Add members, admins, guests & groups

In this Article

It's easy to work with others in Notion. Add members to share, edit, and collaborate on pages together within a workspace. Want to work with people outside your team? Invite them as guests to view, comment on, or edit specific pages within the workspace 💌


Members, guests & admins

Note: The following guide assumes you're an admin on a Team Plan, or Enterprise Plan. Otherwise you won't see these options. Personal Plan and Personal Pro Plan users can add guests, but not members.

There are several ways users can interact with a Notion workspace:

  • Admins: The only people on your team who can add new members and edit settings. If you create a workspace and you're on a Team or Enterprise Plan, you're automatically an admin, and can add more people as fellow admins, members, or guests.

  • Members: People on your team who can create and edit Notion pages, but not edit settings or add members. This category only exists on Team and Enterprise Plans.

  • Guests: People external to your team who you want to work with on specific pages. They can be invited to individual Notion pages, but not an entire workspace. 

Members

Adding members via email

  • Go to Settings & Members at the top of your left-hand sidebar.

  • Click Add a member and type the email address of the person you want to add.

  • Select whether to add them as an Admin or Member from the dropdown, then press Invite.

    • Admins can edit settings and invite new members.

    • Members cannot edit settings or invite new members.

  • They'll receive an email with a link to sign in and join your workspace.

  • Go to Settings & Members at the top of your left-hand sidebar

  • Click the blue Copy link button to copy the secret link to your clipboard, and share with any team member who you'd like to come work with you. You can share via Slack, email, text message, or however you like.

  • When they click on the secret link, they'll be able to join your workspace automatically as a paid member, without you having to add their email address manually.

  • To disable this feature, click the toggle to the right of Invite link.

Note: On Team and Enterprise Plans, you'll be charged per member in your workspace. For more information on pricing, go here →

Allowed domains & auto-joining

If you're using Notion at your company, you can make it easy for anyone to automatically join your workspace as a member when they sign in with their work email.

  • Go to Settings & Members.

  • Click Settings in the sidebar of the window that pops up.

  • Scroll down to the section titled Allowed email domains.

  • Type any email domain that you want to grant access to automatically (i.e. your company's email domain). Press enter.

  • You can add multiple allowed domains in this field, but you'll only be able to add domains that workspace members' accounts are under.

Now, whenever someone signs into Notion with an email that has one of those domains, they'll see the option to join your workspace during onboarding.

Note: On Team and Enterprise Plans, you'll be charged per member in your workspace. For more information on pricing, go here →

Turn a member into an admin

Go to Settings & Members.

  • To the right of the member, click the dropdown under Access level and choose Admin.

  • That person will instantly have admin capabilities to edit settings and add new members.

  • Follow the same instructions to turn an admin into a member.

Remove members

  • Go to Settings & Members. Click on the Members tab.

  • To the right of the person's name, click the dropdown and choose Remove from team.

  • That person will instantly lose access to your workspace, and any pages in the Private section of their sidebar will be hidden.

Note: If you invite a removed member back to the workspace, their private pages will be unhidden.

Guests

Guests vs. members

Guests are individuals external to your team who you invite into your workspace on a page-by-page basis. Common examples of helpful guests include:

  • Contractors or interns who are working with you temporarily.

  • If you're a contractor, you might invite your clients to work on pages as guests.

  • Friends, family, mentors, etc. that you want to have contribute to or review your work.

Here's how the Notion experience is different for guests:

  • They can't be given workspace-wide access. They must be invited to individual pages in order to view them and their sub-pages.

  • They can't create new pages outside of the ones they have access to.

  • They can't be added to groups of members.

  • They can't adjust workspace settings or billing information.

  • They can't add new members to your workspace.

Otherwise, they have the same capabilities as all other members.

Note: If you're on a Notion paid plan, you aren't billed more for guests, only members.

Add a guest

On any page you want to share with a guest:

  • Go to Share at the top right. Click Invite.

  • Enter the email address of any guest you want to invite.

  • Select a level of access for that guest from the dropdown and press Invite.

  • They'll receive an email with a link to the page.

  • If they don't already use Notion, they can sign up to access your page.

Note: When you invite someone to a page, they can automatically access all of its sub-pages by default. That being said, you can restrict or expand sub-page permissions!

Change guest access levels

Once you've added a guest to a page, you can always change their level of access later 🔒

  • Go to Share at the top right. You'll see the page's guests listed in the dropdown menu.

  • Click the menu to the right of a guest's name. Choose which level of access you want to grant that guest from the following options:

    • Full access: They can edit and share the page. (This is not available for guests on the free Personal Plan.)

    • Can edit: They can edit the page's content, but they can't share the page.

    • Can comment: They can only read and comment, not edit or share.

    • Can read: They can only read the content, and can't share it.

    • Remove: Revokes their access to the page.

View guests & permissions

You can see a list of all the guests in your workspace and the pages they each have access to by clicking Settings & Members at the top of your left sidebar and the Members option. Select the Guests tab at the top.

  • Under your list of workspace members, find your list of guests.

  • To the right, you'll see how many pages each guest has been invited to. Click to see or hop to the pages they can access.

  • On any of these pages, you can edit their level of access or remove them.

Turn guests into members

Give any guest the ability to view your entire workspace by turning them into a member. On Team and Enterprise plans, you'll be charged for each additional member.

  • Go to Settings & Members.

  • Click the Guests tab and scroll down to find your list of guests.

  • Click the dropdown to the right of the guest you want to convert. Select Convert to member. They'll be moved to the bottom of your list of members.

  • In your member list, you can choose to make this person an Admin or to remove them from your team.

    • Only admins can change workspace settings and invite new members.

Remove guests

To remove a guest from a specific page (they may retain access to other pages):

  • Go to Share, find the name of the guest, click the dropdown to the right of their name and select Remove.

