[Figma Organization] Administration & Access Control
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Using the Admin Panel
Administrators of an Organization will have access to the Organization’s Admin Panel.
The Admin Panel to view aspects of the Organization, including any Teams, Members, Activity Logs, Libraries and Shared Fonts.
To access the Admin Panel:
- Click on the Organization’s name in the top-left corner of the screen.
- Click the Settings Cog to open the Admin Panel:
- The Admin Panel will appear over your current screen as a modal:
- The Admin Panel is divided into five sections; you can access each section by clicking the corresponding tab along the top of the Admin Panel.
The General tab allows you to access the Activity Logs for the Organization. A ctivity logs provide a record of how users in your Organization are using and interacting with files and shared resources.
The Teams tab gives Admins access to a list of all visible Teams within the Organization. From this tab an Admin can join or request to join any visible Teams and/or leave any Teams that are already a part of. Organization Admins do not have omnipotent access to Teams.
The Members tab will display a list of all Members that have been added to the Organization. From here, Admins can update a Member’s Role and Account Type, as well as remove them from the Organization. Members are added to the Organization automatically via domain capture and can be pre-provisioned via SCIM (Okta only).
In the Libraries tab, you can find a list of all the Libraries shared within the Organization. Organizations are different from Professional account as they support shared libraries at both a Team Level and an Organization level. An Organization Admin will be able to view any Organization-wide Libraries here, as well as determine which libraries will appear by default in the Components panel.
Organizations also have access to a Shared Fonts tab. This allows any custom, bespoke or company-specific fonts to be uploaded and shared within the Organization. These can be shared within a specific team (by uploading them to the Team's page), or within the entire Organization. Organization Admins can view, upload and manage any fonts shared across the entire Organization, from the Shared Fonts tab.
Working with Teams
What are Teams?
Teams are groups of designers and collaborators that work together on specific projects; they can be defined in whatever way suits your business e.g. by department, product, location or function. There is no limit on how many teams you can have within an Organization.
Each team you create in Figma will have its own workspace where you can manage a Team's Members, Projects and Files.
Members can be added to more than one Team within the Organization and will be able to access any Teams they are Members of from the left-hand panel:
Note: For Figma users on our Professional plans, each Team is managed and billed separately. In an Organization, Teams are still managed and administrated individually, but are billed together. This simplifies the billing process for larger Organizations with multiple Teams and ensures each Member is only included in your billing once. Organization Billing is still in Alpha, but we'll keep this article updated with any announcements!
Organization Admins will be able to view a list of all Teams within the Organization. Organization Admins won't be able access all Teams within the Organization automatically, just the Teams that they have been explicitly added to.
Admins can view a list of the Teams within an Organization, from the Teams tab in the Admin Panel:
They will be able to see the Team name, how many Projects there are in the Team, the number of Members, and the Org Access.
Org access determines how Members of an Organization can discover or join a Team. There are three different levels of Org Access:
1 | Open
Anyone will be able to see an Open Team in the Team list within their account. Any Member will be able to join an Open Team whenever they want, without requiring permission from another Member.
2 | Closed
Anyone will be able to see a Closed Team within the Organization. However, Members will have to request access from an Editor or Admin within the Team. Once this is approved, the user will be able to access any of the Team's Projects and Files.
Click Request to Join next to the Closed Team. A Team Admin will need to approve the request before you will be able to view the Team Projects and Files.
3 | Secret
Secret teams are hidden from anyone in an Organization, by default. You will only be able to see a Secret team in the list of teams, if you have been explicitly added by a member of that team.
Admins won't be able to view or access a Secret team from their end. However, they will be able to see the team name and any activity relating to that team in the Activity Logs.
Tip! When there are no longer any members within a Secret team, an Admin will be able to join that team. They can then view, access or delete it, if required.
From the Teams page an Admin can also:
- Select Join to add themselves to an Open Team. See Manually Join a Team below for more information.
- Select Request to Join next to the Closed Team. A Team Admin will need to approve their request before they can view the Team Projects and Files. See Manually Join a Team below for more information.
- Select Create New Team to add a new Team to the Organization. This will take you to a new page where you can give your new Team a new, and determine its Org Access. Find out more about about how to create a team in our Creating your Team article.
- Select Leave Team next to any Team they are currently a member of. This will remove the Admin from that Team, they will no longer be able to access any Files and Resources shared within that Team.
Once a Member is added to a Team, you can control what level of access they have to the Organization, and the Projects, Files and Resources shared within it.
There are two main levels of access, or Roles, within an Organization:
1 | Member
Members are any users that have been added to an Organization. They have an email the matches the company or Organization's domain (e.g. email@example.com).
Members are able to view and comment on any files and projects within the Teams they are a specific member of, as well as view any shared resources (Styles, Components and Shared Fonts) that have been made available within the Organization.
2 | Guest
Guests are users that have been added to an Organization, with an email address that does or doesn't match the Organization's domain. These could be external contractors, collaborators, or other company employees that don't necessarily require access to the entire Organization.
