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Manage your growing Asana subscription

In This Article

As your organization's Asana account grows, you might surpass your subscription size, meaning you have more internal users than paid seats. This article explains how subscription size limits work, how to manage your account proactively suited to your needs, outlines the auto-upgrade process, and provides resources for managing your seats after an auto-upgrade.

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Understanding your subscription limits

An account exceeds its plan size when it has more internal users than the number of paid seats. For example, if you have a 10 seat plan but have 13 internal users in your Asana account, then the account exceeds its plan size.

How you’ll be notified

Billing owners will see a banner at the top of their Asana app informing them that the account has more internal users than paid seats.

Overage notification

Billing owners will also receive three emails. Here's a breakdown of the email notification process regarding seat plan limits:

  1. Initial Notification: An email is sent when you’re approaching your seat limit.
  2. Limit Reached: A second email confirms that you have reached your seat limit.
  3. Exceeded Plan: The third email informs you that the number of seats in use has surpassed the number of paid seats in your plan.

How to right-size your plan

You have several options to proactively manage your subscription size:

Auto-upgrade

Asana makes it easier for you to grow your seat plan. If you’ve surpassed your seat plan, Asana will take care of resizing your plan automatically, eliminating the need for manual changes.

Add seats

You can add seats to your plan to match the number of internal users on the account.

To add seats to your plan, navigate to your admin console and click on the Billing tab. Under Seat utilization, you’ll see options to add seats.

Pause members

Instead of permanently removing members, you can temporarily pause their license to free up seats without losing their data.

  1. Go to your Admin Console
  2. Click on the Members tab
  3. Find the member you want to pause
  4. Click the three-dot icon next to their name
  5. Click Remove
  6. Select Pause member

For more details, visit Pause a member’s license.

Remove members

If members no longer need access, remove additional members to match the number of seats you have purchased.

To remove members, navigate to your admin console and click on the Members tab. From here, click the three dot icon next to the member you want to remove and click Remove.

Remove members

Seat buckets

When it comes to the size of your subscription, Asana grows with your team. Asana offers 2-, 3-, 4- and 5-seat plans; increments of 5 up to 30 users (5, 10, 15, 20, 25, 30); increments of 10 up to 100 users (40, 50, 60, etc.); increments of 25 up to 500 (125, 150, 175, etc.); and increments of 50 after 500 users (550, 600, etc.). 

If the number of internal users on your account exceeds your account’s plan size, then you will be invoiced or charged for the seat bucket that corresponds to the actual number of internal users.

Please note that this applies to Starter and Advanced plans as well as legacy Premium and Business plans. 

The "effective renewal date" for these purposes varies depending on the billing cycle:

  • Monthly plan: For accounts on a monthly billing cycle, the effective renewal date is simply the same as their next scheduled renewal date.
  • Annual plan: For accounts on an annual billing cycle, the effective renewal date is defined as a monthly date that corresponds to either the original plan signup day or, if the signup day is later in the month, the last day of that month. This ensures consistency for annual plans that might have signed up on a date not present in every month (e.g., February 30th).

 Once automatically upgraded:

  • Your subscription immediately reflects the new seat count.
  • Billing owners will receive a confirmation email and updated invoice.
  • Review your member list to confirm all active users are necessary

Best practices to manage your Asana account

  • Regularly audit your team in the Members section of your Admin Console.
  • Proactively add seats if growth is anticipated.
  • Pause licenses for temporarily inactive team members rather than removing them.
  • Pay attention to notifications and email alerts to stay informed about your seat utilization.

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How to manage your growing Asana subscription | Asana Help Center