Assign people to workspaces

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• Guide to workspaces

  Before you begin

  Workspaces are only available on the Enterprise plan.

  Only organization and workspace admins can manage workspaces.

  Workspaces add an extra layer of structure to your Figma organization. They group related teams together so you can easily find the work that matters most to you.

  Browse workspaces

  Browse all workspaces in your organization

  You can browse all the workspaces in your organization.

  1. From the file browser, click All workspaces.
  2. Select a workspace to see all the teams in the the workspace.

  When you join a team in a workspace, both the workspace name and team name will appear in your sidebar.

  Filter search results by workspace

  

  To help you find exactly what you need, you can filter your search results by workspace.

  1. Click the search field at the top of the file browser.
  2. Type what you’re looking for and press Enter.
  3. Click on the dropdown menu next to Filter: and select a workspace to filter by.

  Discover the most relevant libraries

  Libraries let you share components and styles with other people in your organization. They help you keep designs consistent across your company.

  The library modal now keeps the most relevant libraries front and center. When you open the library modal, you’ll see:

  

  • A Libraries in the current file
  • B Libraries in the workspace the file belongs to
  • C Libraries in the rest of the organization’s workspaces

  Note: Updates to the library modal are rolling out over the next few weeks.

• Launch workspaces in your organization

  Before you begin

  Workspaces are only available on the Enterprise plan.

  Only organization and workspace admins can manage workspaces.

  

  Workspaces are collections of teams, people, and resources within a Figma organization. They help companies with many business units, sub-brands, or design systems add structure to their Figma organization.

  Prepare to launch workspaces at your company

  As an organization admin, you play a key part in setting up your organization for success. Here's how to effectively launch and manage workspaces for your organization:

  1. Plan a structure for the workspaces in your Figma organization
  2. Identify workspace admins
  3. Decide how to assign teams to workspaces
  4. Decide how to assign users to workspaces (optional)
  5. Communicate the changes to your organization
  6. Create and set up workspaces

  Warning: As soon as you create your first workspace, Figma will look different to everyone in your organization. We strongly recommend following these steps before enabling workspaces in your organization.

  1. Plan a workspace structure

  We recommend creating workspaces according to existing structures at your company. For example:

  • Business units
  • Sub-brands
  • Product areas
  • Regions

  Here are some suggestions for planning your workspaces:

  • We recommend creating at least two workspaces. You can create as many workspaces as you need, although most companies use less than 20. 
  • Give workspaces simple, intuitive names.
  • Make sure each workspace has a unique name.

  Caution: There are some cases where adding workspaces to your Figma organization isn’t necessary. For example, you might not need workspaces if your organization has less than 10 teams. If you're unsure whether workspaces are a good fit, reach out to your Figma sales contact.

  2. Identify workspace admins

  Workspace admins help organization admins manage people and resources in Figma. We recommend identifying at least one workspace admin for each workspace you create.

  Workspace admins can manage teams, members, and guests in their workspace. We recommend choosing people who understand the activities and tasks of the people and teams they manage. They could be a team or line manager, department head, or anyone with insight into what people work on.

  Learn more about the differences between organization and workspace admins →

  3. Decide how to assign teams to workspaces

  When you create a workspace, we recommend assigning teams to it.

  Assigning teams to workspaces lets you group related work together. This makes it easy for people to find their work in Figma.

  If you don’t add teams to a workspace, people will see an empty workspace in their sidebar. Any unassigned teams will go into a section called Other teams. People will have to sift through all the unassigned teams to find the ones that are relevant to them.

  When you assign teams to workspaces, you can also choose default teams. People automatically join default teams when they are assigned to a workspace. This makes it easy to get started with the right content.

  Tip: You can ask your Figma sales contact for a list of your teams as a CSV file.

  4. Decide how to assign users to workspaces (optional)

  Each member or guest gets assigned to one workspace. You can assign people to workspaces manually, or let people assign themselves by enabling the workspace selector.

  Assigning people to a workspace is an optional administrative step. It lets organization admins delegate user management responsibilities to workspace admins. It also helps larger companies understand how licenses are distributed throughout their Figma organization.

  Assigning people to a workspace won’t affect their membership to any teams they’ve already joined. They’ll still be able to browse, join, or request to join teams in other workspaces in your organization.

