Manage roles in an organization

Related Videos

• View members and guests

  Who can use this feature

  Supported on the Organization and Enterprise plans.

  Only organization admins and workspace admins can view members and guests.

  View and manage members and guests.

  Who can view members and guests

  Only admins can view and manage members and guests.

  • Organization plan: only organization admins can manage view and manage members and guests.
  • Enterprise plan: organization admins can view and manage everyone in the organization. Workspace admins can view and manage people in workspaces they manage. They can also view and claim people that aren’t assigned to a workspace.

  View members and guests

  Keep track of everyone in your organization from the Members tab. View members and guests and view or manage access.

  • View the name, avatar, and email address for everyone in the organization. Click the address to copy it to your clipboard.

  • Identify guests and admins by their badges. Admins can grant and revoke admin access to other members. It's not possible to make guests actual members of the organization, unless you give them a company email.

  • See how recently the member or guests interacted with the organization:

    Last edit: The last date and time the user took an edit action in a Figma design or FigJam file. This includes files in a user's drafts.

    Last active: The last time they performed an action in Figma. For example: moving or renaming a file, publishing a library, etc. This is not their last login date.

  • View a person’s Figma design role and FigJam role.

    Figma has two products or file types: Figma design and FigJam. Everyone in an organization has a role on each product. People can have different roles on each product.

    A person's role determines their billing status, if they’re included in your billing. It also controls what activities they can do in design or FigJam files. How editor seats are calculated →

    There are three different roles: viewer, viewer-restricted, and editor.

  

  Sort and filter results

  Refine the members tab for the task at hand.

  • Use the search field to find a specific member or guest.
  • Filter results by:
    • Product: Figma design, FigJam
    • Role: Viewer, Viewer-restricted, Editor
    • Time joined: This billing period, Last billing period
    • Last edit: 3 - 6 months ago, 6 - 12 months ago, 12+ months ago
    • Account type: Admin, Member, Guest, Pending
    • If you have configured SCIM, you can sort members based on your SCIM member data, like cost center, organization division, or department. SCIM member data →
  • Click on any of the column headers to sort results using that column. Click again to switch between ascending and descending order.

  Note: Pending members have been provisioned for Figma, but haven't logged in via SAML SSO yet. Sometimes, a member will be listed twice. To remove the pending status, instruct the member to log in via SAML SSO. Figma will keep their access to existing files and projects.

  Want to sort and filter another way? Click Request full CSV to get a copy of all member and guest information. This includes more data including job title, date added, and any teams.

  Perform actions in bulk

  Use the checkboxes next to each person to select more than on person. You can then perform any of the following actions in bulk:

  • Change role to upgrade or downgrade members or guest in bulk
  • Copy emails to your clipboard
  • Grant admin access to members
  • Remove users from the organization

   

• View guest access

  Who can use this feature

  Supported on the Organization and Enterprise plans.

  Guests are external users with email addresses that don't match any of the organization's domains. They could be contractors, agencies, clients, or external collaborators. Members versus guests →

  Admins can see which resources a guest has access to, as well as any recent activity. This includes any teams they're a member of, or specific files and projects they can access.

  You can use this information to decide whether to downgrade their access, or remove them from the organization.

  Who can view guest access

  Only admins can view a guest’s activity or access in the organization.

  • Organization plan: only organization admins can manage roles. Team admins manage team-level permissions.
  • Enterprise plan: organization admins can manage roles for anyone in the organization. Workspace admins can manage roles for people in workspaces they manage. Team admins manage team-level permissions.

  View guest activity and access

  1. From the file browser, select Admin settings in the sidebar.
  2. Click the Members tab at the top of the window.
  3. Use the Account type filter at the top of the table to filter to Guests only.
  4. Select next to the guest you want to review.
  5. Select View guest access from the options.
  6. From the modal, you can view:
     • Their name, profile picture, and email address
     • A list of teams, projects, and files they can access and their permissions on those resources
     • Figma design and FigJam roles. Update roles →
  7. Select the Recent activity tab at the top of the modal to view details of any upgrades and the last five actions they took.
• Accept guest access requests

  Who can use this feature

  Supported on the Enterprise plan.

  When the guest membership setting is set to require approval, admins need to accept new guests added or invited to the organization.

  Guests only require approval when they first join the organization. Once accepted, guests can be invited to other resources in the organization without admin approval.

  Who can accept guest requests

  Only admins can accept new guests. Figma uses’s the inviter’s workspace, or the location of the file, to determine who gets the request.

