Enabling External Guest Policies and Restrictions

Overview

Asana allows organizations to invite external guests—individuals without an email address from your verified company domain—to collaborate on specific tasks, projects, or teams. While this supports flexibility in working with clients, contractors, and partners, it also introduces the need for strict governance to protect your data.

What Is a Guest in Asana?

A guest is any user who joins your organization with an email domain that does not match your company’s verified domain. Guests are limited in what they can access and are only able to see what is explicitly shared with them.

Policy and Restriction Controls

For organizations on the Enterprise and Enterprise+ tiers, Asana provides administrative tools to manage and restrict external guest access.

Key Capabilities:

Restrict Guest Invitations: Admins can control who is allowed to invite external guests to the workspace. This helps prevent unauthorized sharing and limits exposure.
Set Default Permissions: You can configure default guest permissions (such as comment-only access) to prevent guests from editing or managing tasks.
Domain Whitelisting/Blocking: Admins can create rules for which external domains are allowed or blocked, enabling tighter control over who can be added.
Audit Guest Activity: Admins can monitor guest user activity through the Admin Console and audit logs to ensure compliance.
Bulk Deactivation: Easily remove or deactivate guests when engagements end to prevent lingering access.

Best Practices

Review Guest Lists Regularly: Maintain a regular cadence to audit who has guest access and why.
Limit Project Visibility: Avoid adding guests to entire teams unless absolutely necessary—grant project-level access instead.
Use Naming Conventions: Clearly label projects with guest access so internal users are aware of external visibility.
Educate Internal Users: Ensure employees understand the implications of inviting guests and follow the internal process for requesting access.