member of Travel.

Conversely, you cannot see the other Workspaces and Organizations other people are Members of.

My company is changing email domains, what do I need to do in Asana?

The first step is to add your new email address to your Asana account.

How to update your Organization’s domain

When you have a new email address, access the Admin Console and navigate to the Settings tab to click on Associated email domains. From here, you can then submit a form and our support team will make the necessary changes. Please ensure you have verified your new email address prior to submitting the form.

Update domain

You can convert your Workspace to an Organization easily.

Can free Organizations change email domains?

Free Organizations can also request to change email domains through the Admin Console.

A domain switch is available to all tiers

How do I disable the “Consider updating your project’s status” tasks?

If you are the Project Owner, the system will assign you a Task to update your Project’s status. In the Task description, you should find a link to the corresponding Projects you are the owner of.

Updated project reminder

Open the Project, navigate to the Progress View, and click the “Remind me to update the status every Friday box. If you do not wish to receive these reminders, you can simply turn them off.

How do I work with clients in my Organization?

You can invite clients to your Organization as Guests.  

Organization membership is defined by your company’s email domain (michael@yourco.com is a part of the yourco.com Organization). Those who do not have an email address @ your company’s email domain may be invited to your Organization as an Organization Guest.    

What exactly can guests of an Organization see?

There are limited Permissions.  

Guests have limited access within the Workspace or Organization they’re invited to, and can only see what is explicitly shared with them.

Why was my email address removed from my Asana account?

In free Organizations, all members have the ability to deprovision other members from the Organization.

In Premium Organizations, Administrators have the ability to deprovision members from the Organization to remove their access.

If you need to regain access to the Organization again please contact an Organization member or the Administrator.

How do I reactivate a deactivated user?

Afer you have deprovisioned someone from your Organization, a Private Project containing their previously assigned Tasks will be created for you.

If this hasn’t happened and you have some further questions reach out to Support.

I already have an account, why am I stuck on the account creation screen?

When someone invites you to join their team using another email address than the one already added to your Asana account, you’ll see a new creation screen and may be prompted to create new Teams. To resolve this, log in to your existing account using a different browser or incognito window and add the new email address from there. This will allow you to access the Team you’ve been invited to using your own account.

Alternatively, click Continue underneath the Teams creation menu, and continue into your new account. You can then merge this account with your existing one. After you merge your accounts, you will be able to log in to one account with either email address and be able to access all the Organizations and Workspaces that you are a part of.

If you usually use Google SSO to log in or are having issues, contact our support team for further steps.

Why am I appearing as a Private User?

If two people are seeing each other as a “Private User”, they are both Guests.

Guests have limited access within the Workspace or Organization they’re invited to, and can only see what is explicitly shared with them.

Can Guests see each other’s names?

In order for Guests to see one another’s names, they must be Members of at least one project together. Just add both Guests as Members to the same project and they will then be able to see each other’s names.

Why am I receiving team Membership requests when I’m not the admin?

All Team members will receive an email notification for requests to join the Team by default. You can however limit these email notifications to a specific set of members. Membership request notification settings are only available to Teams that are set to Membership by Request.

join request notifications

Limit membership request notifications

  1. Access the Team SettingsTeam Settings team settings are adjustments that only affect a team, not an entire Organization. Read more
  2. Navigate to the Advanced tab
  3. Click the Only select members are notified to approve new members radial button
  4. Enter the member’s name(s) you want to be notified for new membership requests

What happens to someone’s tasks if they leave the company?

In free Organizations and Workspaces

Tasks and Projects that the former employee held as private will no longer be viewable. Tasks that were public or were associated with a shared Project will remain accessible but may become unassigned.

In a Premium Organization

A Private Project will be created for the Administrator containing both public and private tasks previously assigned to the former employee.

Can they still see comments

Comments the former employee made on Tasks will still be visible on both tiers but their profile photo will be gone and their name will not be clickable.

Deprovisioned employees will no longer see your company’s Workspace or Organization in the topbar of their Asana account and will no longer have access to its Projects and Tasks.

I removed someone, but they still appear in the typeahead when I assign a task. Why?

Organizations can consists of multiple teams. When you removed this person, you removed them from a team in your free Organization, but did not select to remove them from the Organization at that time.

They therefore do not appear in any teams, but still exist in the Organization and also appear in the typeahead when you’re assigning tasks. To remove them, you’ll need to invite them back to a Team for the express purpose of deprovisioning them as shown and explained in this Guide article.  

Those who have been removed from a Workspace or Organization will receive an email notification.

What do I do when I leave my company?

  1. Add a non-company-affiliated email address to your account so that you do not lose access to Asana.

  2. Reassign your tasks to people who should take over your work. Use multi-select to reassign your tasks in bulk.

  3. If you are the Billing Owner for a Premium Organization, Team, or Workspace, reassign that responsibility.

  4. If you are the Administrator for a Premium Organization, make sure there are other Administrators.

  5. Consider deleting your private tasks or making them public.

  6. Leave your company’s Organization or Workspace. For the former, it is likely an Administrator will deprovision you.

What if I accidentally delete something?