  • If the inviter is assigned to a workspace, or the file lives in a workspace, workspace admins can accept or ignore the request.
  • If the inviter isn’t assigned to a workspace, or the file lives outside a workspace, an organization admin can accept or ignore the request

  Accept requests

  Admins can only accept or ignore the request. If a request is ignored, the guest won’t be able to send another request.

  1. Open email / in-app notification
  2. Click View request to review the request.
  3. View details about the request, including:
     • Guest name and email address (matches their Figma account)
     • Organization name
     • Inviter's name, access level (view/edit), resource name
  4. Select Dismiss to ignore the request, or to add the guest via your identity provider.
  5. Select Add to accept the request.

  Caution: If the guest has been invited to a file with edit access, this will update them to a paid editor role for that file type.

  If the guest was invited to a team or a project, Figma will add them with an introductory viewer role on both Figma design and FigJam. They can upgrade themselves to a paid editor role by taking an upgrade action.

• Add members or guests to an organization

  Who can use this feature

  Supported on the Organization and Enterprise plans

  There are a few ways to add members and guests to an organization:

  • Domain capture: all Figma accounts with company emails are added to the organization
  • Invite members or guests to teams, projects, or files
  • Add members to the organization
  • Add members to your identity provider (SAML SSO)

  Some methods are only available to members of the organization and not guests.

  	Members	Guests	Initial role
  Domain capture	✓	✕	Viewer only
  Add to the organization	✓	✕	Viewer only
  SAML SSO	✓	✕	Viewer only
  Invite to team, project, or file	✓	✓	Viewer or editor

  Members have an email address that matches any of the organization's domains. Members can access shared resources in the organization, including teams, fonts, libraries, and plugins.

  Guests are external users with an email address outside the organization. They can be contractors, agencies, clients, or external collaborators with external email addresses. Guests can only access the resources you explicitly invite them to.

  Roles and account types →

  Domain capture

  Domain capture makes sure anyone with a Figma account and a company email is included in the organization. This applies to anyone with any existing Figma account, as well as anyone who creates a new Figma account using their company email.

  When domain capture is on, you can still invite members to teams, projects, or files in the organization. Members can join the organization by accepting the invitation. If they don't have an account, Figma will make sure any account they create is part of the organization.

  Invite to teams, projects, or files

  Invite a member or guest to a file, project, or team to add them to your organization. Any member or guest can invite someone to a resource at or below their permission level.

  For example: someone with view access can only invite others with view access. Someone with edit access can invite someone with view or edit access.

  • Invite collaborators to a team
  • Invite someone to a project
  • Invite a collaborator to a file

  Note: Anyone you invite with can edit access is included in the organization's billing. Learn more about adding editors in a quarterly true-up →

  Add to the organization

  Organization and workspace admins can also invite members to the organization from the Members tab. You can't invite guests using this method, but you can invite them to specific teams, projects, or files.

  Figma will give everyone you invite via this process a provisional viewer role. You can update their access to viewer restricted or editor once Figma shows them in the Members tab.

  1. Select Admin settings in the sidebar.
  2. Select the Members tab.
  3. Click Invite member to open the invite modal.
  4. Enter the member's company email address and click Send Invite.
  5. Figma will send an email to the member's email address. Click the link in the email to join the organization.

  Add to identity provider (SAML SSO)

  If you have configured SAML SSO in your organization, you can add members to your identity provider. When added to your identity provider, Figma will create a provisional account for them.

  The third-party documentation below has detailed instructions on how to add members to your identity provider:

  • Azure Active Directory (external link)
  • OneLogin (external link)
  • Okta (external link)
  • Google (external link)
• How roles are assigned or updated

  Who can use this feature

  Supported on the Organization and Enterprise plans

  Figma has two products or file types: Figma design and FigJam. Everyone in an organization has a role on both products.

  A person's role determines their billing status; if they’re included in your billing. It also controls what activities they can do in design or FigJam files.

  There are three roles: viewer, viewer-restricted, and editor. There are a few ways a person’s role can be set or updated in an organization.

  Initial roles

  Permissions at migration

  When you upgrade to the Organization or Enterprise plan, Figma assigns roles to people based on their existing permissions.

  • Anyone with can edit permissions on a team or file gets an editor role
  • Anyone with can view permissions on a team or file gets a viewer role.

  Add to organization

  When you add people to your organization via domain capture or manual invitation, Figma gives them an introductory viewer role. Organization or workspace admins can change their role after they join.

  Note: People can have edit permissions on teams, while only having viewer roles on Figma design or FigJam.