  5. Communicate the changes to your organization

  It’s very important to let your organization know in advance how their experience using Figma will change.

  Here’s a customizable message for letting your users know what to expect:

  To everyone using Figma,

  Starting [date], you will notice a few changes in Figma.

  To make content and projects easier to find, we’ve started to organize Figma into workspaces. Workspaces are a new way of grouping teams within Figma and we’re using them to represent [sub-brands, departments, product areas, etc.] within our organization.

  How does this impact you? Starting [date], you’ll see the following changes:

  • Browse teams by workspace: When you click on [company name] in the file browser, you can see the workspaces in our organization and the teams in those workspaces.
  • Access workspaces in the sidebar: Teams you have joined will be grouped by workspace in the sidebar.
  • Filter search results by workspace: You can filter search results by one or more workspaces to narrow down your search results.
  • Browse libraries by workspace: You can see libraries grouped by workspace when accessing the library modal.

  You’ll still be a member of any teams you’ve joined and you can still browse and join or request to join any open or closed team across the organization. You’ll just see them grouped by workspace going forward.

  We hope that these changes help you navigate our ever-growing Figma space and find important work faster. If you have any questions or feedback about this change, let us know or reach out to support@figma.com.

  6. Create and set up workspaces

  It’s time! You’re officially ready to launch workspaces for your organization. 🎉

  Create a workspace →

• Create a workspace

  Before you begin

  Workspaces are only available on the Enterprise plan.

  Only organization admins can create workspaces.

  Workspaces are groups of teams, people, and resources within an organization. You can create workspaces for different groups, departments, product areas, or business units.

  There are three steps to set up a workspace:

  1. Create a new workspace
  2. Assign teams to the workspace
  3. Assign members and guests (optional)

  Caution: If you’ve just upgraded to the Enterprise plan and are creating the first workspaces in your organization, we recommend reviewing the guide to launching workspaces in your organization.

  1. Create a new workspace

  1. Select Admin settings in the left sidebar.
  2. Select Workspaces in the menu bar.
  3. Click New workspace at the top of the table.
  4. Enter a name for the workspace.
  5. In the Workspace admin field, add at least one person. Start typing an existing members’ name, then click or press Enter to select.
  6. Press Create workspace to complete the process.

  What is a workspace admin?

  Workspace admins help organization admins manage people and resources in Figma. Workspace admins can manage teams, members, and guests in their workspace.

  We recommend choosing people who understand the activities and tasks of the people and teams they manage. They could be a team or line manager, department head, or anyone with insight into what people work on.

  2. Assign teams to the workspace

  Workspaces let you group related teams together. This makes it easy for people to find their work in Figma.

  Assign teams to a workspace →

  Tip: Workspace admins can assign default teams to members in a workspace. When enabled, Figma adds everyone in the workspace to the selected default teams. This applies to existing members or guests, or anyone new who joins the workspace.

  3. Assign members and guests (optional)

  Assigning people to a workspace is an optional administrative step. It lets organization admins delegate user management responsibilities to workspace admins. It also helps larger companies understand how licenses are distributed throughout their Figma organization.

  Anyone who isn't assigned to a workspace is considered Unassigned. Both organization and workspace admins can view unassigned members and assign them to a workspace.

  • Organization admins can assign people to any workspace.
  • Workspace admins can only assign people from Unassigned to workspaces they manage. They can’t claim or assign people from other workspaces.

  You can only assign people to one workspace, but they can still join teams and access resources in other workspaces.

  Assign members and guests to a workspace →

  Tip: Rather than manually assigning members to a workspace yourself, you can let people assign themselves.

• Manage workspaces in an organization

  Before you begin

  Workspaces are only available on the Enterprise plan.

  Only organization admins and workspace admins can manage workspaces.

  Workspaces are collections of teams, people, and resources in a Figma organization. They add a layer of structure to help people focus on the work that matters to them.

  Only organization admins and workspace admins can manage workspaces.

  • Organization admins can create workspaces and assign workspace admins to each workspace.
  • Workspace admins have a level of access below organization admins. Workspace admins manage teams, members, and guests in their workspaces. They can't manage any organization-wide resources or settings.

  Tip: New to the Enterprise plan? Check out our guide to launching workspaces in your organization.

