Add members, admins, guests & groups

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

• Workspace owners: admins who can manage workspace settings, delete a workspace, and manage fellow admins, members, and guests.

• Membership admins (Enterprise plan only): Help manage members by adding/removing them from a workspace and groups. Membership admins do not have access to workspace settings.

• Members: People on your team who can create and edit Notion pages, but not edit settings.

• 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 are individuals on your team. Common examples of members include:

• Colleagues at the same organization or have the same organization email domain

• Individuals who you are collaborating with (reading, commenting or editing) across a large portion of your workspace

• 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.

  • If you don't have invite access, you will instead have the option to request to add a member.

• Select whether to add them as a Workspace owner or Member from the dropdown, then press Invite.

  • Workspace owners 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.

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. If the user joins your workspace, they will become a member of your workspace and you will be billed accordingly.

Go to Settings & members.

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

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

• Follow the same instructions to turn a Workspace owner into a member.

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

• Click Share, then Invite.

• Search for a member, 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.

Teamspaces are a dedicated area for every team within your organization or company, and can be customized on an individual basis. Learn more about teamspaces →

To share a teamspace with members of your workspace:

• Hover over the name of the teamspace in your sidebar.

• Click the ••• button, then Teamspace settings.

• From here, you'll be able to add members to the teamspace using the blue Add members button.

• If you'd like to add all members of the workspace to the teamspace automatically, you can toggle on Make default teamspace.

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

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

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

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:

• People who have a different organization email domain.

• 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.

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

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

If your workspace is above the guest limit for your plan, new users that you share content with will be automatically added as a member (instead of as a guest) if they have the same organization email domain.

To allow for a new user with the same organization email domain to be added as a guest, you will need to remove existing guests to fall below your plan limit, upgrade to a plan with a higher limit, or work with our sales team (for eligible customers).

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.

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 Plan.)

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

  • Can edit content: This permission level is only found on database pages. They can create and edit pages within the database. They can't change the structure of the database and its properties, views, sorts or filters. Learn more about databases here →

  • 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.

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.

Give any guest the ability to access your entire workspace by turning them into a member. On paid 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 a Workspace owner or to remove them from your team.

  • Only Workspace owners can change workspace settings and invite new members.

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.

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.

Keep in mind that only Workspace owners can create and edit groups, whereas Membership admins (on the Enterprise plan) can only edit existing 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 and enter a name for your group.

  • To set an icon for the group, just click the emoji icon that appears on hover.

• Toggle open 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.

• 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.

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.

Teamspaces are a dedicated area for every team within your organization or company, and can be customized on an individual basis. Learn more about teamspaces →

To share a teamspace with groups in your workspace:

• Hover over the name of the teamspace in your sidebar.

• Click the ••• button, then Teamspace settings.

• From here, you'll be able to search and add groups to the teamspace.