  Figma only includes them in the organization’s billing once they take an edit action on a file. This includes the Edit file button in the list of upgrade actions ↓

  Enterprise only features

  On the Enterprise plan, there are a few extra ways to assign design and FigJam roles:

  • Set default roles for new members and guests. This allows you to control what level of access people get on each product, when they first join.
  • If you use SAML SSO, you can provision and assign a member's role using SCIM. This allows you to assign roles to members before they join the organization.

  Note: If you set member roles via SCIM, Figma will honor the SCIM provisioned role over the default role. If you have SAML and basic SCIM enabled, but don't use SCIM to set roles, Figma will use the default role setting.

  You can identify members with roles set by SCIM with the next to their role in the Members tab.

  Admin upgrades

  Admins can manage Figma design and FigJam roles for members and guests.

  • Organization plan: only organization admins can make changes to people’s roles. Team admins can only manage team-level permissions.
  • Enterprise plan: organization admins can manage roles for anyone in the organization. Workspace admins can make changes to roles for people in their workspaces.

  Note: You can control which teams people can access with team permissions. Only team admins can make changes to a person’s team-level permissions.

  User-initiated upgrades

  Members and guests can start the upgrade process by taking an upgrade action.

  Anyone with a viewer role can upgrade themselves to a paid editor role by performing one these upgrade actions.

  People with a viewer-restricted role are prompted to request an upgrade when they attempt an upgrade action. Only organization or workspace admins can approve an upgrade request.

  • Share a file from drafts
  • Open a link to an organization file and take an edit action
  • Request to join a team as an editor (only if a team admin accepts your request)
  • Join a team without any existing editors

  Share files from drafts

  Viewers can upgrade to paid editor roles by sharing a file from their organization drafts with someone else in the organization. This applies to an invitation from the file's share modal, or by sharing an edit link to a file.

  Create new files

  Viewers are upgraded to a paid editor role if they create a file in an organization team. This doesn’t apply to files they create in their drafts, unless they share that file with people in the organization.

  • New FigJam file: upgrades to a paid editor role on FigJam.
  • New design file: upgrades to a paid editor role on Figma design.

  Edit Figma design or FigJam files

  Every file and prototype in Figma has a unique URL. In an organization, people can copy this link to quickly share designs and prototypes with other people in the organization.

  People can interact with organization files based on a few factors. The person's role, team permissions, and the file's link sharing permissions all play a part.

  When a file’s link sharing settings are set to can edit, people will see either an Edit file or Ask to edit button on their first open. 

  A person’s role and the file’s link sharing settings influence which button they see and what happens when they interact with it. For viewers, this will update their role or access. For those with a viewer-restricted role, this will send a request.

  Join teams

  Viewers can request to join closed teams in the organization. As part of that process, they can request either can view or can edit access.

  If a team admin accepts their request to join with edit permissions, Figma will upgrade them to a paid editor role in the organization.

  If a viewer joins an existing team in the organization, which doesn't have any editors or admins in it, they can get edit access by claiming ownership of that team.

• Make someone an organization admin

  Who can use this feature

  Supported on Organization and Enterprise plans.

  Only organization admins can grant admin access to members.

  Organization admins are members with extra administrative rights within the organization. Grant a member admin access to upgrade them to an organization admin.

  They can view and adjust member and guest roles, view and manage the organization's billing, and adjust organization-wide settings. Admins in Figma →

  You can only make members an admin, it's not possible to give a guest of the organization admin access. Members have an email address that matches an organization domain.

  1. Open the organization in Figma.
  2. Select Admin settings in the sidebar.
  3. Select Members from the menu bar.
  4. Click next to the member.
  5. Select Grant admin access.

  View only admins

  If you have admins that don't need edit access to teams and files, you can update their role to viewer-restricted. This will allow them to manage aspects of the organization without being included in the organization's billing.

  1. Use the search field to find the admin.
  2. In the Figma design role column, click and select Viewer - restricted to remove editor access to Figma design files.
  3. In the FigJam role column, click and select Viewer - restricted to remove editor access on FigJam files.
• Approve or deny upgrade requests

  Who can use this feature

  Supported on the Organization and Enterprise plans

  People with a viewer-restricted role on either Figma design or FigJam won’t be able to edit files.

  If they try to take an editor upgrade action, Figma asks them to request an upgrade. They can enter a reason for their request before it’s sent to relevant admins.

  The request only applies to that specific product. If someone requests an upgrade from a FigJam file, the upgrade only applies to their FigJam role.

