3 Ways to Invite Users to Asana

Need to bring coworkers or clients into Asana without slowing down your work? Whether you’re rolling out a new workspace or just sharing a single project, inviting the right people at the right level keeps collaboration clear and secure.

Below, you’ll find three practical ways to invite users, at the organization, team, or project level. We’ll note when to add members vs. Guests, what each option unlocks, and how admin controls and permissions shape access.

Table of Contents

• Use Asana's UI
• Use Torii
• Use Asana's API

Use Asana’s UI

Here, you’ll use Asana’s UI to invite a user to your organization, a team, or a single project. This follows the Asana Guide topics: Invite teammates, Teams and members, and Project permissions.

Decide where to add them

Adding someone happens at a scope. Pick what you need them to see:

• Organization or workspace: Gives them an account in your Asana org. From there, you can place them in teams and projects.
• Team: Grants access to that team and its shared projects.
• Project: Grants access only to that project.

A quick note from Asana’s docs: people with your company email domain join as members. Anyone with a different email domain joins as a guest.

Invite from the main Invite button

• In Asana on web, look at the left sidebar near your org or workspace name. Click Invite.
• Type one or more email addresses. Add a short message if you like.
• If you see a team picker, choose the team you want them to join now. You can also skip this and place them later.
• Click Send.

This matches the Asana Guide: Invite teammates flow.

Invite from the Admin Console (org admins)

• Click your profile photo in the top right, then select Admin Console.
• Open the Members tab.
• Click Invite members.
• Enter email addresses and, if shown, choose a team to place them in.
• Click Send invite.

You can also check your member list here, resend invitations, or remove the wrong invite. This aligns with Asana’s Admin Console docs on managing members and guests.

Invite to a team directly

• In the left sidebar, click the team name to open its page.
• Click Add members.
• Enter the person’s email. Choose how broad their access should be in this team.
• Click Invite.

Per Asana’s team docs, people added here can see the team and any team-visible projects. If you only want them on specific projects, add them at the project level instead.

Invite to a specific project

• Open the project.
• Click Share in the top right.
• Enter the person’s email.
• Set their permission:
  • Can edit for full collaboration
  • Can comment if they should only give feedback
• Click Invite.

This matches the Project permissions section in the Asana Guide.

Confirm access and clean up invites

• Organization-level: Go to Admin Console, Members tab to see their status. You can resend or remove a pending invite there.
• Team-level: Open the team page, click Members to confirm they’re listed.
• Project-level: Open the project, click Share to review who has access and adjust permissions.

Common gotchas called out in Asana’s docs

• Seats on paid plans: If invites fail, you may be out of seats. Org admins can check Admin Console, Billing.
• Guests vs members: Guests must use a non-company email. If they use a company email, they’ll join as a member.
• Wrong place: If the person says they can’t find your work, ask them to switch to your organization from their profile menu. They might be viewing a personal workspace instead.

Use Torii

Instead of interacting with Asana directly, you can use Torii, a SaaS Management Platform, to create user in Asana. SMPs centralize control of your SaaS stack and integrations, making it simple to programmatically onboard/offboard users, review subscription details, and more.

With Torii, you can replace Asana’s manual step with automation so the action runs automatically when a defined trigger occurs-such as a new hire, someone leaving the company, or a contract renewal. This saves time when the task needs to be repeated often.

To create user in Asana straight from Torii, follow these steps:

1. Sign up for Torii

Contact Torii, and request your free two-week proof-of-concept.

2. Connect your Asana account to Torii

Once your account is active, connect Asana to Torii (assuming you already have an account). Here are the instructions for the Asana integration.

3. Create a Torii workflow for Asana

Within Torii, you can set up automated workflows to create user in Asana. Go to the Workflows tab, define a trigger, and then add an action that will create user in Asana. From that point on, whenever the trigger is met, Asana will be updated automatically.

Use Asana’s API

Here, you’ll use the Asana API to invite a person by email so they can join your workspace or a specific team. Asana doesn’t create accounts through the API; invitations handle that.

Step 1: Set your auth headers

Use a personal access token or an OAuth access token. Every request needs:

• Authorization: Bearer YOUR_TOKEN
• Content-Type: application/json

Example curl is:

curl -H "Authorization: Bearer $ASANA_TOKEN" https://app.asana.com/api/1.0/users/me

Step 2: Decide where to add the person

• Invite to a workspace or organization if you want broad access.
• Invite to a team if you only want access to that team. If the email isn’t in the org yet, Asana sends an invite.

Step 3: Invite a user to a workspace

Use the Asana API endpoint documented as “Add a user to a workspace.”

Example curl is:

curl -X POST "https://app.asana.com/api/1.0/workspaces/{workspace_gid}/addUser" \
-H "Authorization: Bearer $ASANA_TOKEN" \
-H "Content-Type: application/json" \
-d '{"data":{"user":"[email protected]"}}'

If you already know the person’s Asana user gid, you can pass that instead of an email.

Example curl is:

curl -X POST "https://app.asana.com/api/1.0/workspaces/{workspace_gid}/addUser" \
-H "Authorization: Bearer $ASANA_TOKEN" \
-H "Content-Type: application/json" \
-d '{"data":{"user":"1234567890123456"}}'

What to expect:

• Asana returns 200 if the request is valid.
• If the email isn’t an existing Asana account, Asana sends an email invite.
• In organizations, emails outside your domain become guests.

Step 4: Invite a user to a team

Use the Asana API endpoint documented as “Add a user to a team.”

Example curl is:

curl -X POST "https://app.asana.com/api/1.0/teams/{team_gid}/addUser" \
-H "Authorization: Bearer $ASANA_TOKEN" \
-H "Content-Type: application/json" \
-d '{"data":{"user":"[email protected]"}}'

Notes:

• If the email isn’t part of the org yet, Asana sends an invite and links them to the team when they accept.
• Default role is member. Admin role changes aren’t set here.

Step 5: Confirm the invite

You can list users in a workspace and filter locally by email.

Example curl is:

curl -X GET "https://app.asana.com/api/1.0/users?workspace={workspace_gid}&opt_fields=name,email" \
-H "Authorization: Bearer $ASANA_TOKEN"

To check a team, list team memberships.

Example curl is:

curl -X GET "https://app.asana.com/api/1.0/team_memberships?team={team_gid}" \
-H "Authorization: Bearer $ASANA_TOKEN"

Step 6: Handle common errors

• 400 Bad Request:
  • Check JSON shape and required fields like data.user.
• 403 Forbidden:
  • Your token lacks rights to add people to that workspace or team.
• 404 Not Found:
  • Workspace_gid or team_gid is wrong, or not visible to your token.
• 409 Conflict:
  • The user is already in that workspace or team.
• 429 Rate Limited:
  • Respect the Retry-After header, then try again.

Step 7: Useful tips

• Use emails for first-time invites. Switch to user gids once they exist to avoid typos.
• For organizations, company-domain emails become full members. External domains become guests.
• Keep requests idempotent on your side. If you get a 409, treat it as success for “ensure user is added.”