How to Reassign or Deactivate a License

Overview

In Asana, each paid license is tied to an individual user. When someone leaves your organization or no longer needs access, deactivating that user will free up a license that can be reassigned to someone else—without any need to contact support or Cirface. This allows your team to maximize usage of your existing seats and avoid unnecessary license purchases.

How License Deactivation and Reassignment Works

When you remove an active user from your Asana organization:

• Their license becomes available immediately.

• You’ll see the updated number of available seats in the Admin Console.

• You can then assign that seat to a new team member simply by inviting them to join.

This gives admins flexibility to manage user access and licenses in real-time, especially during staffing transitions or reorganizations.

How to Deactivate a User in Asana

1. Go to the Admin Console (accessible via your profile icon in the top-right).

2. Navigate to the Members tab.

3. Find the user you want to remove.

4. Click the three-dot menu next to their name and select Remove from organization.

5. Confirm the removal.

The user will be deactivated and their license released.

How to Reassign the License

1. From the Admin Console, check how many available seats you now have.

2. Click Invite Members.

3. Enter the email address of the new user and assign them to the appropriate team(s).

4. The new user will automatically consume the available license upon joining.

Best Practices

• Deactivate unused accounts regularly to keep your license count optimized.

• Audit member access quarterly to ensure seats are aligned with actual usage.

• Remember: Guests (external collaborators) do not consume paid seats unless they join a team.