How to invite guest/external users to Asana?

What is Asana?

Asana boasts a robust set of key features that make it a leading project management and collaboration platform. With a user-friendly interface, Asana allows teams to efficiently manage tasks by creating, assigning, and tracking them with customizable details. The platform excels in project organization, providing users the flexibility to structure tasks into projects using diverse views, such as lists, boards, timelines, and calendars. Collaborative capabilities are at the forefront, allowing team members to communicate within tasks, share files, and mention colleagues, fostering seamless teamwork.

Understanding Guest Users in Asana

Before diving into the “how-to,” it’s crucial to understand what guest users are in the Asana ecosystem. Guests are users who don’t share the same email domain as your organization but need access to certain projects or tasks. This feature is particularly useful for collaborating with external consultants, clients, or freelance contributors.

Determine the Access Level

Asana offers flexibility in how you can collaborate with guests. Decide whether your guest needs access to a specific task, a project, or multiple projects within a team. This decision will guide the invitation process and ensure that guests have the right level of access without compromising sensitive information.

Asana allows you to add guests to your projects or workspaces in three different ways.

Log In to Asana: Ensure you are logged into your Asana account with an administrator access.

Method 1: Admin Console

1. Go to Admin Console:
2. Click on Members in the side menu bar:
3. Click on Invite Members:
4. Type or paste the email address of the guest/external user you want to invite.
5. Add a brief note and Select a Role:
6. Click on Send to invite a member:

Method 2: Project Access

1. Click on the Project you want to invite a Guest User to:
2. Click on Share button on the top right of the page:
3. Add Guest User’s email address, write a brief note and Select a Role:
4. Click on Send to invite a member:

Method 3: Team Access

1. Go to the team’s Settings page by clicking on the Workspace name from the sidebar and then click on Invite button on right top of the page:
2. Add Guest User’s email address, select the Project to which you want to share with a Guest User.:
3. Click on Send to invite a member:

Customize the Invitation

Personalize the invitation to give your guest some context about why they’re being invited. A brief message about the project or tasks they’ll be collaborating on can help them hit the ground running.

Confirm and Send the Invitation

Review the details of the invitation to ensure everything is correct. Then, click “Send Invitation.” Your guest will receive an email inviting them to join the Asana project or team, with instructions on how to accept the invitation and get started.

Onboarding Your Guest

Once your guest accepts the invitation, consider scheduling a brief onboarding session. This can be a quick walkthrough of the Asana project or team they’ve been invited to, highlighting key features or tasks they need to be aware of. This step is crucial in ensuring that your guest can effectively collaborate with your team.

Best Practices for Collaborating with Guests in Asana

• Define Clear Roles and Responsibilities: Ensure your guest understands their role in the project or team, including what tasks they’re expected to complete or contribute to.
• Use the Asana Guide: Encourage your guest to explore the Asana Guide for helpful resources on using Asana effectively.
• Regular Check-ins: Schedule regular check-ins with your guest to address any questions or feedback and ensure the collaboration is productive.

Inviting guests or external users to your Asana projects or teams can significantly enhance collaboration and project outcomes. By following these steps, you can ensure a seamless integration of external expertise into your workflow, fostering a collaborative environment that drives project success. Remember, clear communication and setting expectations are key to a fruitful collaboration in Asana or any project management tool.

Whether you’re working with a freelance designer on a marketing project, consulting with an external IT specialist, or coordinating with a client on a deliverable, Asana’s guest feature is designed to streamline collaboration. By leveraging this feature, you can bring diverse perspectives and skills to your projects, enhancing both the process and the final product.