To remove a guest from all pages in your workspace at once:

  • Go to Settings & Members, click the Guests tab, scroll down to find the right guest and click the dropdown to the right side of their name.

  • Select Remove. They'll no longer be able to access any pages.

Groups

You can set varying and granular permissions for different groups and teams without having to divide your people into different workspaces! Instead, create groups inside one workspace and grant them different levels of access page by page. Here's how.

Note: Guests in your workspace can't be added to groups. This feature is for members only!

Create groups

Keep in mind that only workspace admins can create or edit groups. Given that's the case, here's what to do:

  • Go to Settings & Members at the top of your left-hand sidebar.

  • Select the Members tab in the sidebar of that window.

  • You'll see a list of all your members. To the right of the header Members, click Groups.

  • Click Create a group. Name and choose an icon for your group ✨

  • Under your new group, click + Add a member.

  • Add as many members as you want to any group.

  • You can also click Remove to the right of any group member.

  • You can drag and drop to rearrange these groups. Just click the ⋮⋮ icon that appears on hover and drag up or down.

  • To rename or delete a group, click ••• to the right of its name.

  • You can always search someone's name or email to see which group they're in.

Share with groups

For any page, choose which groups can read, comment, edit, and share it.

  • Click Share, then Invite. You'll see all groups at the bottom of the pop-up.

  • Pick a group, then choose what type of access you'd like to give that group from the dropdown:

    • Full access: They can edit and share the page.

    • Can edit: They can edit the page's content, but they can't share the page. (This is only available on paid plans.)

    • Can comment: They can only read and comment, not edit or share.

    • Can view: They can only read the content, and can't share it.

    • Remove: Revokes their access to the page.

  • Once a group has been added, you'll see it in the Share menu, and you can adjust their access level in the drop-down.

    • You can give multiple groups access at any level on the same page.

    • Permissions on any page also apply to all of their sub-pages.


FAQs

I tried adding a guest to my workspace but they were turned into a member automatically. How can I prevent that?

You may have the Allowed Email Domains setting turned on. When enabled, this feature allows people with that email domain to join your workspace as a member automatically. You can disable this setting in the Settings tab of Settings & Members in the left sidebar.

Is there a limit to how many guests I can add?

For the free Personal Plan, there is a limit of 5 guests per workspace. For paid plans, you can invite an unlimited number of guests across the workspace. Note that there is a 1,000-guest limit per page.

How can you turn a member into a guest?

  • Go to Settings & Members, scroll down to find the right member and click the dropdown to the right side of their name.

  • Select Remove. When you do this, they will lose access to all their private pages in this workspace, so make sure they have their private pages backed up elsewhere before you do this.

     

  • Once they've been removed as a member, you can re-add them as a guest from the Share menu at the top of any page.

I clicked the Join or create workspace button, but it will only let me create a workspace. How do I join a workspace?

You can only join a workspace via the Join or create workspace button if that workspace has the Allowed Email Domains setting enabled to allow users with your email domain join the workspace automatically.

Otherwise, you'll need to ask an admin from the workspace to send you an invite.

How do I share with individuals and not whole groups?

You can share a private page with individual members of your workspace by clicking Share at the top right and then Invite a Person. Search for their name, set a level of access for them and press Invite.

You can also share a private page with a guest through the same mechanism, only you should type their email instead of searching their name and press Invite.

Why do I need to disable workspace-level access?

You don't have to. Just know that whatever level of access is specified for Everyone at [workspace] is the lowest level of access for everyone in your workspace. If you want some pages to not be visible to certain people, then we recommend disabling it. You can always grant some groups or individuals more access.

Why are these pages in the Shared section of my left-hand sidebar?

Those are pages shared with only specific groups or individuals. They aren't visible to the rest of the people in your workspace. In order for pages shared with groups to show up in this part of your sidebar, you need to disable Everyone at [workspace]. Otherwise, everyone in your workspace will still see it.

As a quick refresher, any page in the Workspace section of your sidebar can be viewed in some respect by everyone in your workspace. Any page in the Private section of your sidebar is for your eyes only.

How do permissions change if I move a page from Shared to Workspace in my sidebar?

First, all members of your workspace will be able to see your page and have full access to edit and share, so you may want to change that under Share at the top right next to Everyone at [workspace].

The people or groups who you had previously shared that page with will retain their level of access to the page, but the Everyone at [workspace] setting will override it if it's set at a higher level. For instance, if Everyone at [workspace] is set to Full Access, groups that could previously only read your page can now edit and share it. If you disable Everyone at [workspace], these groups will revert back to read-only access.

How can groups be used instead of multiple separate workspaces?

We've seen people create multiple workspace instead of groups to set granular permissions. For instance, they create separate workspaces for Design, Marketing, their executive team, etc. so they can't access, edit, or get distracted by each other's work. You don't need to do this. Instead:

  • Disable Workspace access. That way pages won't show for people and groups who aren't specifically granted access.

  • On every page, grant differnet levels of access per group. Those access levels will hold true for all the sub-pages on that page.

  • So, for example, you could have a section of your workspace just for the engineering team. Create a group of all your engineers, then on the top-level page for that team, turn on Full access for only that group. Nest pages inside that page, and only the engineering team can access them, too!

Can I create a shared private page using groups?

Yes. If you create a page in the Private section of your sidebar, you can go to Share and toggle on access for a group inside your workspace. Choose their access level like you would on any other page. You'll see the page automatically move to the Shared section of your sidebar. Only you and the members of that group will be able to see it.

Can I @-mention my entire workspace, or a group of people like @engineering?

Not yet, unfortunately. It’s a legit use case though, and definitely something we want to support soon. Stay tuned.

Still have more questions? Send us a message

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