How to Add Guests in Asana

Team management apps are great for keeping everyone on the team on the same page regarding organization. With Asana, managers can efficiently distribute tasks and add Guest members to support teams to provide an additional workforce for their important projects.

Whether you’re leading a team or you’re just a member, we’ll tell you all about mastering project management and how to add Guests to your Organization or team in Asana. Read on to find out more.

How to Add Guests in Asana

Asana allows companies to add new members, even if they don’t have an email domain. This feature comes in handy to add new collaborators to specific tasks or add customers to follow your progress. The guest status allows anyone without an email with an organization domain to become an Organization Guest.

Administrators of Organizations in Asana are the people who are authorized to invite and add Guests. They can decide who can add new members by choosing whether only admins, organization members, or everyone can invite new people to the team.

Here’s how to Invite Guests from Admin Console:

1. Open Asana and click on the “Members” button in the upper right corner.
   
   
2. Tap on the “Invite Members” button.
   
   
3. Type in the email address of the person you want to invite.
   
   
4. From the drop-down menu, choose the project you want to assign them to.
   
   
5. Confirm by clicking “Send.”
   

Here are the steps for inviting someone to join a project:

1. Open Asana and the project where you want to invite new Guests.
   
   
2. Click on the “Members” icon, and it will open a “Share Project” window.
   
   
3. You can invite new team members or Guests by typing in their name or email address.
   

How to Invite People to Your Organization

The easiest way to invite new Members or Guests to your projects is to send them a shareable invite link. Asana users can share these links on many channels like Slack, Microsoft Teams, email, or even via text message. Shareable links are great for inviting new Members, and email is best for Guests.

If you want to invite someone to a project, here’s what you need to do:

1. Open Asana.
   
   
2. On the left sidebar, find the project you want to share.
   
   
3. Click on the “Share” button located in the upper right corner.
   
   
4. Choose whether you want to invite someone via email or a shareable link.
   
   
5. Copy link to share the project.
   

Should you want to invite someone to the team, here’s how you can do it:

1. Open Asana.
   
   
2. Click on your team’s name.
   
   
3. Tap on the “Invite” button.
   
   
4. In the pop-up window, invite members using email.
   

Additional FAQs

Can You Keep Projects and Tasks Private in Asana?

Yes, you have full control of all your projects in Asana, and you can decide their status. Permission controls allow you to keep an eye on every piece of information and its visibility to Organization members. Every individual can determine whether they want to share something only with their team and collaborators or with everyone else in the Organization.

If tasks are part of a private project, their visibility is limited to only collaborators working directly on the project and its tasks. Every collaborator can see their task or subtasks, but they can’t access other people’s tasks, even if they’re in the same Organization.

Sometimes, when you want specific information to stay among a few team members, you can mark these projects as Private or even Comment-only. Once you set your tasks to be public, they become available to everyone from your Organization or Team.

When you decide to change your project’s privacy, this is what you need to do:

• Click on the “+” in the upper right corner.

• There, you’ll see all Members and Guests in your Team, and on top, you’ll see “Make Private.”

• Once you click on “Make Private,” your project becomes available to team members only.

Alternatively, if you want to change a task’s status to private, here’s what you need to do:

• Open a task in Asana.

• Click on “Make Private” in the upper right corner.

• This way, the task is private for only you and other collaborators to view.

• Remove all collaborators at the bottom of the page if you want to have this task private.

Can You Add Both Members and Guests to the Same Project?

Indeed, you can add both Members and Guests to the same project. Once they’re in the same team, they’ll be able to see each other’s names and interact more. If two Guests currently see each other as a “Private User,” that means that they’re not working on the same project or are not on the same team. Once they’re assigned to the same project, their names become visible.

Members are allowed to invite Guests to the Organization, but Admins are the ones that make the final decisions. Of course, a Member can only add Guests to projects they’re working on, and the Admin can add them to all active projects, as well as hidden ones.

Can You Have Multiple Assignees in Asana?

Currently, it’s not possible to have multiple assignees in Asana. Only one person can be assigned to one task as they’re responsible for its completion.

One way to share a task among different people is to add one or more subtasks, where you can easily loop in more collaborators. Another way is to use the “Assign Copies” option and have more people working on the same task’s copies.

Does Asana Integrate with Teams?

Asana and Microsoft Teams have co-created a successful team management tool. Using Asana for Microsoft Teams, teams can work together more efficiently. Within this integration, you can use Teams to talk to collaborators and Asana to distribute tasks.

Here’s what the integration enables you to do:

• Follow Asana tasks, projects, and updates within Teams.

• Use Teams to search projects in Asana.

• Create custom notifications that work across both platforms.

• Customize all your notification preferences.

• Use all Microsoft Office files and attach them to Asana projects and tasks.

• Use OneDrive to store all important data for Asana tasks and projects.

What Can Guests Do in Asana?

Guests can’t have the same level of access as organization members. Furthermore, they’ll be able to see only the information or files specifically shared with them or within a group they’re in. Guests can see tasks, projects, and public projects that have been shared with them but do not have permission to edit them.

Paid features are available, but when it comes to creating, editing, or even deleting Custom Fields, that will be impossible if you’re a Guest in Asana.

Here’s what access Guests have:

• Guests can’t become members of the group

• Guests can’t become group Members without changing their email address

• Guests can’t browse other teams or access different groups within the organization

What Does It Mean to Be a Guest in an Organization?

Guests are users that don’t have an official email account from the company. They get an invite to help the team with one or several projects at hand. With a Guest status, you can communicate with clients, customers, or anyone else that works on the project. However, inside the Organization, you can only see what others have shared with you.

In Asana, Guests can add or edit values inside the project or task, but they can’t delete them or create new ones. Additionally, they have access to all premium features you allow them to use, except for custom fields management.

Can Guests See Each Other?

Guests can see each other only if they’re working together on at least one project. Otherwise, they’ll see others as “Private Users.” This way, the organization makes sure that they can’t see their names unless they’re working on something together.

What’s the Difference Between a Guest and Limited Access Member?

Guests and Limited Access Members (LAM) are both at the bottom of the corporate ladder. In essence, LAMs are already a part of the organization, while Guests are temporary team members. Of course, if a Guest shows talent and satisfactory results, they may become a LAM or even a Member.

While Guests don’t share the company’s domain and don’t count in the Asana plan, LAMs have a company email address and a seat count in a company. Guest status only exists within Organizations and LAMs that are a part of both Organizations and Workspaces in Asana.

Always Stay on Track

Handling teams is not an easy task, but tools like Asana can help you manage the workload and create functional teams that deliver on time. Equipped with a specific toolkit that allows Admins to add members, guests, and rejiggle team members in a few clicks, it’s an indispensable tool for any professional company.

Hopefully, we’ve helped you understand how Asana works and how to make the most of it. Plus, you now know how to add Guests to your team and manage all your projects’ visibility.

Do you like using Asana? Have you been using it with Microsoft Teams?

Tell us more about it in the comments section below.