Guests can only access resources they are explicitly invited to.
- A guest will need to be added to a Team to be able to view its Projects and Files.
- Guest won't be able to access resources visible to other Organization members, including Open and Closed Teams, published Team and Organization-wide Libraries, Shared Fonts, and any files shared within the Organization via link sharing.
- Guests won’t be able to use Components that are located within files they don’t have access to. To allow guest to use Components from a Shared Library, you will need to explicitly give them access to the Component’s file.
There is also a third role within an Organization of an Administrator. Admins are a subset of Member that have additional administrative rights within the Organization. They are either the original Organization Owner, or have been made an Administrator by another Admin within the Organization. Admins are able to:
- View and update detailed information around Billing, Teams, Members, Organization-wide Design Systems and Shared Fonts.
- Control Roles and Account Types for all users within an Organization.
- Define which Shared Resources (Styles, Libraries and Shared Fonts) are available to the Organization, by default.
- View and filter Activity Logs.
Note: Organization Admins won’t automatically have omnipotent access to every Team in the Organization. They would still need to be added to a Team directly to be able to access any Projects, Files and Shared Resources within it.
As well as having a Role, every member will also have an account type. The Account Type determines whether or not that member's membership will be included in your billing, as well as whether they have Edit or View only access.
- When you first add a new Member to your account, they will be given Starter permissions by default; Organizations will not be charged for Starter members. A Starter member will be able to view any Projects, Files, or Shared Resources within the Organization, as well as comment on any files, without being upgraded.
Note: A member will automatically be upgraded from a Starter to a Full member if they are given Edit access to a File; or if they share a File from their Drafts with the rest of the Organization. If you no longer want this member to have Full access, then you can downgrade their account to Restricted (see below).
- Full members are any Members that have Can Edit permission to at least one file or resource within the Organization. This allows them to view, edit and collaborate with other members on Projects. They are also able to readily share files from their drafts with other members in the Organization.
- Restricted members are limited in the way they can interact with any files or resources within the Organization. They are allowed to view and comment on any files, but they won't be able to make any edits to shared Files or Projects, or share Files from their Drafts with the rest of the Organization..They have either been set as a Restricted member when they were first added to the Organization, or have been explicitly downgraded from a Full or Starter account by an admin.
Organizations are only charged for Full members. Learn more about managing Memberships and Billing (Coming Soon).
Organization Admins will be able to manage a Member’s Role and Account Type from the Members tab in the Admin Panel.
<Image: Members Tab>
When you first add a new Member to your account, they will be given Starter permissions by default. This allows them View and Comment on any files or resources, without being upgraded.
A Starter will be automatically upgraded to a Full Member if:
- They share a Draft from their personal files.
- They are given Can Edit access to at least one project, file or resource within the Organization (outside of their own drafts).
The Member will be upgraded to a Full member as soon as their permissions on that file have been updated. Their access permissions on any other files or resources within the Organization won't be affected.
A Member can also request an upgrade from their Account Settings by clicking the Request Upgrade link next to their current Account Type. They can also request an update when they receive a restricted access warning.
This will send a notification to all Organization Admins, who can then approve the Member's request.
Note: Once a member is upgraded to Full access they will be included in your billing. There will be no immediate notification of the additional charge when a member is upgraded to Full.
Admins will also be able to set either a Starter or Full member to Restricted access. Restricted members will not be included in an Organization's billing.
Restricted Members will still be able to view and comment on any shared resources, but they will no longer be able to edit any files, or share any drafts they have created.
To update a Member's Account Type to Restricted:
- Go to the Members tab.
- Find the member in the list.
- Update their Account Type to Restricted:
The Member themselves won’t be immediately notified that they have been made restricted. When they next try to share or edit a file, they will see an Access Restricted message.
A Restricted member can then request an upgrade to Full access, if required, which would need to be approved by an Admin. At the moment, this will need to be done outside of Figma.
When a Team member leaves an Organization, you can simply remove them in Figma, which will immediately remove their access to the Organization.
Note: Any Drafts that belonged to that user will automatically be moved to the Shared Projects folder within the Organization. Organization Admins will be able to access those Files from the Shared Projects folder. They can then move or share those Files with any relevant Teams or Projects.
To remove Members, Admins or Guests:
- Go to the Members tab in the Admin Panel.
- Click on the arrow next to the user's Role.
- Select Remove from <Organization> from the options:
- A confirmation message will be shown on screen to indicate they have been removed from the Organization.
Members can be added to the Organization via the Invite Members link on the Team's page. Anyone can invite a Member to the Team.
The Member who sent the invitation's access will determine the new members access level i.e. if a Team Member is invited by a Viewer they will be given "Can View" access by default; if they are invited by an Editor they can be given "Can Edit" access.
By default, any Members that join a Team themselves will be added to the Team with only Can View access. They will need to be upgraded to Can Edit access by another Editor or Admin on that team. Once the Member or Admin has been given Can Edit access to a team, they will be considered a Full Member and the Organization will be billed accordingly.