What Happens to Rules and Projects When a Team Member Leaves Asana?

Short answer: No, most rules will not break as long as there’s another project admin in place.

However—there are exceptions you should know about, especially if the rule includes a third-party integration like Google Calendar or Gmail.

Let’s break it down.

✅ What Doesn’t Break

Rules created by a departing user will continue to run if:

The project is still active
The rule doesn’t require external app authentication
Another project admin is present to manage or update the rule

In these cases, Asana automatically keeps the rule functioning. You can still edit or disable it as needed.

⚠️ What Does Break

Rules may stop working if:

They were created by someone using a connected app (e.g., Gmail, Google Calendar, Outlook)
That user is removed without transferring or rebuilding the rule
The rule requires OAuth reauthorization to trigger actions

Why?
These app-based rules are tied to the original user’s authentication token. Once that user is deactivated, the token is revoked—and the rule won’t run.

🔁 How to Fix It

If the rule includes third-party integrations:

Have a new user rebuild the rule under their Asana account
Reauthorize the integration when prompted (e.g., sign into Gmail)
Replace or disable the original rule

This can be done by any project admin.

🧠 Should I Use a Service Account?

A Service Account (or “Configuration Account”) is a shared Asana user that:

Creates and manages rules, templates, and automations
Is not tied to any one employee
Keeps systems stable when people leave

It’s especially helpful if:

Your team has high turnover
You use a lot of integrations
You want to simplify rule ownership

✅ Not required—but highly recommended for larger teams or long-term platform stability.

Ask your Cirface PM if you'd benefit from this setup.

Scenario	Rule Status
User leaves, rule is internal-only	✅ Rule still works
Rule includes app auth (e.g., Gmail)	⚠️ Needs rebuild
Rule was created by a service account	✅ Always works

👏 Best Practices

Always reassign projects and rules before removing a user
Confirm who owns what in Asana for every major workflow
Consider using shared accounts for admin automations and reporting
Audit rules quarterly for large teams or regulated industries

Still Have Questions?

We’re here to help. Contact your Cirface Project Manager, or email us at info@cirface.com if you’re unsure what needs to be transferred before removing a user.