Migrate from actiTIME to Asana

actiTIME Customers are the top-level organizational container and map to Asana Teams. We create one Asana Team per actiTIME Customer, preserving the Customer name and archived status as a Team description note. If the actiTIME instance has multiple active Customers, each becomes a separate Asana Team so that project scoping and team-based permissions remain intact after migration.

actiTIME Projects belong to a Customer and map directly to Asana Projects. We preserve estimatedTime and deadline from actiTIME as Asana Due Date and a numeric custom field Estimated Hours. Project status (active, archived) maps to Asana's project archived state. Each Project is assigned to its corresponding Team during import so that project-team membership reflects the source Customer hierarchy.

actiTIME Tasks map to Asana Tasks. We preserve name, status, estimatedTime, deadline, and custom workflow status. In actiTIME, estimatedTime is a feature-gated field controlled by the taskEstimates flag — we check this flag before reading any estimate data. Where enabled, estimated hours migrate to a numeric custom field in Asana. The actiTIME task's custom workflow stage migrates to a single-select custom field that we pre-create in Asana based on the exported workflow taxonomy.

actiTIME Time-Track entries represent logged work hours and are the core data object in actiTIME. Asana does not have a native time-track entry object that accepts migrated data — the Actual Time field (task.actual_time_minutes) is read-only and cannot be written via API. We preserve time-track data as structured notes on the corresponding Asana Task, formatted with date, hours, type of work, billability flag, and comments. This preserves the data for reporting but requires a custom Asana report or third-party integration to query time across tasks.

actiTIME Users map to Asana Users by email match. We export the complete user roster including active/inactive status and time zone group assignment. Inactive actiTIME users who are still referenced on historical time-track entries are provisioned in Asana as inactive members so that Owner assignment on migrated tasks remains valid. Users without an email match enter a reconciliation queue for the customer's admin to provision.

Departments are a feature-gated object controlled by the Departments flag in actiTIME's /info endpoint. Not all instances have this feature enabled. Where enabled, we export the department roster and user assignments. In Asana, we create a Department custom field on the User profile or map users to Teams representing their department — the customer chooses the strategy during scoping. If the actiTIME Departments feature is disabled, no department data exists to migrate.

actiTIME Types of Work (e.g., Development, Meeting, Research) categorise time-track entries and are a read-only taxonomy per instance. We export the full type-of-work list and create a matching single-select custom field in Asana. Every migrated time-track note carries the Type of Work value so that work-type reporting can be reconstructed from the structured note content.

Custom Workflow Statuses are feature-gated by the taskWorkflow flag in actiTIME's /info endpoint. Where this feature is enabled, we export the current status definitions from the instance and pre-create a matching single-select custom field in Asana before any Task import. If taskWorkflow is false, no workflow status data exists in the instance and this mapping step is skipped.

Task estimates (planned hours per task) are controlled by the taskEstimates feature flag. We check this flag before attempting to read any estimate data. Where enabled, estimated hours migrate to a numeric custom field Estimated Hours in Asana. Asana's native estimated time field (Custom Field with estimated_time type) is available on Premium and above; we verify the destination workspace tier during scoping.

Leave time tracking is feature-gated by the leavetimeRegistration flag in actiTIME's /info endpoint. Where enabled, leave-time records are exported and documented in the migration report, but do not migrate to Asana because Asana does not have a leave-time or PTO object. The customer uses the exported leave-time data to configure an external HR tool (BambooHR, Gusto, Rippling) post-migration. Leave-time records are flagged as requiring separate system setup in the handoff documentation.

Time Zone Groups group users by timezone in actiTIME for reporting across distributed teams. This feature is controlled by the timeZoneGroups flag. We export the TZG roster and user assignments, then set each mapped Asana User's time zone preference to match the source TZG assignment. Individual user time zones are applied at the User level in Asana rather than as a group construct since Asana does not have a time zone group object.

actiTIME supports timesheet locking to prevent modification of submitted time entries. Locked time-track entries are detected during the export phase and flagged in the migration report. In Asana, we apply a custom field Locked Timesheet (checkbox) to tasks with associated locked time-track data. Asana does not have an equivalent locking mechanism, so the flag documents the source lock status for the customer's awareness rather than enforcing it at the destination.