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Team basics

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Teams are subsets of people in your organization who collaborate on projects together. Each team has its own members, admins, projects, messages, and calendar.

Users who join an organization are not automatically added to teams within that organization; users can create or join exisiting teams within the organization. An organization member can belong to multiple teams simultaneously.

Finding teams

If you're a member of an organization, you will find two lists of its teams in the sidebar. The first is the teams you are a member of, and the second is teams you can browse, join or request to join.

If you are an organization member with access only to a specific project, your sidebar will contain a list of teams you can access. Members with access to a particular project cannot see any other teams in the organization. 

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From the sidebar, you can:

  1. View teams you're a member of and access your team’s page
  2. Create a new team
  3. Browse and join other teams in the organization
  4. Create a team using the quick add button

If you do not see teams in the sidebar, you may be in a workspace instead of an organization. Learn how to create and organization here.

Note iconNote

Discover setup tips for teams in the forum.

Team page

Team pages enhance collaboration and information sharing within teams. The team page aims to streamline team communication, improve visibility into team activities, and provide a centralized hub for team resources. 

Team pages allow teams to organize work and tie together different types of work into one place by adding links to work such as portfolios, projects, templates, forms, and external links, or by attaching files. Additionally, team identity customization and a the tab permit a smooth navigation experience.

The team page is a central location where you can access your team's work. There are four tabs on the team page: Overview, All work, Messages, and Calendar. You can also add new Notes tabs to the team page.

Note iconNote

You can set which tab is the default landing tab for your team.

Previously added data, such as projects or templates can be found under All work.

New team page

Benefits of the team page

  • Improved team collaboration through a centralized information hub
  • Enhanced visibility into team activities and progress
  • Streamlined access to team resources and important information
  • More intuitive navigation and user-friendly interface
  • Increased team alignment and productivity

 Overview tab

New team page overview

From the Overview tab, you can:

  1. View the team description
  2. View and manage team members
  3. View the team's curated work and add work 
  4. Create new projects
  5. View the team’s goals

Curate work for your team

  • Add your work in Asana (portfolios, projects, templates, etc.) directly to your team page
  • Add links to external documents or websites (google docs, etc.)
  • Upload relevant attachments
  • Create sections and organize work using the drag and drop feature
  • Remove any curated work by clicking on the 3 dots on the right hand side (removing curated work only removes the link to the curated work or the file attachment - it will not delete the actual work itself)
Note iconNote

Private work that is added to the team page will not automatically be shared with team members. Only people with existing access to that work will be able to see it.

Team icon and banner

Customize how your team's name appears by choosing a color or a custom icon.

  • Click on the dropdown arrow next to the team name to choose a color, or click on the pencil icon directly on the team icon.
  • Use an emoji in your team name to have the icon show up as an emoji.

Set color for team page

To add a custom icon, click the pencil icon on the team icon and click Upload image. The icon will be visible from the team page.

Custom icon

All work tab

Projects that are shared with or owned by the team and project templates can be found under All work.

Team notes

Team notes allows you to flexibly add and customize multiple notes tabs within your team page. Use this tab to document your team’s onboarding process or workflows, consolidate essential information, organize external links, jot down ideas, and more.

To add notes view to your team:

  • Navigate to the team page
  • Click the + Add tab button
  • Select Note from drop-down menu
  • Start writing your note, or use a note template

You can rename the notes tab itself if you wish by clicking on the Note tab or set it as the default landing tab.

Additional information

  • Only users with permission to edit the team page will be able to add/remove curated work or edit the new team notes feature.
  • Notes and uploaded attachments associated with teams are visible to team members or those who can join those teams without approval. This means that team members can see notes and file attachments associated with all teams (public, private, or membership by request), while organization members can also see file attachments associated with public teams even if they are not members of the team.
  • The names of external links will always be public. 
Note iconNote

We recently updated permissions on membership by request teams to restrict note/file attachment access to members only. We made this change in preparation for the release of new sharing options on notes.

Frequently asked questions

Can I revert to the old team pages layout?

No, the update to Team Pages is a permanent change aimed at improving team collaboration. However, we welcome your feedback to help us continually improve the feature.

Who can edit the team page?

By default, all team members can edit and contribute to the team page (which includes the team name, the content on the page, and the structure). Team admins can choose to adjust the permissions so that only team admins are able to edit, in which case other members can view and interact with but not edit the page.

How do I add custom sections to my team page?

Anyone with the permissions to edit the team page  can add custom sections by clicking the Add Section button in the ‘Curated work’ section in the ‘Overview’ page of the team page.

Managing team project lists

The Projects section displays the projects associated with your team.

Managing team project lists

From this section you can:

  1. Create new projects for your team
  2. Search for projects
  3. View active and archived projects associated with your team

The ordering of this list dictates the projects that are displayed in the team flyout menu in the sidebar.

Pinning and organizing projects

You can pin important projects to the top of your list for quicker access.

How to pin a project to top in team page.png

To pin a project:

  1. Hover over the project you want to pin
  2. Click the three dot icon
  3. Click Pin to top

To remove a pin, click the three dot icon and select Remove pin.

