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.

account diagram

Learn more about privacy between these spaces here.  

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 two types of people in Organizations: Organization Members and Organization Guests. 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.

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.

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