Join Bonnie Biafore for an in-depth discussion in this video Working with teams within an organization, part of Learning Asana (2014).
In Asana, a team is a group of people within your organization who work together on projects. You can create a team and invite members of your organization to join it. People can ask to join teams, too. Well, over in the left pane, on the left side of the screen, you can see Summary information about the organization. Here, we've got Two Trees Olive Oil. And you can see the team that we created in another movie when we first signed up: the Two Trees Olive Oil management team.
You can identify teams because the names appear in blue capital letters, and then there's a bar below the name that shows the members of the team. In this case, we have a few members of the team and you see their photos that they uploaded to their profiles. But if you don't recognize them by their photos, you can always point at the picture and then see the name of the team member. Well, let's go ahead and create another team for this organization. So to do that, you head up to the top of the panel, and when you point at the organization name, then you see the Settings icon.
So go ahead and click that. And then choose Add New Team on the drop down menu. In the dialog box, the first thing to do is give the team a name. I'm going to call it Publicity. Then in the members box, you put the names or email addresses of the people that you want to invite to the team. Well, I'm going to invite Brett, so I start to type his name, and you can see it pops up in the drop-down list, so I don't have to go any further. I just click it, and add him to the member list.
Now, let's say I'm also going to invite someone named Mia who's outside the organization. So, I'm going to invite her as a guest. Well, a guest is someone who's email isn't in the company domain, like a vendor or contractor. And a guest can't do things like remove people from the team or delete or rename the team. But they can participate in the work that the team does. So, I'm going to start to type Mia's name and you can see even though she's not part of this organization, Asana knows about here, so I can choose her from the drop down list.
But if she wasn't part of Asana, I could just type her entire email address and it would add it to the members list. And now you see that there's a privacy option of membership by request. Well, that means that people can request to join the team. If you upgrade the account to a premier account, you have some other options. For example, you could hide the team, so people wouldn't even know to ask to join, or you could make the team public to the entire organization.
But then, when you want to add the team, down at the bottom, click Add New Team. And now the team shows up in the left panel. Here you see the team name and you also see the team members. And here's what happens when somebody doesn't add their picture to their profile, instead, you'll see their initials. Well, let's create one more team. So I head up to the organization name. Click the Settings icon, and choose Add New Team, one more time. In the team name, I type Events, and I'm going to invite Brett, so I start to type his name, then click from the drop down list.
I'm also going to invite Jane. So I type her name, when I see her name in the drop down list, I click it, and now I have the two people I want to invite. So I go ahead and click Add New Team. And now I have the Events team in the list as well. Now, when people from your company sign up for Asana, they aren't automatically added to teams, although they do have the option to join a team while they're signing up. But that's really their two options. They can join an existing team or they can create a new one.
Well, if somebody wants to join a team, you scroll down to the bottom and look for this link that says, More Teams In, in this case, twotreesoliveoil.com. So click that link and that opens up the Team Browser. Now, Two Trees Olive Oil has the three teams and they're already visible. So the only thing you actually see in the Team Browser in this case is the option to add a new team. But let's say that there were other teams. In that case, you would see them listed here, and if you wanted to join the team, just go on over to the right side of this panel and you'd see a Join button next to the team name, and you'd click that, and that would send a request to the team.
Well, someone on the team has to approve that request. So let me just show you how that would be done. In that case, you would point at the team name and then click the Settings icon that appears next to the team name. Now, in that drop down menu, choose Approve Pending Members, and that would approve all of the requests for people who have asked to join the team. Let's take a look at how members work in workspaces. Well here I've logged in with a personal email address, so you can see even though it says Two Trees Olive Oil, it is actually a workspace, not an organization.
Now members in workspaces work a lot like a single team within an organization. So here you see the bar with the members, but this is members directly of the workspace. There's no team name whatsoever. You can have members or guest just like you do in the teams and organizations. Well let's say you want to invite a member. To do that, head over to the right side of that bar and click the plus sign. Then type the email address for the person you want to invite as a member, and you click Invite.
And that sends off the email with the link to join the workspace. On the other hand, let's say you wanted to invite a guest. In that case, here's the bar with the current members of the workspace. Click the plus sign, but in this case, click the Edit icon to the right of the people label, and that brings up this Manage Workspace dialogue box. Then, down at the bottom, you can type in the email address for the person that you want to invite, but be sure to turn on the guest check box so that they're invited as a guest.
Then click Send Invite, and that sends the email to the person to invite them to join the workspace as a guest. And that's how you invite people to work with you in a Asana.