Managing an Organization

Asana accountsaccounts When 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 WorkspacesWorkspaces A 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 TeamsTeams A team is a group of people in an Organization who are working together on a collection of projects. Read more to collaborate on your projectsprojects Projects are lists of tasks. Read more and taskstasks Tasks 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 TeamsTeams A 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 join Request to join a Team to access its projects. Requests to join a Team must be approved by an existing team member Read more within the Organization
  • View names and email addresses of other Members and Guests in the Organization
  • Access projectsprojects Projects are lists of tasks. Read more and taskstasks Tasks 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 sidebar.

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 inviteinvite Inviting 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 invitinginviting Inviting 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.

Leave an Organization

leave organization

To leave an Organization:

  1. Click your profile photo
  2. In the drop down menu, click 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 taskstasks Tasks 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 , projectsprojects Projects are lists of tasks. Read more , conversationsconversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more , attachmentsattachments A file that is attached to a task or conversation. Read more and commentscomments Comment 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 reassignreassign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more their tasks before deprovisioning them.

In premium Organizations, deprovisioning automatically creates a project with all the deprovisioned person’s My Tasks so that an Administrator can easily reassign them.

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 TeamTeam A 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

Once you two are in the same Team, follow these instructions to remove them from the Organization:

  • Hover over the Team name in the sidebar
  • Click the gear 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.

Log in

or

Forgot password?

Sign Up

Please use your work email address, so we can connect you with your team in Asana.

Sign Up

Please use your work email address, so we can connect you with your team in Asana.

Try Now

Please use your work email address, so we can connect you with your team in Asana.

Buy Now

Please use your work email address, so we can connect you with your team in Asana.

Enter a work email address

This email looks like a personal email address. If you want to be connected with your team, please use your work email address.

Enter a work email address

Why are we asking? Continue with my email

Oops, we couldn’t sign you up!

We tried, but there was a problem creating your account. Please close this window and try again!

Hey there, we’ve already met!

Add link to

Error: Please select a workspace before adding link


Sorry, we don’t support this browser

Asana doesn’t work with the internet browser you are currently using. Please sign up using one of these supported browsers instead.


Please login or sign up for Asana to calculate your price

or

Forgot password?

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 New Tasks.

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 : at the end of any task title to make it a 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.