Automated license assignment will take place in mixed domains in Asana.
A mixed domain is one where a single subscription does not sit at the organization level, but on various paid teams and divisions inside the organization. Free teams may also exist in a mixed domain. Free users in the organization may be members of just free teams, or may be members of no team at all.
How licenses are assigned to users
When a licensed user shares an object or invite with a free user, the free user is automatically granted a paid license. The free user is added to the same billing account as the sharer.
Objects that can be shared include projects and project templates, portfolios, goals, and dashboards.
All licensed users (even those who are not members of a team) will be displayed to a billing owner or admin in the division’s members list. This includes division members who are part of teams and team less users. This is a new behavior, and was not the case with limited access members.
Free users can be assigned a paid license in one of two ways:
Method 1: Assigning a user’s license via team invite
When a free user is invited to become a member of a team in a paid division, they are assigned a paid license. This is distinct from the project share option, discussed below.
For example, Sam is a free user in the acme.com domain. A colleague invites Sam to become a member of Team A.
Team A is a team inside a paid division, which also includes Team B and Team C. The division has an Asana Enterprise subscription, and so members of teams A,B, or C have access to Enterprise features.
When Sam becomes a member of the team, she receives her license from being part of Team A, because Team A is part of a paid division. Sam therefore has access to Enterprise features in Asana.
Method 2: Assigning a user’s license via object sharing
When a licensed user shares an object such as a project, goal, portfolio, or invite with a free user, the free user is added to the same billing account as the sharer. This is distinct from the team invite option, discussed above.
For example, Jo is a free user in the acme.com domain. A colleague who has an Enterprise license shares Project A with Jo, inviting them to become a project member.
When Jo becomes a member of the Project A, she is assigned a paid license from the sharer’s billing account, without being added to Team A. Jo therefore has access to Enterprise features in Asana without impacting the makeup of Team A.
Removing a user’s license
As with license assignment, there are two ways to remove a user’s license in a mixed domain. Admins and billing owners can remove a user’s license via the division admin console.
Method 1: Removing a user’s license when they are a member of a team in a division
When a user is a member of a team (or teams) in a paid division, they are receiving their license due to their membership of those teams. If they are removed from the teams, they will lose their license. They will be removed from the division if they are no longer a member of any of the division’s teams, and have not been assigned a license through project sharing. In such a case, they will no longer be displayed to a billing owner or admin in the division’s members list.
For example, Sam is a member of Team A and Team B, which are teams inside a paid division. The division has an Enterprise subscription, which provides Enterprise feature access to its members.
When an admin or billing owner removes Sam from Team A and Team B, she loses her paid license. She is also removed from the division. Since she is no longer receiving a license from her membership of Team A or Team B, she no longer has access to Enterprise features. She will also no longer appear on the division’s bill.
Method 2: Removing a user’s license when they are team less in a division
Removing a user’s license when they are team less (license granted by division)
When a user is not a member of a team in a paid division, and instead is granted their paid license by the division itself (as is the case with project share), the removal process is slightly different.
As the user is not a member of any team in the division, removing the user from a team is not part of the process of removing their license. Their license is removed directly via the division’s admin console.
For example, Jo was previously a free user in the acme.com domain until they were invited to a paid division via project share. They received a paid license directly from the division without any membership of the division’s teams.
When an admin or billing owner removes Jo’s license, Jo is removed from the division as well.