Guests FAQ

What does it mean to be a Guest in an Organization?

A Guest is a user who does not share your email domain and has been invited to your Organization to work on a specific task, project or team.

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

What can a Guest in an Organization access?

Guests have limited access to the Organization and only see what is explicitly shared with them.

  • If you share a task with them; they will only see that task.
  • If you share a project with them; they will see that project and all tasks within that project.
  • If you invite them to a Team; they will see all public projects within that Team, providing they’ve been added as a team member.

Organization Guests will have access to all paid features in an Organization or team they’re invited to, however they are unable create/edit/delete custom fields or search for them using the Advanced Search tool. They will only be able to input or edit the values of existing custom fields.

Guests

Guests don’t have access to the “Manage Custom Fields” option.

Do I have to pay for Guests in a paid Organization?

No. Guests do not contribute toward your overall Membership count when upgrading an entire Organization.

What’s the difference between a Guest and a Limited Access Member (LAM)?

Guest LAM
Don’t share your email domain Share your email domain
Unique to Organizations Exist in both Organizations and Workspaces
Don’t count towards your premium plan size Contribute to the seat count in paid Teams or Organizations

Can Guests see each other in an Organization?

private users

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

If two people are seeing each other as a “Private User”, they are both Guests. If Guests see this, that means they are not working in either the same team, project or task together; this is to ensure that if you’re working with clients, they cannot see one another’s names unless you want them to. Once they are both following the same task or working in the same project or team, their names will be displayed for one another.

In order for Guests to see one another’s names, they must be Members of at least one project or following at least one task together.

Just add both Guests as Members to the same project or task and they will then be able to see each other’s names.

Who can invite Guests in an Organization?

Any Member can add a Guest to an Organization. Also, Organization Guests can invite other Guests to your Organization by sharing the projects and tasks that they have been given access to.

Enterprise Division or Organization Admins can also set a policy on who is allowed to invite external Guests into the Organization. Read more here about Guest Invite Controls.

Can a Guest become an admin of an Organization?

No. You must be a full Organization Member in order to become an admin of a paid Organization.

Can I convert a Guest to a Member or vice versa?

No. It isn’t possible to convert a Guest to a Member or vice versa.

The only way to turn a Guest into a Member, would be to set them up with an email address under your corporate domain and have them add this new address to their Asana account.

Can a Guest upgrade an Organization to a paid tier?

No, only a Member of a free Organization or the Billing Owner of a premium Organization can request to upgrade or make changes to your paid plan.

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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 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.