Creating & managing Workspaces

Create a Workspace

Create a Workspace to collaborate with other people in Asana.

create workspace

To create a new Workspace:

  1. Click your profile photo and select My Profile Settings from the list
  2. Click the Account tab
  3. Select Create New Workspace

A single Asana account can join or create multiple Workspaces. Create Workspaces for different groups of people you want to collaborate with.

Convert your existing Workspace to an Organization

If you need to create multiple teams or work across different departments, you can convert one of your existing Workspaces into an Organization. Learn about the differences between Workspaces and Organizations here.

You must first add your company email address to your Asana account before you can convert a Workspace into an Organization.

convert workspace

To convert a Workspace:

  • Click your profile photo and select [Workspace Name] Settings from the list
  • Click the Convert to Organization tab
  • Select the email domain you wish to associate with your Organization from the Work Email dropdown field
  • If this email domain is not already in use with another Organization, you will be prompted to click the Convert to Organization button

convert workspace add email

You can also add a new work email address to your Asana account to convert your Workspace using a different email domain.

If you have difficulty converting one of your existing Workspaces into an Organization, and you’re not seeing the message that your email domain is already in use, please contact the Asana Support team and include the following information:

  • The name of your Organization or your largest/most active company Workspace
  • Your email domain

Copy this text to speed up the process:

Primary Org/Workspace:
Email domain:

After you write in with the pertinent information, we will convert your largest Workspace into a teamteam A team is a group of people in an Organization who are working together on a collection of projects. Read more within new Organization.

If you have a shared university email domain (i.e. college.edu), a separate subdomain (i.e. staff.college.edu) will be required to create an Organization.

Workspace Settings

Access the Workspace Settings menu to:

  • Edit the Workspace name
  • Manage people and invitations
  • Manage billing (applicable for those who’ve upgraded to a Premium Workspace)  

Only Workspace Members can access a Workspace’s Settings, Limited Access Members cannot.

access workspace settings

Access Workspace Settings

  1. Click your profile photo
  2. Select [Workspace’s Name] Settings

From your Workspace’s Settings, you will see 3 tabs: General, Members, and Advanced.

General

workspace general tab

From the General tab, you can:

Change the name of your Workspace.

Members

workspace settings members tab

From the Members tab, you can:

  1. View a list of Members and Limited Access Members in your Workspace
  2. Convert any Member into a Limited Access Member, or vice versa
  3. Remove any Member or Limited Access Member from your Workspace
  4. Invite new people into your Workspace

Advanced

workspace settings advanced tab

From the Advanced tab, you can:

Enable/disable the Harvest integration for your Workspace.

Deactivate a Workspace

Since Workspaces are shared spaces, leaving a Workspace does not delete the projects and tasks in it.

If your Workspace is no longer needed, you can deactivate it by:

Once everything has been deleted and you’re the only remaining Member, you can leave the Workspace yourself.

A Workspace can only be accessed by those invited. If all Members have been removed, the Workspace will no longer be accessible.

It is not possible to archive Workspaces.

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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.