Managing a team

Team members

Teams are subsets of people in your Organization that collaborate on projects with each other. Each Team has its own members and projectsprojects Projects are lists of tasks. Read more . 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.

team settings members

To access team members:

  • Hover over the team name in your sidebar and click the gear icon that appears
  • Click Edit Team Settings

team settings members

Navigate to the Members tab, and you’ll see a list of full team members and those with limited access. If you’re a full team member you can grant full team access to Limited Access Members in this list.

Adding someone as a task follower or assignee in a project within a team, will not add them to that team’s Members list. They will need to be added as a project member.

As a team member, you can:

  • Access all public projects in your team
  • Adjust the team’s permission setting
  • Invite members to your team
  • Remove members from your team
  • Rename your Team
  • See all team ConversationsConversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more
  • Access the Team Calendar

Approve requests to join the team

When somebody requests to join a team, the request must be approved in order for the person to become a member.

approve join team request

Approve pending membership requests

  1. Hover over the team name in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more and click the gear icon
  2. Select Approve Pending Members

Team members will also receive a notification at the top of their screen, indicating that there is a new team member awaiting approval.

approve request

From the member requests screen, you can select Approve or Deny next to any person’s name.

Public teams do not require approvals.

Membership request notifications

By default, all current team members will receive an email notification for requests to join the team and any member can click through to approve, but you can limit these email notifications to a specific set of members.

All team members can still approve requests to join the team even if you limit who receives these notifications.

join request notifications

Limit membership request notifications

  1. Access the Team SettingsTeam Settings team settings are adjustments that only affect a team, not an entire Organization. Read more
  2. Navigate to the Advanced tab
  3. Click the Only select members are notified to approve new members radial button
  4. Enter the member’s name(s) you want to be notified for new membership requests

Membership request notification settings are only available to teams that are set to Membership by Request.

Invite someone to a team

Invite someone to a team in your Organization to give them access to the team’s projects.

invite to team

You can invite someone to your team by:

  1. Clicking the + icon under the team’s name in the sidebarsidebar Use the sidebar to navigate to the dashboard, starred items, projects, and teams. The sidebar can be collapsed. Read more
  2. Clicking the Quick Add button and selecting Invite from the drop down menu
  3. Clicking the + icon in the team page’s headerheader The header is part of the user interface between the top bar and the main pane and lets users navigate projects. Read more

From there, enter the person’s name or email address to invite them into the team.

Learn more about inviting teammates with How to Asana

Remove someone from a team

Remove someone from your team if you no longer want them to access the team’s projects and Team ConversationsTeam Conversations You can start a team Conversation to make an announcement, discuss multiple projects, or share team-related information. Read more .

Learn how to remove someone from your Organization entirely in this article.  

remove from team

To remove someone from a team:

  1. Access the Team SettingsTeam Settings team settings are adjustments that only affect a team, not an entire Organization. Read more
  2. Navigate to the Members tab
  3. Hover over the person’s name and select the Remove button that appears
  4. Select Remove Access (or Cancel Invite)

This process can also be used to cancel any pending invitations into the team.

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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 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.