I cannot find a Project, help!

If you have the Project’s ID it is no problem.

If not, consider reaching out to the person who deleted the project as he/she should have received an email containing the Project’s ID along with instructions to recover it automatically. Please ask them to contact us and provide the Project’s ID.

If you happened to delete it please send us the following:

  • The name of the Workspace or Organization where the Project lived
  • The URL of any Task that was in the Project (you can likely find this in an old email notification for the Task).

How do I recover a Task or a Subtask?

  • Try to find the task in Search - maybe it’s still active or perhaps it has been moved to your deleted items.

  • If it’s definitely deleted, check Deleted Tasks or ask the person who accidentally deleted it to check.

Contact us if you have no success in restoring the Task or Project.

Why aren’t my subtasks appearing in the calendar?

Subtasks do not inherit the Projects, Tags, nor the Assignee of their Parent Tasks.

Subtasks act as independent Tasks to their Parent Task.

Subtasks need to have a due date and added to the Project manually to appear on your Project Calendar.

You can add a link to a Task description through the Insert link button and in Task Comment through the rich text button.

How do I change the name of an Organization?

Only Administrators in premium Organizations have the option to change the Organization name.

If you are in a free Organization, your Organization name will be the same as the email domain for your work email. For example, if your company is called “Acme Co” and your work email address is “acme.co,” then the Asana Organization for your company will be named “acme.co.”

How do I deactivate an Organization?

Organizations are shared. People can create private tasks and projects inside Organizations that you may not know about. Therefore, there is no “delete all” button.

Instead, you can do the following:

Organizations are how companies exist in Asana. If you do all of the above and leave the Organization empty, someone new signing up for Asana with their company email address will be auto-joined to the Organization that you left.

If you would instead like us to make a brand new Organization for the company email domain when someone new joins, contact us and we’ll remove the company email address from our system and free up the domain.

Deleting an Organization in favor of a Workspace is not advisable - we will eventually only offer Organizations. Also, deleting an Organization to “start fresh” is unnecessary, since you can simply delete the Projects and Tasks from the Organization.

How do I deactivate my account?

You can deactivate your account via the Account tab in My Profile Settings

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.

Deactivating your account will only deactivate your individual account. It will not deactivate any of the Workspaces or Organizations you belong to. If you wish to also deactivate the Workspaces or Organizations you’re a Member of, you must remove all Projects, Tasks and members before you can leave the space yourself. If you have any issues, please write into Support.

What does the “It looks like you don’t have access” error mean?

If you encounter a It looks like you don’t have access error, it could be one or more of the following scenarios:

Incorrect email

It’s possible you may have multiple accounts. Your teammate might have invited you using a different email address than the one you signed up with.

To solve:

  • Log out
  • Log in again, this time using the same email address at which you received the invitation or notification

Project/Task/Tag deletion

You received a notification for, or an invitation to, an item that was later deleted.

Changes in permissions

You received a notification for a Task or an invitation which was later marked as private.

To solve:

  • You’ll need to ask someone who has access to add you back, if appropriate.

Out-of-date bookmarks

You bookmarked a specific task or project URL and that item no longer exists.

If you just want a bookmark in your browser to help you navigate to Asana each day, use https://app.asana.com, rather than specific task or Project URLs.

Canceled invitations

Someone invited you to a project by accident, and then canceled the invite.

To solve:

  • Ask the person who invited you if they want to resend the invite, or you can simply ignore it.

How do other companies use Asana?

Suggestions of how teams can use Asana to suit their workflows can be found in our Examples article and the Asana Community Forum.

Is Asana available in languages other than English?

Asana is currently available in English, French, German, Portuguese, Spanish and Japanese. Switch language from the Display tab of your Profile Settings.

How do I change the Calendar view so Monday is the first day of the week?

If you would like to adjust your Calendar view so Monday is the first day of the week, access your profile settings, navigate to the Display tab and then select Monday in the dropdown.

Calendar-start-day

How can I change my Time Zone in Asana?

Asana determines this based on your IP address and changes it by default. The time zone is set automatically every time you use the product, so if you go on vacation or abroad and your computer time zone changes, so will the timezone in Asana.

What about email reminders?

It is currently not possible to change the time settings for emails. As it stands, they are based on the PST time zone (Pacific Standard Time). This is 8 hours behind Coordinated Universal Time (UTC).

What’s your GDPR policy at Asana?

Under the General Data Protection Regulation act organizations that collect, maintain, use, or otherwise process EU residents’ personal data (regardless of the organization’s location) must implement certain privacy and security safeguards for that data. Asana has established a comprehensive GDPR compliance program. Read about the significant steps Asana has taken to align its practices with GDPR.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks.

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in Recently Assigned.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type Tab+N in any task row to create a new section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.