  Who manages upgrade requests

  Figma sends upgrade requests to the people with the most context on that person’s needs.

  • On the Organization plan, upgrade requests go to organization admins.
  • On the Enterprise plan, upgrade requests go to the relevant workspace admin. If the requester isn’t assigned to a workspace, organization admins can manage their request.

  Accept or decline upgrade requests

  Figma sends both an email and in-app notification to relevant admins. Requesters are notified of your decision by email and in-app notification.

  Email

  1. Open the upgrade request email.
  2. Click Manage request to view the request:
     
  3. You’ll see the name and email address of the requester, as well as the product and organization it’s related to.
     1. Select Approve access to grant them an editor role on that product. Figma will notify them of the upgrade. They’ll also be included in your organization’s next true-up.
     2. Select Reject access to decline the request. Figma will tell them their request was declined and their role stay as viewer-restricted.

  Note: If another admin has already approved or declined the request, you’ll see a message that “this request has been already been handled”.

  Notification

  1. Open the organization in Figma.
  2. Click to view your notifications.
  3. You’ll see the name and email address of the requester, as well as the product and organization it’s related to.
     1. Select Accept to grant them an editor role on that product. Figma will notify them of the upgrade. They’ll also be included in your organization’s next true-up.
     2. Select Decline to decline the request. Figma will tell them their request was declined and their role stays as viewer-restricted.
     
• View and export activity logs

  Who can use this feature

  Supported on the Organization and Enterprise plans

  Only organization admins can view member and guest activity.

  Activity logs provide a record of how members and guests of your organization are using and interacting with files and shared resources.

  • See who is accessing, copying and sharing files.
  • Track changes made to teams.
  • Track changes made to team, project and file permissions.
  • View actions taken by specific members.
  • Monitor changes to organization-level settings (made by organization admins).
  • Identify and prevent misuse of any organization resources.

  View activity logs

  Organization admins are able to access activity logs in the Activity tab of the organization's Admin settings.

  1. Open the organization in Figma
  2. In the sidebar, select Admin settings under the Organization name:
  3. Click the Activity header at the top of the screen to open the activity log:
  4. Use the fields to filter results by your desired criteria. Choose from:
     
     1. Member: Enter a person’s email address to view any events they have performed, as well as any events that are applied to them by someone else.
     2. Date: Enter a start and end date to see results for a specific date range.
     3. Events: use the dropdown provided to select a specific type of event. Explore events ↓
     4. Team: Select a team to view activity within that specific team.

  

  Tip! Admins can also view recent activity for a specific member or guest in the Members tab. If they click to see more activity, Figma will open the Activity tab with that person's email address already populated.

  Activity log events

  Figma records and logs events for a maximum of 365 days. You'll see or every event in the activity log, Figma will record the following information, for every event that is added to the Activity Log.

  • They type of event that occurred.
  • The team member's name and email address. This could be the person taking the action, or the person the event is applied to.
  • Date and time the event occurred. All times are shown in Coordinated Universal Time (UTC).
  • Product the event is related to, if relevant.
  • The Team the event is related to, if relevant.
  • IP address of the related team member

  

  Members

  • Members signed in or signed out

  Note: Figma doesn't record any log in activities for guests of the organization. Figma also doesn't track when a member closes a browser window or exits Figma without logging out.

  Files

  • Created a file
  • Duplicated a file
  • Exported a file
  • File link access changed
  • Viewer permissions changed
  • File membership changed
  • Moved a file
  • Permanently deleted a file
  • Restored a file
  • Renamed a file
  • Saved a file
  • Trashed a file
  • Viewed a file
  • Viewed a prototype

  Branches

  • Created a branch
  • Merged a branch
  • Updated a branch
  • Archived a branch
  • Unarchived a branch
  • Deleted a branch

  Projects

  • Created a project
  • Deleted a project
  • Project membership changed
  • Moved a project
  • Renamed a project
  • Change the team access of a project

  Teams

  • Created a team
  • Deleted a team
  • Restored a team
  • Team membership changed
  • Renamed a tea
  • Changed the org access of a team
  • Changed the workspace of a team

  Organizations

  • Org merged
  • Org membership changed
  • Upgrade requests and activity
  • Org role changed
  • Exported the members list
  • Requested to join the org
  • Org join request approved
  • Org invite created
  • SCIM token generated
  • SCIM token revoked

  External access

  • Changed guest invite setting
  • Changed open sessions setting
  • Changed public link setting

  Default role

  • Changed default role

  Workspaces

  • Added workspace admins
  • Removed workspace admins
  • Created a workspace
  • Deleted a workspace
  • Renamed a workspace
  • Changed a user’s workspace
  • User selected their own workspace