  Workspace settings and permissions

  Action	Workspace admins	Organization admins
  Create and set up workspaces	✕	✓
  Add and remove workspace admins	✕	✓
  Assign people to workspaces	Can only claim people from Unassigned	✓
  Move people between workspaces	Can only move people between workspaces they manage	Can assign, move, or unassign any member or guest
  Unassign people from workspace	Can only unassign people from workspaces they manage	Can unassign any member or guest
  Assign teams to workspaces	Can only claim teams from Unassigned	✓
  Move teams between workspaces	Can only move teams between workspaces they manage	✓
  Unassign teams from a workspace	Can only unassign teams from workspaces they manage	✓
  Set default teams for a workspace	Can set default teams for workspaces they manage	✕
  Set default libraries for a workspace	Can set default libraries for workspaces they manage	✓
  Rename workspaces	✕	✓
  Delete a workspace	✕	✓
  Manage paid editor roles	People in their workspace only	Everyone in the organization
  View member and guest activity	People in their workspace or Unassigned only	✓
  Remove people from the organization	✓	✓
  Manage drafts of deleted members	✕	✓
  Manage organization-wide resources	✕	✓
  Confirm editors during billing true-ups	Can review and confirm new editors for workspaces they manage	Can review and confirm all editors
  Confirm and finalize organization invoices	✕	✓

   

• Let people assign themselves to a workspace

  Before you begin

  Workspaces are only available on the Enterprise plan.

  Only organization admins can enable the workspace selection modal.

  

  If you don't want to manually assign people to a workspace, you can let people assign themselves using the workspace selection modal.

  When you enable the workspace selection modal, Figma will prompt any unassigned members to assign themselves to a workspace. This happens on their next login or the next time they open the file browser.

  If they don't see a relevant workspace, they can select My workspace isn't listed or I don't know my workspace. Figma will leave them unassigned until an organization or workspace admin can manually assign them.

  Tip: Assigning people to a workspace is an optional administrative step. It lets organization admins delegate user management responsibilities to workspace admins. It also helps larger companies understand how licenses are distributed throughout their Figma organization.

  To enable the workspace selection modal:

  1. Open the organization in Figma.
  2. Select Admin settings in the sidebar.
  3. Select Settings in the menu bar.
  4. In the Login and provisioning section, turn on Workspace selector.

  Note: Guests can't assign themselves to a workspace. When the workspace selection modal is enabled, Figma automatically assigns new guests to the same workspace as the person who invited them.

• Assign teams to workspaces

  Who is this article for

  Supported on the Enterprise plan.

  Organization admins can assign teams to any workspace.

  Workspace admins can assign unassigned teams to their workspaces.

  Workspaces are groups of teams, people, and resources within an organization. They add another layer of structure within organizations.

  You can group or structure related teams by assigning them to workspaces. Organization admins can assign teams to any workspace.

  Workspace admins can only move unassigned teams to workspaces they manage. They can’t claim or reassign teams from other workspaces.

  Who can assign teams

  • Organization admins can assign or reassign any team in the organization.
  • Workspace admins can claim unassigned teams, move teams between workspaces they’re an admin of, and unassign teams from their workspaces.

  Assign teams from unassigned

  Organization admin

  1. Open the organization in Figma.
  2. Select Admin settings in the left sidebar.
  3. Select Teams in the menu bar to view all organization teams.
     • To update a single team:
       1. Find the team in the list.
       2. In the Workspace column, click Select group next to the team.
       3. Select the workspace.
     • To assign in bulk:
       1. Use the checkboxes to select the teams you want to assign.
       2. In the bulk actions menu, select Change workspace .
       3. Select the workspace from the list of options.

  Workspace admin

  Assign teams from unassigned to any workspace you’re an admin of.

  1. Open the organization in Figma.
  2. Select Admin settings in the left sidebar.
  3. If you manage multiple workspaces, click the workspace name in the menu bar to select another workspace.
  4. Select Teams in the menu bar to view existing teams in the current workspace.
  5. Switch to the Unassigned teams tab.
     • To assign individually:
       1. In the Workspace column for the team, click Select group .
       2. Select a workspace from the list. You'll only see workspaces you manage.
     • To assign in bulk:
       1. Select the checkbox next to each team you want to assign.
       2. In the bulk actions menu, select Assign teams to workspace name. You'll only see the option to assign teams to workspaces you manage.

