Understanding Workspaces

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 Workspaces and OrganizationsOrganizations Organizations connect everyone in a company using Asana based on a shared email domain. Read more 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 a Workspace?

A Workspace is a collection of people that collaborate on projects and tasks. Workspaces can be used by any group of people and do not require a common company email domain.

People signing up with a personal email address (i.e. @gmail.com or @yahoo.com) will start off with a Workspace.

If you have a company email domain, consider using an Organization instead.

People in your Workspace

There are two types of people in a Workspace: Workspace Members and Workspace Guests. Workspace Members have full access to your Workspace, while Workspace Guests are limited to the projects, tasks, and conversations explicitly shared with them.

Workspace Members

Workspace Members have full access to all public projects, tasks, and conversations in your Workspace.

All Workspace Members can:

  • Rename Workspaces
  • Upgrade or Downgrade to a Premium Plan
  • Become Billing Owner
  • Invite or remove people
  • Convert people to Members or Guests

Workspace Guests

Workspace Guests are people with restricted access to your Workspace. Workspace Guests will only see projects you share with them. You might invite contractors, clients, or other third parties as Workspace Guests, giving them access to relevant projects and tasks without giving them access to everything in your Workspace.

Workspace Guests cannot:

  • Rename Workspaces
  • Upgrade or Downgrade to a Premium Plan
  • Become Billing Owner
  • Invite people as full Members
  • Remove people
  • Convert people to Members or Guests

Workspace Guests can:

  • Create new projects and tasks
  • Edit the projects and tasks that have been shared with them
  • Invite other Guests
  • Compose Conversations

Identifying Members and Guests

Guests will have a globe icon next to their name in the Members tab of your Workspace Settings.

You can also convert any Member into a Guest, or vice versa.  

Join an existing Workspace

In order join a Workspace, request a Member to invite you in.  

Leave a Workspace

Leave a Workspace if you are no longer actively collaborating with the Workspace Members.

Once you leave, you will not have any access to projects or tasks in the Workspace and the Workspace will no longer appear in your account, but the Workspace will continue to exist.

leave workspace

Leave a Workspace

  1. Click your profile photo
  2. Click More
  3. Select Remove me from this Workspace

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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 your projects forward with Asana.

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 recieving updates about them.

You ultimately have control over all 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.