  Community

  • File published, updated, or deleted
  • Plugin published, updated, or deleted

  Users

  Events related to login and authentication:

  • Signed in with email and password
  • Signed in with Google
  • Signed in with SAML
  • Signed out

  Private plugins

  • Plugin published
  • Plugin updated
  • Plugin deleted

  Plugin management

  • Plugin approve list setting changed
  • Approve list plugins changed
  • Install plugins org-wide

  Audio

  • User joined audio call

  Integrations

  • Personal access token created
  • Personal access token deleted
  • App connected
  • App disconnected

  Export activity logs

  You can export a copy of your activity logs, which includes all the data in your activity logs. This is great if you want to back up this information or dig further into events.

  When you request a CSV export, Figma will ignore any filters you've applied and export your entire activity log for the selected date range.

  1. Enter a start and end date to see results for a specific date range.
  2. Click Request CSV in the top-right corner of the screen. Figma will email you the activity log for download when it is ready.
• Remove people from an organization

  Before you start

  Who can use this feature

  Supported on the Organization and Enterprise plans.

  Organization admins and workspace admins can remove members and guests from the organization.

  You can remove member and guests to revoke their access. This prevents people from accessing any teams, files, projects, or libraries in the organization.

  Organization admins can remove any member or guest. Workspace admins can only remove people from the organization in workspaces they manage.

  What to expect

  Figma uses organization domains to determine who can join an organization. Members are accounts with email addresses that match an organization domain. Guests are accounts with external email addresses.

  Existing teams, files and projects

  When you remove a member, Figma keeps their contributions to organization teams, projects, and shared files.

  While not required, we recommend you transfer ownership of the member's teams, projects and files before you remove them.

  • Change the owner of a team
    If you don't transfer ownership of a team before removing the team owner from your organization, the team won't have an owner. Organization admins can claim ownership of the team from the Teams tab in Admin settings. Team admins can continue to manage a team regardless of whether there is an owner assigned.
    
    
  • Transfer ownership of files or projects
    If you don't transfer ownership of projects and files before removing the owner, they won't have a new owner until one is assigned.

  Drafts

  When you remove a member from the organization, their drafts stay within the organization. Organization admins can view and manage drafts of deleted members from the Shared projects folder

  Guests can still access their Figma account outside the organization. This includes any other teams or organizations of which they’re a member.

  External teams

  What happens to a member’s teams and drafts in their External teams depends on the organization's domain capture and SAML SSO settings.

  • Domain capture on: Members will no longer have access to the Figma account under their company email. They will lose access to their drafts and any teams, files, and projects in their External teams.
  • Domain capture off: Figma detaches their email address from the organization. This allows them to keep a Figma account registered under their company email. They won’t be able to access the organization, but may be able to access drafts, teams, and projects in their external teams.
  • SAML SSO on: If you remove members from your identity provider, they won’t be able to log in to Figma using their company email. They won’t be able to access anything in their organization or external teams.

  Remove in Figma

  Both organization and workspace admins (Enterprise plan only) can remove members and guests.

  Organization admin

  Organization admins can remove members and guests from the Admin settings > Members.

  1. Open the organization in Figma.
  2. From the sidebar, go to Admin settings > Members.
  3. Use the search field to find the member or guest.
  4. Click and select Remove.
  5. Check the box next to I understand that this action isn't reversible and click Remove member.

  Workspace admin Enterprise plan

  Workspace admins can remove members or guests from Admin settings > Workspace > Members.

  1. Open the organization in Figma.
  2. Select Admin settings in the left sidebar.
  3. Select Members in the menu bar.
  4. If you manage multiple workspaces, select the workspac at the top of the member list.
  5. Use the search field to find the member or guest.
  6. Click and select Remove.
  7. Check the box next to I understand that this action isn't reversible and click Remove member.

  Remove from SAML SSO or Google SSO

  If your organization members are configured via SAML SSO, you will also need to remove the user from your identity provider.

  This isn't something that we can help you with directly, but we've rounded up some documentation from our supported providers below.

  • Azure: Add or Delete Users in Azure Active Directory (third-party documentation)
  • OneLogin: Suspending or Deleting Users in OneLogin (third-party documentation)
  • Okta: Deactivate and delete users accounts (third-party documentation)
  • GSuite: Delete a user from your organization (third-party documentation)

  Note: If you remove or de-provision a user via your identity provider, this may prevent them from accessing their external teams.