Workspace Members & Limited Access Members

There are two types of people in a Workspace: Workspace Members and Limited Access Members. Workspace Members have full access to your Workspace, while Limited Access Members can only access to the projectsprojects Projects are lists of tasks. Read more , taskstasks Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more , and conversationsconversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more explicitly shared with them.

View Workspace Members and Limited Access Members

As a Workspace Member, you can go to the Admin Console to:

  • Invite other Members and Limited Access Members
  • Cancel invitations
  • Convert Members to Limited Access Members, or vice versa
  • Remove Members and Limited Access Members

access workspace members list

Access Members through the Admin Console

  1. Click your profile photo and select Admin Console from the dropdown menu
  2. Navigate to the Members tab

Here you will also see the number of Workspace Members and Limited Access Members in your Workspace at the top of the menu. Upgrade your Workspace to add more people once you reach your limit.

Invite People

From the Member’s tab of your Admin Console

You can invite people to your Workspace from the Member’s tab of your Admin Console

invite People to team

To invite from the Admin Console:

  1. Navigate to the Members tab
  2. Click on the Invite members button
  3. Enter the person’s email address
  4. You can choose a project from the drop-down menu
  5. Click the Send button

You can choose to make this person a Limited Access Member by clicking the 3 dot icon across from the member’s name in the Member’s frame in the asana Admin

From a project

You can also invite people from a project.

invite from project

To invite from a project:

  1. Select the project you’d like to invite someone to from the sidebar or Search bar
  2. Click into the member’s icon to open a Share project window
  3. Invite teammates by adding project members by email or name

You’ll be alerted when you’re inviting someone to the project that’s not yet part of your Workspace.

Cancel invitations

cancel workspace invite

To cancel an invitation from the Admin Console:

  1. Navigate to the Members tab on asana Admin
  2. From here find the user whose invitation you wish to cancel
  3. Click on the 3 dot icon
  4. You will see an option to Cancel invitation click on it to cancel

The person whose invitation you cancel will still have their invitation email, but following the link will not lead them to your Workspace or project. Instead, they’ll see the “Sorry, you don’t have access” error message.

Convert Members and Limited Access Members

You can convert any Member into a Limited Access Member to limit their access, or convert any Limited Access Member into a Member to give them access to all public projectspublic projects Public Projects are visible to all Team and project members. Read more in your Workspace.

member guest convert

To convert a Member into a Limited Access Member, or vice versa:

  1. Navigate to the Members tab on asana Admin
  2. Click on the 3 dot icon to the right of the person’s name and click Member (or Limited Access Member) to toggle between the two.

This option is only available on the team or Workspace level. In OrganizationsOrganizations Organizations connect everyone in a company using Asana based on a shared email domain. Read more , the Member/Guest distinction is automatically identified by the person’s email address.

Remove Members and Limited Access Members

Remove Members or Limited Access Members from your Workspace if you no longer want them accessing the Workspace’s projects and tasks.

remove from workspace

To remove people from your Workspace:

  1. From the Members tab click on the 3 dot icon across from the members name
  2. Click Remove

When someone is removed from your Workspace, the taskstasks Tasks are the basic unit of work in Asana. Tasks can represent any kind of work, break down work into smaller pieces, or store information. Read more , projectsprojects Projects are lists of tasks. Read more , conversationsconversations Conversations are how users communicate in Asana. Start a conversation on any project or team page. Read more , attachmentsattachments A file that is attached to a task or conversation. Read more and commentscomments Comment on a task or conversation to offer help, answer questions, and help move work forward. Read more the person created will remain intact, but their assigned tasks will be left unassigned.

To ensure no tasks go unaccounted for, it is a good idea to go into the person’s My Tasks and reassignreassign The person responsible for the task or subtask. Asana allows one assignee per task or subtask. Read more their tasks before removing them.

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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 in any task row to create a new 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.