  Tip! You can also set the current selection as default teams. With teams selected, select Add to default teams from the bulk actions menu. Set default teams →

  Move teams between workspaces

  Workspace admins can only move teams between workspaces they manage. They can’t move teams from workspaces they don’t manage.

  1. Select Admin settings in the left sidebar.
  2. Select Teams in the menu bar to view teams in the current workspace.
  3. If you manage multiple workspaces, select the workspace where the team currently lives.
  4. In the Workspace column for that team, click Select group next to the team.
  5. Select the workspace from the list. You'll only see workspaces you manage.

  Unassign teams

  Organization admin

  To update a single team:

  1. Open Admin settings > Teams in Figma.
  2. In the Workspace column, click the current workspace name and select Unassign.

  To assign in bulk:

  1. Open Admin settings > Teams in Figma.
  2. Use the checkboxes to select the teams you want to assign.
  3. In the bulk actions menu, select Change workspace .
  4. Select the workspace from the list of options.

  Workspace admin

  Unassign teams from the current workspace. This won’t remove anyone’s access to that team, or affect any team files and projects.

  1. Open Admin settings > Teams in Figma.

  2. If you manage multiple workspaces, select the relevant workspace.

  3. In the Workspace column for that team, click Select group next to the team.

  4. Select Unassign to remove the team from the current workspace.

  Note: Workspace admins can also set any default teams. Figma adds new workspace members to any default teams.

• Set default teams for workspaces

  Before you begin

  Supported on the Enterprise plan.

  Only workspace admins can set default teams for workspaces they manage.

  Workspaces are collections of teams, people, and resources. They add another layer of structure within larger organizations.

  Workspace admins can assign default teams to members in a workspace. When enabled, Figma will add existing members of the workspace, and any new member who joins the workspace, to the selected default teams. It’s not possible to set default teams for guests. 

  Tip: Default teams can be teams in the current workspace or teams in other workspaces in the organization.

  Add or remove default teams

  1. Select Admin settings in the left sidebar.
  2. At the top-left of Admin settings, you'll see the name of the workspace.
     • If you're an admin of more than one workspace, you can use the dropdown menu to select another workspace.
     • If you're also an organization admin, you'll see the name of your organization instead. Click on the dropdown menu to select a workspace.
  3. Select Edit default teams to add or remove default teams.
     
     • Add team: start typing the team name in the field. Figma will auto-complete suggestions from teams in the current workspace.
     • Remove team: click next to the team name.
     
  4. Select Save to apply your changes.

  Note: Removing a team from a workspace’s default teams doesn’t affect membership for existing team members.

• Add or remove workspace admins

  Who is this article for

  Supported on the Enterprise plan.

  Only organization admins can add or remove workspace admins.

  Workspaces are groups of teams, people, and resources within an organization. They add another layer of structure within organizations.

  Workspace admins have a level of access below an organization admin. They can only manage the workspaces you assign them to. Workspace admins can:

  • Manage roles and licenses for people in their workspaces
  • Assign teams to workspaces
  • Set default teams for the workspace
  • Confirm editors for their workspace during a true-up
  • Remove people from the organization

  Manage workspace admins

  Organization admins can assign workspaces admins from Admin settings > Workspaces.

  1. From the file browser, select Admin settings in the left sidebar.
  2. Select Workspaces in the menu bar.
  3. Click next to the workspace.
  4. Select Edit workspace to make changes to the group.

  Add workspace admin

  1. Select the Workspace admin(s) field .
  2. Start typing in a member's name.
  3. Press Enter or click to add them as a workspace admin.
  4. Click Save changes to apply

  Remove workspace admin

  1. Click next to an admin to remove them.
  2. Click Save changes to apply
• Rename a workspace

  Who is this article for

  Supported on the Enterprise plan.

  Only organization admins can change the workspace name or icon.

  Workspaces are groups of teams, people, and resources within an organization. They add another layer of structure within large organizations.

  You can create workspaces for different groups, departments, product areas, or business units. Organization admins can edit the workspace name. This is great if you want to reorganize existing workspaces.

  1. From the file browser, select Admin settings in the left sidebar.
  2. Select Workspaces in the menu bar.
  3. Click next to the workspace.
  4. Select Edit workspace to make changes to the group.
  5. Update the Workspace name field to rename the group.
  6. Click Save changes to apply.