Managing an Organization

Asana accountsaccountsWhen someone first joins Asana, they start with an account. Only a single user can access an account.Read more are free and tied to individuals; Asana accounts grant access to shared WorkspacesWorkspacesA Workspace is a collection of people and projects in Asana that does not require a company or custom email domain.Read more and Organizations to collaborate with other Asana users.

With a single Asana account, you can create or join multiple Workspaces & Organizations to collaborate with various groups of Asana users; these Workspaces and Organizations you belong to are their own separate entities, each with their own unique set of people, projects, and tasks.

Since each Workspace and Organization are their own separate entities, your colleagues cannot see the other Workspaces or Organizations you belong to, nor can you see the other Workspaces & Organizations your colleagues may belong to. Learn more about privacy between these spaces here.

account diagram

Learn more about the permission settings of your projects & tasks within each of your Workspaces & Organizations here.  

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 teamsteamsA team is a group of people in an Organization who are working together on a collection of projects.Read more to collaborate on your projectsprojectsProjects are lists of tasks.Read more and taskstasksTasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information.Read more.

organization diagram

If you or your company do not have a unique, shared email domain, you can collaborate in a Workspace instead.

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 in 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.

You cannot convert an Organization Member into a Guest. Membership in an Organization is automatically determined by the person's email address.

Organization Members

Organization membership is based on the domain associated with your email address. To become a Member in 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 teamsteamsA team is a group of people in an Organization who are working together on a collection of projects.Read more
  • View a full list of Teams that they can request to joinrequest to joinRequest to join a Team to access its projects. Requests to join a Team must be approved by an existing team memberRead more 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 projectsprojectsProjects are lists of tasks.Read more and taskstasksTasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information.Read more that have been made public to the Organization

Members who have automatically joined your Organization will have to request to join or be invited to one of your Teams in order to collaborate with you on projects and tasks that you have not explicitly set as public. Learn more here.

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.

Organization Guests can invite other Guests to your Organization by sharing the projects and tasks that they have been given access to.

Identifying Members and Guests

guest identification

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.

Limited Access Members will need to be accommodated in your plan if you decide to upgrade a team within your Organization to Asana Premium.

Join an existing Organization

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

  1. Sign up for Asana with your company email address. You will then automatically join the Organization
  2. Ask someone in the existing Organization to inviteinviteInviting a user lets you bring people on to a shared team in an Organization to begin collaborating with them.Read more you to a Team
  3. 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

Invite people to your Organization

You can add someone to your Organization by invitinginvitingInviting a user lets you bring people on to a shared team in an Organization to begin collaborating with them.Read more them to one of your Teams.

Shareable invite links make it easy to invite lots of people to a team or project. Users can share the link through a variety of channels (via email, Slack, text, etc). They can even post it in their team’s onboarding wiki or even a Google Doc.

The shareable invite link should be used for Members, and the email option should be used for Guests.

Invite to a project via a link

Share a project

Invite to a project:

  1. Click on the project on the left sidebar
  2. Click into the Share icon
  3. Select Invite with link from the pop up window
  4. Copy link to share project

When somebody joins a project with a shareable invite link, they will have the default edit/comment permissions for that project.

Invite to a team via a link

invite people to a team

Invite to a team:

  1. Find your team’s name under Teams on the left sidebar
  2. Click into the invite icon.
  3. Select Invite with link from the pop up window
  4. Select a team from the drop-down list
  5. Copy link to invite people to your team

You can also invite people to an organization with a shareable link through the Omnibutton

invite people via omni

Invite to a team via the Omnibutton:

From the Omnibutton click on the drop down menu and select Invite. A pop up window will give you the option to invite people to the organization with a link.

Inviting Guests

Should you wish to invite Guests to your project/team, please use the Invite with email option.

Organization Guests cannot join Teams or Projects using the shareable invite links - only Organization Members with an email on the Org domain. Choose Invite with email for Guests.

Deactivate link

Clicking deactivate will permanently deactivate the link. No one will be able to use the link again.

deactivate link

Leave an Organization

leave organization

To leave an Organization:

  1. Click your profile photo
  2. In the drop down menu, hover over More
  3. Select Remove me from this Organization

If you are an Organization Member, this will remove your Organization affiliated email address from your Asana account. Before leaving, be sure to first add a personal email address to your account so that you can continue to access your Asana account.

Removing a corporate email address from your account will subsequently remove you from the Organization.

Remove someone from an Organization

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

When someone is removed from your Organization, the taskstasksTasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information.Read more, projectsprojectsProjects are lists of tasks.Read more, conversationsconversationsConversations are how users communicate in Asana. Start a conversation on any project or team page.Read more, attachmentsattachmentsA file that is attached to a task or conversation.Read more and commentscommentsComment on a task or conversation to offer help, answer questions, and help move work forward.Read more 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 reassignreassignThe person responsible for the task or subtask. Asana allows one assignee per task or subtask.Read more 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.

In order 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 teamteamA team is a group of people in an Organization who are working together on a collection of projects.Read more.

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

free depro

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

In premium Organizations, only Administrators can deprovision Members. Learn how here.

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