What does it mean to be a guest in an organization?
A guest is a user in an organization who does not share the organization's email domain. Guests can be invited to organizations to work on specific tasks, or in specific projects or teams.
You can collaborate with clients, contractors, customers, or anyone else who does not have an email address at an approved organization email domain (i.e. @gmail.com or @yahoo.com). Once invited, these users will become organization guests.
What can a guest in an organization access?
Guests have limited access to the organization and only see what is explicitly shared with them.
- If you share a task with them; they will only see that task.
- If you share a project with them; they will see that project and all tasks within that project.
- If you invite them to a team; they will see all public projects within that team, providing they’ve been added as a team member.
- If you invite them to a portfolio; they will only see projects within the portfolio that they have been specifically invited to.
- Guests cannot create or own rules, but they can trigger rules.
- Guests cannot create or edit task templates.
- Guests cannot create or edit custom fields.
- Guests cannot create teams or edit team settings.
- Guests cannot view goals, create their own goals, edit existing goals or be added as collaborators on goals.
- Guests cannot record videos using the Vimeo + Asana integration.
In an organization, guests can generally interact with paid features in a passive way. If given access to the relevant project, a guest can select a custom field value from the list, but they cannot edit the custom field itself. For example, a guest can change an "urgency" custom field value from medium to high, but they cannot edit the name of the "urgency" custom field, or make edits to any of the custom field value options.
Do I have to pay for guests in a paid organization?
No. Guests do not contribute toward your overall membership count when upgrading an entire organization.
What’s the difference between a guest and a limited access member?
| Guests | Limited Access Members |
|---|---|
| Don't share your organization's email domain | Share your organization's email domain |
| Are unique to organizations, don't exist in workspaces | Exist in both organizations and workspaces |
| Don't count towards a paid plan's seat limit | Contributes to the seat count in paid teams, divisions, and organizations |
Can guests see each other in an organization?
Guests have limited access within the organization they’re invited to, and can only see what is explicitly shared with them.
If two people are seeing each other as a “private user”, they are both guests. If guests see this, that means they are not working in either the same team or project together; this is to ensure that if you’re working with clients, they cannot see one another’s names unless you want them to. Once they are both working in the same project or team, their names will be displayed for one another.
In order for guests to see one another’s names, they must be members of at least one project or team together. Just add both guests to the same project or team and they will be able to see each other’s names.
Who can invite guests in an organization?
Generally, any member can add a guest to an organization. Also, organization guests can invite other guests to your organization by sharing the projects and tasks that they have been given access to.
Enterprise division or super admins can also set a policy on who is allowed to invite external guests into the organization by using guest invite controls in the admin console.
Can a guest become an admin of an organization?
No. You must be a full organization member in order to become an admin of a paid organization.
Can I convert a guest to a member or vice versa?
No. It isn't possible to convert a guest to a member or vice versa.
The only way to turn a guest into a member, would be to set them up with an email address under your organization's domain and have them add this email address to their Asana account.
Can a guest upgrade an organization to a paid tier?
No, only a member of a free organization or the billing owner of a paid organization can request to upgrade or make changes to your paid plan.
Acceptable use terms for guests
Guests are subject to clause 2.4(b) (Acceptable Use Terms) of Asana’s Subscriber Terms. Guest accounts are intended to be used to collaborate with external business partners such as clients, contractors or customers. Customers using Asana's service are not permitted to provide employees, or employees of its affiliates, with access to the Asana service as guests instead of acquiring end user subscriptions for such employees.