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An admin's guide to AI Studio

In This Article

AI Studio helps your teams automate routine work with smart workflows and allows admins to keep guardrails in place. This guide shows you how to enable the feature, set sensible defaults, manage cost, and troubleshoot common issues, with links to deeper Help Center articles where you need them.

This article is for organization and division admins who manage access, data scope, and usage for AI Studio. Builders can also use it as a quick reference when they want safe defaults and lightweight review steps.

Before you begin

Confirm that both Asana AI and AI Studio are enabled for your organization or division. Check this in your admin console under Billing > AI Studio. AI Studio cannot be used if Asana AI is not enabled.

Only super admins can enable or disable Asana AI for your domain. Division admins can disable AI features but cannot enable them unless they complete super admin verification. Learn more in Asana AI features and admin controls.

For more detailed information on availability and billing details, see the overview and pricing pages Introduction to AI Studio, AI Studio add‑on and pricing.

Understanding builder eligibility

Let's go over the differences between AI Studio Basic, AI Studio Plus, and AI Studio Pro.

AI Studio Basic is now part of the core Asana AI experience for all paid plans. All users in the domain can see and use AI Studio, and consume Basic credits. Basic credits are provided free of charge, but there’s a limit on how many can be used per month.

AI Studio Plus offers customers the opportunity to purchase a monthly or annual AI Studio Plus subscription directly in-product which includes 100,000 credits that reset each month, as well as the ability to purchase more credits where required.

If you use AI Studio Pro, you’ll maintain an approved builder list so only those members consume Pro credits. You can review usage regularly and adjust the list as your needs evolve. See detailed information in our article on managing access to AI Studio Pro credits.

Note that guests cannot be builders.

Managing the AI Studio Pro builder list

If you are using AI Studio Pro, admins can manage who uses Pro credits through the builder list. Members added to the list gain access to Pro credits, while those not on the list continue using AI Studio Basic. There are three ways that admins can grant access to Pro credits:

Via the AI Studio card in the admin console

  1. In the admin console, click Billing on the left navigation bar.
  2. Click the AI Studio card.
  3. Ensure you are viewing the Access tab.
  4. Click Add members to grant access to Pro credits by adding people to the builder list.
  5. Click Remove beside any name in the builder list to revoke access to Pro credits.

Via the Add-ons column in the Members table

  1. In the admin console, click the Members tab.
  2. Find the Add-ons column in the table. See image below.
  3. Click the Add-ons dropdown next to the user you wish to grant access to.
  4. Select AI Studio Pro to add them to the Pro builder list.

Bulk assign via CSV import

  1. Export a CSV of the members via the CSV export on the Members tab.
  2. Add the term AI Studio Pro in the Add-ons column next to anyone you wish to grant access to. Note that the term AI Studio Pro is case sensitive. See image below.
  3. Import the CSV via the CSV import button in the top-right of the Members tab.

AI Studio add-ons column

Data, privacy, and web access

By default, a workflow can read the task that triggers the rule and the project that houses the rule. Nothing else is visible unless the builder intentionally expands access. Even then, a builder can only provide access to work that they can access themselves. Visit the article Connect your smart workflow with the right data sources for detailed information on managing data scope for smart workflows.

Admins can set their web access policy to match their company’s security posture. They can enable web access in the admin console, and builders can opt to use it on a per workflow basis; note that web access is not available in HIPAA‑compliant workspaces.

Asana and its AI partners do not use your data to train models. Partners delete input and output data after each response. See the Asana AI FAQ and Trust Center for details.

What drives credit consumption

Each time a smart workflow runs, it consumes credits based on the total content processed and the model’s multiplier. In simple terms, larger inputs/outputs and higher‑cost models use more credits. It makes sense to use lower‑cost models for straightforward tasks. See model pricing for detailed information on multipliers.

There are four main drivers of credit use: the model you choose, the volume of input data sent to the model, the volume of output the rule generates, and how often the rule runs. If the workflow uses web access, each execution also consumes additional credits.

Choose lighter models for classification or short summaries, trim large attachments, cap output length in your instructions, and add conditions so rules run only when inputs are ready. You may also opt to use web access sparingly. Searching and reading URLs adds credit usage per execution, so it makes sense to enable it only in rules where its use changes the outcome.

Monitor credit spend

If credit usage spikes, open the Usage view in the admin console to find the workflow causing the issue, and check the model and/or execution frequency. Data updates every few hours.

You can review AI Studio usage in the admin console under Billing > AI Studio > Usage. The view shows usage by builder and by workflow, including the model used and total credits consumed.

AI Studio usage

Make sure your credits match your demand. Basic and Plus credits reset monthly, while Pro credits are reset quarterly; consult the pricing pages for current details on AI Studio Plus and AI Studio Pro. Admins receive warnings at 80% and 100% of the credit limit. When credits are exhausted, AI Studio rules stop running and builders receive an email notification.

Get your team started quickly

Once you’re comfortable with your setup, we recommend that beginners start with Words to workflows and Pre-built AI rules. Both of these features offer a low barrier to entry while still allowing you to customize your workflows once you are confident with the basics.

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What is AI Studio? Admin guide | Asana Help Center