Best practices for sub-contractors and access

Hello! I’m new to Asana and trying to find the best way to use it for my agency. We have many subcontractors that we give an organization email and many work on multiple projects for us. Right now I have one Team with only two members, myself and the owner of the agency. Everyone else is added as project members to only the projects they are working on. We don’t want them to be able to see every project so I didn’t add them as Team Members.

My questions are

  1. Can Subcontractor A see Project B if they are not invited to Project B and are not invited to the Team that Project B lives under?
  2. Using that same scenario, can I see Subcontractor A’s calendar view across all projects I’ve added them to or can I only do that if they are a Team Member? And if I can, how do I do that?

I really don’t want to add subcontractors as Team Members and let them see all projects (we’re sticking with the free plan so no private projects) we have across the agency. But I really want to be able to see their workload through a calendar or at least list. Right now, I can’t even click on their icon to see all that.

Thanks!

Hi @Kristina_Bobrowski, welcome to the Asana Community Forum!

You can collaborate with clients, contractors, customers, or anyone else who does not have an email address at an approved Organization email domain (i.e. @gmail.com or @yahoo.com). These people would become Organization Guest :slight_smile:

1. Can Subcontractor A see Project B if they are not invited to Project B and are not invited to the Team that Project B lives under?

Guests have limited access to the Organization and only see what is explicitly shared with them.

  • If you share a task with them; they will only see that task.
  • If you share a project with them; they will see that project and all tasks within that project.
  • If you invite them to a Team; they will see all public projects within that Team, providing they’ve been added as a team member.

If two people are seeing each other as a “Private User”, they are both Guests. If Guests see this, that means they are not working in either the same team or project together; this is to ensure that if you’re working with clients, they cannot see one another’s names unless you want them to. Once they are both working in the same project or team, their names will be displayed for one another.

In order for Guests to see one another’s names, they must be Members of at least one project together. Just add both Guests as Members to the same project and they will then be able to see each other’s names.

2. Using that same scenario, can I see Subcontractor A’s calendar view across all projects I’ve added them to or can I only do that if they are a Team Member? And if I can, how do I do that?

You can search by the contractor name in the search bar to access their My Tasks list. Then you can access their Calendar tab. If you need to manage their my tasks, you can request access.

I also recommend you checking this great post from @Bastien_Siebman: Who sees whom, a guide to guest visibility with Batman & Robin

I hope this helps!

Thanks Emily. Our subcontractors do have our domain email though. So they aren’t added as guests.

Can you please re-answer my questions in my first post but without the Guest piece? Our subcontractors have our domain emails so they can’t be added as guests. Thank you!

@Kristina_Bobrowski the answer to question #1 is no. Subcontractors that are not team members will only be able to see the projects they are apart of.

Also, were you able to do as @Emily_Roman suggested for issue #2? Since you are a Team Member you should be able to see all task assignments within the team. It shouldn’t matter what project or team the subcontractor is or isn’t a part of.

Adding to what @Jerod_Hillard mentioned, since your team shares the same email domain, I also recommend you checking this article for more details about project permissions: