Using Organizations
  • 14 Dec 2022
  • 5 Minutes to read
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Using Organizations

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Organizations represent individual Enterprise accounts and are associated with email domains (e.g., acme.com). So whether you're rolling out Airtable to an entire company or just a department or team, Organizations are linked to single Enterprise accounts.


Introduction

Plan availabilityEnterprise plan only
Permissions

Airtable admins - This might you or an IT team member from your company. Ultimately, this will need to be someone who has admin panel access in Airtable.

Platform(s)Web/Browser, Mac app, and Windows app 
Related reading
Airtable terminology
  • Organizations: All Organizations must have a set member list, managed by a designated person with full administrative rights.


Organizations member types

User accounts are connected to Organizations in three distinct ways:

  • Organization member: A user account owned by an Organization. The user’s email address must match the Organization’s set of email domains; otherwise, the user cannot join as an Organization member. A user account can only be a member of one Organization.
  • Unmanaged user: A user account matches the Organization’s set of email domains but is not owned by the Organization. The most common example of unmanaged users is customers with multiple Organizations (multiple enterprise accounts). 
  • External user: A user account that does not match the Organization’s set of email domains (e.g., example.com instead of acme.com). Learn more about managing external users below.


Managing Organization memberships

Understanding how users and members are managed is an essential part of getting the most out of Organizations and what you can do with Airtable. Airtable provides admins with three ways to allow a user to become an Organization member:

  • Domain capture: All Airtable users with emails that match their Organization's email domains become Organization members. As an example, when a new user from Acme company creates an Airtable account with their @acme.com email address, they are automatically added as an Organization member in Acme's Airtable instance.
  • Member-by-invite: Unlike domain capture, even though a user's email domain may match an organization's domain(s), they will not automatically be added as an Organization member, instead that user would be an unmanaged user. After accepting an invitation to an Organization-owned workspace/base or being added to a user group, users with emails that match their Organization's email domains are then upgraded to Organization members.
  • Manual: By default, all users are unmanaged or external users. Admins must explicitly upgrade users to members. 

Admins can only take the following actions on a user account if that user is an Organization member:

  • Requiring users to log in via SSO
  • Changing user email addresses
  • Deactivating user accounts
  • Granting the admin role to users
  • Signing users out of all sessions


To access your Users' page:
  1. Visit your Admin Panel and select Users from the side menu. 
  2. From Users, you can see which collaborators are Organization members or unmanaged/external users. 
To upgrade a collaborator from an unmanaged user to an Organization member:
  1. Visit your Admin Panel and select Users from the side menu
  2. From Users, find the name of the user you want to start managing. 
  3. Click the … to the right of their name and select Start managing.
  4. Confirm by clicking Manage account.

To view non-enterprise workspaces where workspace owners are Organization members:
  1. Visit your Admin Panel and select Workspaces from the side menu. 
  2. Select Other Workspaces

From here, admins can select a workspace(s) and upgrade them to an enterprise account.


Organizations' dependencies

  • Organization member: A user can only be a member of a single Organization. Keep in mind that this does not prevent users from being shared on content across Organizations. 
  • Unmanaged users: Customers with unmanaged users often have overlapping collaborators across workspaces, but a user can only be a member of a single Organization. This helps to prevent being billed multiple times for the same user in federated organizations.
  • Member-by-invite: Any user account matching the set of the Organization’s email domains and the user account cannot already be a member of another Organization.
    • If multiple Organizations with member-by-invite share email domains, membership will be determined on a first-come-first-serve basis depending on which workspaces/bases a user accepts an invitation to first.
  • Domain capture: When future users sign up for Airtable with a matching email address, they immediately become Organization members. This is only recommended for wall-to-wall deployments of Airtable (Formerly ELA).
    • Admins cannot stop managing Organization members when domain capture is enabled.   

  • Admins upgrading non-enterprise workspaces: Workspace owners will receive an email notification stating the workspace is upgraded to an Enterprise account.
    • Organization members can upgrade non-enterprise workspaces to Enterprise, if they are a workspace owner.


Organizations' FAQs

How do I upgrade another user to be an admin for my organization?

We cover Learn how to upgrade a user to be an admin by reading our Users - Airtable Enterprise Admin Panel article.

Do Organizations change how billable users are calculated?

No, the shift to Organizations does not impact how billable users are calculated. Billable users continue to be based on the number of collaborators included in enterprise-owned workspaces.

How do ELAs and FLAs translate to Organizations?
  • ELAs become Organizations with domain capture enabled.
  • FLAs become Organizations without domain capture (auto-claim or manual).
Can multiple Organizations share the same set of email domains?

Yes, an email domain can be associated with multiple Organizations because enterprise accounts within the same parent company frequently share email domains.

How does the shift to Organizations change how workspaces are upgraded to Enterprise plans?  

Note: Billable collaborators may increase your plan's cost when workspaces are upgraded if new collaborators are added from the workspace.

We are streamlining the process of upgrading workspaces to Enterprise and removing the “FLA upgrader” role. As a result, admins no longer need to track down users to upgrade non-enterprise workspaces.

  • >Workspaces are automatically upgraded to the enterprise plan when created by an Organization member.
  • Admins may upgrade non-enterprise workspaces to their enterprise plan, if the workspace is owned by at least one Organization member.
Do Organizations change how SSO is enforced??

When SSO is required by an Organization, only Organization members are required to log in via SSO.

If multiple Organizations with the same email domain require SSO for their users, they must:

  • Individually set up SSO in the admin panel for their respective Organization.
  • Claim the users who they consider members of their org, as only those users will have SSO enforced.

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