Migrate from Intervals to Asana

Intervals Clients are the top-level organizational unit containing Projects, Tasks, and time-tracking data. We map them to Asana Teams (the org-level container) or, for customers preferring a flat structure, to Projects flagged with a client-tag custom field. The mapping decision is made during scoping based on whether the customer uses Intervals' client billing features. Client status (active/inactive) maps to Team membership and Project active status in Asana.

Intervals People records are user accounts with timesheet permissions, access levels (admin/member), and billable-rate settings. We map them to Asana Users, preserving name, email, and access-level intent (admin maps to Asana Admin on Business/Enterprise, member maps to Member). Inactive Intervals users become inactive Asana users. HubSpot-style owner-to-user mapping is not required because Intervals People and Asana Users both use email as the natural key.

Intervals Projects belong to a Client and contain Tasks and Milestones, with budget, start/end dates, and status. We map them to Asana Projects within the corresponding Team. The Intervals Project status (active/on-hold/archived) maps to Asana Project archived status. Budget amounts from Intervals migrate to a custom currency field in Asana because Asana does not have a native budget tracking object.

Intervals Milestones are date-driven checkpoints within a Project, each with optional comments. We map them to Asana Milestones, which are available from Asana Business tier ($24.99/user/month). If the destination Asana workspace is on Starter, we flag this as a tier constraint during scoping and offer to map Milestones to milestone-flagged tasks in a milestone tracking section instead. Milestone sequence, target dates, and comments all migrate directly.

Intervals Tasks belong to a Project and optionally to a Milestone, with assignees (People), status, estimated vs. actual hours, and task-level comments. We map them to Asana Tasks within the corresponding Project, preserving assignee (mapped to Asana User by email), due date, start date, and the task description field. Task status in Intervals (active/completed/archived) maps to Asana completion status. We preserve task ordering within the Project by setting the Asana custom field sort_order or by using the task position in the project's task list.

Intervals task-level comments are threaded text entries attached to Tasks. We map them to Asana Comments on the corresponding Task. Comment author maps to the Asana User by email match; comment timestamp preserves the original Intervals date. Comments posted via the Asana API are attributed to the migration service account unless the original author has a matching Asana User — we log the original author in the comment body for audit purposes.

Intervals Milestone comments follow the same mapping logic as task comments, attaching to the corresponding Asana Milestone as a Comment. Milestone-level discussion threads are preserved with author and timestamp intact. Asana Milestones are not themselves commentable in all API versions — we verify the destination API version during setup and use the appropriate endpoint.

Intervals Project Notes are standalone text entries scoped to a Project but not tied to Tasks or Milestones. We map these to the Asana Project description field if there is a single dominant note, or to a pinned Comment on the Project if there are multiple notes that should remain as separate entries. The mapping decision is documented in the object mapping spec before migration.

Intervals time entries are the primary data object — each records hours, a date, task association, billable status, and optional notes. Asana has no native time-entry object at any pricing tier. We handle this by creating a custom field on the Task called Hours Logged (numeric) and a companion custom field Billable (checkbox). Each time entry becomes a Note on the task with the date, hours, and billable status in the note body. For customers requiring detailed billing history, we also generate a CSV export of all time entries as a companion artifact for import into a billing tool.

Intervals custom activity fields are user-defined properties attached to time entries (e.g., Service Type, Expense Code, Billing Category). These are not visible in the CSV export — they appear only via the Intervals API. We enumerate all active custom activity fields during the discovery phase by querying the API, then create corresponding custom fields in Asana on the Task object. Field type mapping follows: text fields map to Asana text custom fields, dropdown values map to single-select custom fields, and numeric fields map to Asana number custom fields.

Intervals Documents are file attachments stored per Task. The platform explicitly states that documents cannot be bulk exported — only individually downloaded. We do not attempt API-based bulk document extraction. During discovery, we document every document URL organized by Project and Task. We present the customer with a manual-download checklist so they can download documents individually before we proceed with the data migration. After download, documents are re-uploaded to Asana as attachments on the corresponding tasks during the migration window.

Intervals Tasks optionally belong to a Milestone via the milestone_id reference. Asana Milestones are project-level markers rather than containers, so the linkage is maintained differently — we set the Task's due date and start date to align with the target Milestone date, and we add a custom field Milestone Name to the Task that references the parent Milestone name for audit purposes. This preserves the relationship without requiring a structural workaround.