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License assignment in divisions

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Domains that contain divisions are called mixed domains, because they can have a mix of free and licensed users in them. This article outlines how licenses are assigned and removed in these mixed domains.

Related articles:

How licenses are assigned to users

Licenses are assigned directly to the user, meaning they’ll have access to paid features anywhere they go in Asana. Users can be added and removed from your division at any time via the admin console. For example, if a user needs to access Advanced features for a 3 month project, you can add them to your Advanced division and remove the user from the division later if they no longer have a need for Advanced features.

There are two primary ways licenses can be assigned:

  1. Admins can manually add licenses to users within the admin console via the Invite members icon in the Members tab.
  2. Certain collaborative actions will trigger automatic license assignment. This ensures collaboration in Asana is seamless for both the sharer of a work object (project, portfolio) and the person the object is shared with. This is what we call “Automatic license assignment”

How automatic license assignment works:

When a licensed user shares an object (project, portfolio, or goal) with a free user or invites a free user to a team, the free user is automatically granted a paid license in the same division as the licensed user. Also, when a free user's request to join a team is approved by a paid user, that will automatically add a license to the division that user is in.

Check how a user's license has been assigned

If you are ever wondering how a user ended up in your division, you can see this by viewing the license section at the bottom of the user’s profile settings page.

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Removing a user’s license

Admins and billing owners can remove a user’s license via the Members tab of the division admin console.

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The first option removes the user from your bill. The user is still associated with the same objects they were shared with (teams, projects, etc). 

Note iconNote

The user remains a member of the team, but they lose access to paid features.

The second option removes them from your bill and deprovisions them from the broader organization, meaning they no longer have access to Asana.

Removal options

New admin console Teams tab functionality

The Teams tab in the division admin console now mirrors the functionality of the organization-level admin console, providing comprehensive team management capabilities.

Teams tab functionality

From the Teams tab, division admins can:

  • Create new teams
  • View comprehensive team information including:
    • Team name and member count
    • Privacy permissions and settings
    • Creation date and creator information
  • Edit team settings by hovering over the three dot icon next to the Created by field and clicking Edit item
  • Manage team memberships centrally across the division
  • Export team data to CSV for reporting an analysis

This enhanced Teams tab functionality allows division admins to assign licenses to all users in a team efficiently, as well as monitor team structure and membership. They can also maintain centralized control over team access and permissions.

Note iconNote

Adding a user from a team does not remove them from your division. You need to remove them from the admin console as licenses are assigned to users directly.

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License Assignment in Asana Divisions