To re-organize pinned projects:

  1. Hover over a pinned project
  2. Click and drag the project to the desired order
Note iconNote

Only "pinned" projects can be manually re-organized.

If you are managing a large number of team projects, use portfolios to organize and track them in one place.

The order of your pinned projects will show up on the team flyout in the sidebar.

Key resources

Add key resources to team pages

To add key resources to your team overview page:

  1. Click on the Add button
  2. Choose to add an External link or click Link from Asana to link an Asana project or portfolio
  3. Select an option under Attach a file to add external documents

Messages

Use messages to share team-wide announcements, celebrate major accomplishments, or talk about multiple projects at a time.

messages

From the Messages tab, you can:

  1. Send a new message to members
  2. View previous messages

Calendar

Team calendars display tasks from all of your team's projects. They are a great way to stay informed on what your team is working on for the days and weeks ahead.

calendar

From the Calendar tab, you can:

  1. Click the drop-down arrow to view another month or year
  2. Click Today to go back to viewing the current week and month
  3. Click the Weekends icon to turn on and off weekends on the calendar
Note iconNote

Team calendars are read-only, and tasks cannot be added to them. Add tasks to a project to make them appear in the team's calendar.

Create a team

Create a new team to begin collaborating with your colleagues in an organization.

You can do this from your admin console, sidebar, or quick add button.

Create a team via the admin console

To create a team via the admin console:

  1. From your admin console, navigate to Teams on the sidebar
  2. Click on the Create team button in the top-right corner
  3. A Create new team popup window will ask you to add your team’s name
  4. You can then add a description for your team, you can also use Asana AI to create a team description
  5. Add members
  6. Choose the team's privacy settings
  7. Click Create team
Note iconNote

Invite multiple people to a team at once by copying email addresses from a CSV file and pasting into the invite window.

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To create a team via the quick add button:

  1. Click on the quick add button in the top-left of your screen
  2. Select Team

Fill out all the fields in the pop-up window and click Create Team

Note iconNote

When you create a team, you will automatically be made into the team admin for that team. After creating the team, you can always adjust the team's permission settings.

Upgrading a team

You can upgrade a team by accessing the team's page. 

  1. Click the team name in your sidebar that you would like to upgrade
  2. On the team page, click the drop-down arrow next to the team's name 
  3. Choose Upgrade
  4. Select a plan, choosing between Starter or Advanced, based on your teams needs. 
Note iconNote

If the team you select is already part of your current paid division, you should remove this via the Admin Console before upgrading. 

Join a team

You can search for other teams in your organization using the search bar and request to join if you want to access the team's projects and collaborate with other team members.

Note iconNote

You can also get an invite to a team via an email or a shareable link.

After requesting to join a team, an existing team member will need to approve your request. For public teams, you will be automatically added without approval.

By default, all current team members will receive an email notification for requests to join the team, and any member can click through to approve. However, a team admin can limit these email notifications to only go to team admins.

approve membership requests

To approve team membership requests:

Click on the three dot icon next to the team's name and select Approve Pending Members.

approve or deny

From the Member Requests window, you can select Approve or Deny next to any person's name.

Note iconNote

Organization guests cannot search for other teams they're not a member of.

Team settings

Access your team's settings to change your team’s name, adjust permissions, manage team members, change approval notifications, or delete the team.

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To access a team's settings:

  1. Click the team name in the sidebar to open the team page
  2. On the team page, click the drop down arrow beside the team's name
  3. Select Edit team settings
Note iconNote

Only team members can access the team settings.

The team settings window has 3 tabs:

  • General
  • Members
  • Advanced

General

Settings - Overlay (9).png

From the General tab, you can:

  1. Change the team's name
  2. Modify the team's privacy settings

Members

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From the Members tab, you can:

  • View a list of all members and members with access to specific projects in the team
  • Hover over names to remove members from the team
  • Grant full team access to members who currently only have access to specific projects in the team
  • Invite new members to the team

As a team member, you can:

Note iconNote

A team admin can restrict some of these team member abilities. Learn more about team admin controls here.

When members are removed from a team in an organization they will still have access to their assigned tasks. Only when they are removed from the organization are their tasks put into a project for the admin.

Advanced

Advanced settings

From the Advanced tab, you can:

  1. Manage the team’s editing, fields, and membership controls (team admins only)
  2. Delete the team

Note that the setting Who can create an share work with the team? is only available on Enterprise and Enterprise+ plans.

If the team you want to delete is part of a division, it must be removed from the division before it can be deleted.

If a team is deleted, every team member will receive an email notification of the deletion. The person who deleted the team will receive a recovery link.

Note iconNote

If you're using Asana Goals, please ensure that any goals assigned to the team are reassigned to another appropriate team before deleting the team. This will allow you to filter the goals using the newly assigned team for easier navigation.

Deleting a team will remove all of its projects, including those with varying privacy settings, such as private to members, which might not be visible to you.

Move project to another team

You can only move a project to teams you're a member of.

how to move a project to another team.gif

To move a project to another team:

  1. Click the drop-down arrow
  2. Click Edit project details
  3. In Select a team type the name of the destination team
Note iconNote

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