Team permissions
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- How to identify a team's permissions settings
- Who can access a team?
- Who can request to join a team?
- How to share a team
- How to limit access to a team
Access to a team in Asana is contextual, and there are a few permission settings that affect who can access a team, its public projects, and team messages.
If somebody belongs to a team, then they have access to all team messages and public projects within that team.
Organization guests must belong to a team to access its public projects and team messages. If they do not belong to a team, they cannot access that team, nor can they request to join it, regardless of the team's permission settings.
| Team: | Accessible by: | Can request to join: |
|---|---|---|
| Membership by Request | Team members | Yes |
| Private | Team members | No |
| Public to organization | Team and organization members | Yes |
How to identify a team's permissions settings
To identify who belongs to a team in Asana and who can see its projects, you must access its Team Settings.
To access Team Settings:
From the sidebar, hover over a team's name, then click the three dot icon that appears and select Edit Team Settings.
Who can access a team?
Membership by Request team
Before someone can access a Membership by Request team's public projects and team messages, their request to join must be approved by an active team member or a team admin. Only team members can access a Membership by Request team's public projects and team messages. You can see the full list of team members from the Members tab of the Team Settings.
Private team
Only team members can access a private team's public projects and team messages. You can see the full list of team members from the Members tab of the Team Settings.
Public team
Technically, only team members can access a public team’s public projects and team messages. However, organization members can also join automatically without being approved to gain access to its public projects and team messages.
Who can request to join a team?
Membership by Request team
Membership by Request teams are discoverable by every organization member. All organization members request to join a Membership by Request team.
To request to join a Membership by Request team:
Before someone can access a Membership by Request team's public projects and team messages, their request to join must be approved by an active team member.
Private team
The only way to gain access to a private team is by being invited by a member of that team.
Users cannot discover private teams they don't have access to, and therefore cannot request to join or even see a private team in their sidebar.
Public team
All organization members can see public teams in their sidebar and join them without needing approval.
To join a public team:
- Scroll to the bottom of the sidebar and select Browse More Teams
- Locate a team you want to join and click Join
You can join any public team without approval, so you'll have access to that team's public projects and team messages immediately after joining.
Organization guests do not see teams they don't have access to in the sidebar and therefore cannot request to join or even see a public team in their sidebar.
How to share a team
Membership by Request team
There are two ways to share a Membership by Request team:
- Invite new team members - inviting someone to a membership by request team will grant them access to that team's public projects and team messages.
- Change to a public team - changing to a public team means all organization members will automatically be able to access that team's public projects and team messages without having to be approved. Organization guests still won't be able to join or even see a public team in their sidebar.
There are two ways to invite someone to a membership by request team:
- Click the + from the header
- Click the + icon from the sidebar and click Invite teammates
To change to a public team:
Navigate to the Settings tab of the team settings and select Public to organization, then click the Update team button.
Private team
There are three ways to share a private team:
- Invite new team members - inviting someone to a private team will grant them access to that team's public projects and team messages.
- Change to a membership by request team - changing to a membership by request team means all organization members can request to join that team from their sidebar, but their request must be approved before they can access that team's public projects and team messages. Organization guests still won't be able to request to join or even see a membership by request team in their sidebar.
- Change to a public team - changing to a public team means all organization members will automatically be able to access that team's public projects and team messages without having to be approved. Organization guests still won't be able to join or even see a public team in their sidebar.
There are two ways to invite someone to a private Team:
- Click the + from the header
- Click the + icon from the sidebar and click Invite teammates
To change to a membership by request team:
Navigate to the Settings tab of the team settings and select Membership by Request , then click the Update team button.
To change to a public team:
Navigate to the Settings tab of the team settings and select Public to organization , then click the Update team button.
Public team
Public teams are discoverable and can be joined without approval by any organization memnber. Organization guests will need to be explicitly invited to a public team in order to gain access to it:
- Invite organization guests - inviting an organization guest to a public team will grant them access to that team's public projects and team messages.
There are two ways to invite someone to a public team:
- Click the + from the header
- Click the + icon from the sidebar and click Invite teammates
How to limit access to a team
Limit access to a membership by request team
There are four ways to limit access to a membership by request team:
- Deny someone's request to join the team.
- Remove an existing team member - removing someone from a membership by request team will take away their access to all of that team's projects, both public and private, as well as team messages.
- Change to a private team - changing to a private team means other organization members will no longer be able to request to join that team from the sidebar.
- Require team admin approval - a team admin can require that any invitations to the team must first be approved. This is available only to Asana Enterprise customers.
To deny access:
Navigate to the Team settings from the team name in your sidebar. If someone has requested to join the team, Approve Pending Members will show.
Click Deny to deny the person access to the team.
To remove a team member:
Navigate to the Members tab of the Team Settings, then hover over the team member's name and click the Remove button.
To change to a private team:
Navigate to the Settings tab of the Team Settings and select Private, then click the Update team button.
Private team
There are two ways to limit access to a private team, since private teams can only be accessed by invitation:
- Remove team members - removing someone from a private team will take away their access to all of that team's projects, both public and private, as well as team messages.
- Require team admin approval - a team admin can require that any invitations to the team must first be approved. This is available only to Asana Enterprise customers.
To remove a team member:
Navigate to the Members tab of the Team Settings, then hover over the team member's name and click the Remove button.
Public team
There are four ways to limit access to a public team:
- Remove organization guests - removing an organization guest from a public team will take away their access to all of that team's projects (both public and private) and team messages.
- Change to a membership by request team - changing to a membership by request team means all organization members can request to join that team from their sidebar, but their request must be approved before they can access its public projects and team messages.
- Change to a private team - changing to a private team means other organization members will no longer be able to request to join that team from the sidebar, and cannot discover the team either.
- Require team admin approval for guests - a team admin can require that any guest invitations to the team must first be approved. This is available only to Asana Enterprise customers.
To remove a team member:
Navigate to the Members tab of the Team Settings, then hover over the team member's name and click the Remove button.
You can technically remove an organization member from a public team, but since that team is public, they can just join again without being approved to restore their access to its public projects and team messages.
To change to a membership by request team:
Navigate to the Settings tab of the Team Settings and select Membership by Request , then click the Update team button.
To change to a private Team:
Navigate to the Settings tab of the Team Settings and select Private, then click the Update team button.
