Migrate from TimeHero to Asana

TimeHero tasks map directly to Asana tasks. We extract title, description, assignee, due date, start date, priority, and work estimate from the CSV export. Because TimeHero's adaptive engine may have rescheduled a task from its original due date, we capture both the original_due_date and current_scheduled_date as separate custom fields in Asana (original_due_date__c and timehero_scheduled_date__c) so the project team retains full scheduling history. Work estimates from TimeHero's estimate field map to Asana's num_tasks_custom_field or a numeric custom field depending on the destination project configuration.

TimeHero projects and folders map to Asana projects. The project name, description, start date, and target end date transfer directly. We set the Asana project privacy (public or private) based on the folder-level access configuration observed in TimeHero during export. Subfolders within a TimeHero project become Asana sections or subprojects depending on the customer's preferred structure.

TimeHero embeds time data within task records as actual_duration, remaining_time, and work_estimate fields. The CSV does not produce a separate time log. We extract actual_duration and remaining_time for each task and write them to Asana as a numeric custom field (timehero_actual_hours__c, timehero_remaining_hours__c). For teams that need a formal time log, we recommend connecting Everhour or Toggl Track post-migration; the migrated hours serve as the baseline estimate versus actual comparison.

TimeHero recurring tasks have a recurrence pattern (daily, weekly, monthly, custom interval) that generates future task instances. The CSV export does not include a recurrence rule field. We capture the recurrence definition by reviewing the recurring task configuration during discovery, document it as a written recurrence rule (e.g., 'every Monday and Wednesday, starting 2025-01-06'), and use Asana's native recurring task feature to regenerate future instances post-migration. Past completed recurring instances migrate as regular tasks with their historical completion dates preserved.

TimeHero computes a risk indicator based on task duration versus available time before the deadline. These are computed values not stored as exportable fields. We capture the triggering conditions — deadline date, assigned capacity, and task duration — and translate them into Asana custom fields (risk_detected__c as a checkbox, risk_reason__c as text) so that Asana project managers can manually evaluate and set risk status in the new system. Automated risk detection is not available in Asana natively and requires a third-party add-on or custom scripting if the customer wants to replicate the TimeHero behavior.

TimeHero's workload view (Premium feature) shows team capacity and task distribution across a calendar. We extract the underlying task-assignee data and reproduce the workload overview in Asana's Workload view (available on Business tier and above) by mapping assignee and estimated hours to the Asana workload grid. Teams on Asana Starter or Advanced can use a custom portfolio or a third-party workload tool as an alternative.

TimeHero uses Google and Outlook calendar events as scheduling context but does not store them as primary data. We do not migrate calendar events. If the customer wants calendar blocking for the migrated Asana tasks, we recommend using Asana's native calendar view (which can sync with Google Calendar) or a third-party scheduling tool to rebuild blocking patterns. Calendar data lives in Google or Outlook and should not be duplicated into Asana.

If the customer has been using TimeHero's Asana connector to import Asana-assigned tasks into TimeHero's inbox for scheduling, those inbox tasks originate from Asana and should not be re-imported. During discovery, we identify tasks sourced from the Asana connector and exclude them from the migration scope to avoid duplicate records in the destination Asana. The customer's live Asana instance already contains the authoritative record.

TimeHero user accounts map to Asana workspace members by email. We extract the owner assignment from each task and match by email against the destination Asana organization's member list. Any TimeHero owner without a matching Asana member goes to a reconciliation queue for the customer's admin to provision before record import resumes. Team structures map to Asana Teams if the destination org uses the Teams feature.

TimeHero task priority (low, medium, high, urgent) maps to an Asana custom field (priority__c as an enum) or to Asana tags if the customer prefers a lightweight tagging approach. We configure the enum options during migration setup to match the TimeHero priority scale. Tags are simpler to maintain; custom fields offer better filtering and reporting in Asana portfolios.

TimeHero's CSV export does not include file attachment references. Any files attached to tasks in TimeHero must be downloaded manually by the customer before migration and re-uploaded to the destination Asana tasks post-migration. We provide a checklist of all tasks that have attachments (identified by the presence of a file link in the TimeHero task description or notes) so the customer can plan the manual download and re-upload effort. This is a known limitation of TimeHero's export architecture.

TimeHero workflow templates (Premium feature) store project structure and task flow as application configuration, not as exportable data. These cannot be extracted via CSV. We perform a discovery walkthrough of all workflow templates, document their structure (task sequence, dependencies, estimated durations, assignee patterns), and deliver a written rebuild guide for the customer's admin to recreate them in Asana using project templates and dependency setup. This is a manual effort that falls outside data migration scope.