Email domain management for Asana organizations

What is an email domain?

An email domain is what comes after the @ in an email address. Companies typically have email domains featuring their names to ease identification. For example, John Smith works for a company named ACME. His email address is john.smith@acme.com, so the email domain in this case is acme.com.

What is an organization in Asana?

An organization in Asana is an instance associated with a company email domain. It’s a shared space that connects all the employees at your company based on your company's email domain. Within the organization, you and your colleagues can split into teams to collaborate on your projects and tasks.

Adding an email address to your account vs adding an email domain to your organization:

1. Adding a company’s email address to your account will convert you into a full member of the corresponding organization. For example, adding john.smith@acme.com to your Asana account will make you a full member of the acme.com organization, if this organization exists in Asana.

2. Adding an email domain to an organization will automatically add all Asana users with a corresponding email address as full members of this organization. It will also convert all guests with a corresponding email address into full members of this organization. For example, once the @acme.com email domain has been added to your organization, john.smith@acme.com will be added as a full member. jane.smith@acme.com, who was previously a guest, will be converted to a full member.

How to submit a domain change request:

Admins and super admins of your organization can submit their request via the admin console. To do so please follow the steps listed below:

1. Navigate to the Settings tab.
2. Click on Associated email domains under the Domain settings section.
3. In the pop up window, you can access the request form by clicking on Add or update email domains.

How long will it take for my request to be processed?

Most requests are replied to within 3 business days. A member of the Asana support team will contact you if we need further information, or as soon as your request has been processed.

Most common use cases:

Replacing an email domain

My company Acme.com is rebranding into Acme-international.com and staff will receive new acme-international.com email addresses.

• Add your @acme-international.com email address to your individual Asana account by following the steps outlined here.
• Ask the members of your organization to add their new “@acme-international.com” email address to their account too.
• Submit a request to replace the “Acme.com” email domain with “Acme-international.com”.
• Once actioned by our team, users who have added their @acme-international.com will count as full members of your organization, and users who only have an @acme.com email address will become guests.

Adding additional email domains

My company Acme.com is acquiring new email domains: Acme.net & Acme.io

• Add your @acme-international.com email address to your individual Asana account by following the steps outlined here.
• Submit a request for the Acme.net & the Acme.io email domains to be associated with your organization.
• Any Asana user with an @acme.com, an @acme.net or an @acme.io email address will be automatically added and count as a full member of your organization.

Merging with a company not currently using Asana

My company Acme.com is merging with another company Acme-international.com who is not currently using Asana:

• Submit a request for the Acme-international.com email domain to be added your organization

Merging with a company that is also using Asana

My company is merging with another company and both companies are already using Asana:

• Our migration team will guide you through the steps to migrate the data from one organization into the other. You can learn more about data migration in this article.

General notes

• An organization can have multiple email domains
• Each email domain can only be tied to a single organization
• Each organization must be associated with at least one unique email domain
• Your company must own and have full control over the email domains that are associated with your Asana organization
• Public email domains such as @gmail.com, @hotmail.com, etc. are not eligible
• If an organization has already been created using the email domain you wish to add, the support team will guide you through the different solutions

Renaming an organization

Adding or removing a domain will not impact the name of your organization, if you wish to rename your organization an admin of the organization can do so by following the steps below:

1. Access the Admin console.
2. Navigate to the Settings tab.
3. Click on Organization name.
4. Provide the new name and click on Save changes.

If you are not an admin and wish to rename your organization, please reach out to our support team for assistance.

Adding a domain

• When associating a new domain with an organization, all users who have created or will create an Asana account with a matching email address will be added as full members of your organization.
• Make sure you have added the corresponding email address to your account before requesting to add a new email domain to your organization. For further reference on how to do so, please have a look at this guide article.
• If you do not own an email address matching the email domain you wish to add to your organization, the support team will ask you for approval from a user who does.
• Adding a new email domain to your organization may impact the number of seats needed on your organization's subscriptions. If this is the case, approval from all billing owners will be needed to proceed.
• Following the addition of an email domain to your organization, you may see some duplicate accounts in your organization. To resolve this, users with duplicate accounts will have to merge them.

Removing a domain

• Your organization must be associated with at least one email domain, it is not possible to remove the last email domain associated with your organization without deactivating the organization.
• Organization members should add a new email address matching one of the domains that remain associated with your organization. Users that have not yet added a matching email address will be converted into guests once the old domain is removed.
• Please make sure that all billing owners and admins have also added an email address matching one of the domains that remain associated with your organization.

Replacing a domain

• You can make a request to replace one email domain with another.
• When actioning your request, the Asana support team will firstly add the new domain (see above) and then remove the old domain.