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Question

How do you actually set up a team?

  • May 21, 2026
  • 1 reply
  • 42 views

SamuelW

This is really strange to me. 

I have a “Team”, apparent only from the URL, none of the UI elements show whether or not I’m dealing with an organization or a team. This team has members, whom I pay for, and the seats are set up for each one of them. They are all listed under the URL “…..team/<id>/team-admin-console/members...”, and show up properly.

When I access “...team/<id>/all-projects….” and press the small down-arrow next to the Team name, and select “show members”, only my account is visible.

The experience is this: all of the people in the team(shown under the team-admin-console) need to be manually approved/invited to each file for editing, even though they have been invited and accepted into the team.

According to the documentation: “For example: if you invite someone to a team, they’ll have access to the projects and files in that team, based on the permissions you give them (can view or can edit). If you invite someone to a specific file, but not the team, they get access to just that file but no other team projects and files.” 

When I visit the “all projects”-page for the team, and press “invite” in the top right, giving someone “edit” access(that already has a seat and have been invited/accepted), their status goes to “pending”(ie. accepted and paid → back to pending).

I assume there’s some difference between the invites, but this is very unclear. When I access the “team admin”-view, and invite someone, why do i then need to also invite them to the files and/or the project? 

Why is it so hard to let an admin just purchase a seat, and assign a person to a project?

This is a nightmare working in an async team, where all of these clashes/missing permissions are noticed on a file-by-file/project-by-project status.

Please make it clear where and how to invite someone to actually access a team/project. If the “team-admin” page is only purchasing a seat(which is my assumption now), it sholud be made redundantly clear that this is not giving access to the team, this is simply paying for them, and you’ll have to figure out the rest as you go.

1 reply

djv
Figmate
  • Community Support
  • May 22, 2026

Hey ​@SamuelW, thanks for your honest feedback! 

I hear you, and your frustration is valid. I’d be happy to help clarify what's happening here.


Figma actually has two separate layers of membership that don't automatically grant one another:

1. Team Admin Console (billing seat)

  • Adding someone here allocates a paid seat to them, but it does NOT grant them access to any projects or files. You can think of it as "this user now has a license to be on the team."

2. Project/Team-level invite

  • This is what actually gives someone access to necessary projects and files. To do this, go to your team's "All Projects" page, click the "Invite" button in the top right, and add them there with "can edit" or "can view" permissions. This is the invite that triggers the documentation behavior you mentioned. Once invited at the team level, they'll have access to all projects and files within that team based on the permission you set.

The reason statuses went back to "pending" when you re-invited them from the All Projects page is likely because Figma sent a new invitation email that they hadn't accepted yet. Again, this is a separate invite flow from the Admin console.


In Summary:

  • Team Admin Console = new paid seat
  • All Projects → Invite = grants team access

 

I’ll acknowledge that this two-step flow is not very clear, and the UI combing both under "invite" language does make it confusing. Thank you again for your feedback though. Our team is aware that this a UX gap that trips up a lot of Admins.