Add members, admins, guests & groups

Adding members, admins & guests
In this Article

It's easy to work with others in Notion. Add members to collaborate 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 💌

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Note: If you're on the Enterprise plan, the images in this article might look a little different from what you see in Notion. Thanks for your understanding!

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

  • Members: People in your company or organization who can create and edit Notion pages, but can’t change any settings. These are colleagues or people who you work with across a large portion of your workspace.

  • Guests: People external to your company or organization who can be invited to individual Notion pages, but not an entire workspace. These are people who aren’t part of your team that you may want to work on specific pages with.

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

  • Membership admins (Enterprise plan only): People who can add or remove members from workspaces or groups. They don’t have access to workspace settings.

Note: Depending on how your workspace owner has adjusted your workspace’s security settings, members may or may not by able to request adding guests or members. Additionally, users may or may not be able to request to be added to a workspace as a member.

Members are individuals in your company or organization. These could be colleagues at the same organization or people who read, edit, and comment on a lot of the same pages in a workspace.

To manage your workspace members, go to Settings & membersPeople or Members (depending on your plan). Here, you’ll see:

  • A list of active members of your workspace.

  • What teamspaces and groups they belong to.

  • Each member’s role in the workspace.

Add a member

Note: On paid plans, you'll be charged per member in your workspace. For more information on plans, go here →

With email

  1. Go to Settings & membersPeople or Members (depending on your plan).

  2. Go to the Members tab.

  3. Select Add members 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.

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

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

Using a link

  1. Go to Settings & membersPeople or Members (depending on your plan).

  2. Go to the Members tab.

  3. Select Copy link to copy the secret link to your clipboard, and share with anyone you’d like to invite to work with you.

  4. When an invited user clicks 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.

  5. If you don’t want to be able to invite people to your workspace with a link, turn off the toggle next to Invite link.

Change a member's role

  1. Go to Settings & membersPeople or Members (depending on your plan).

  2. Go to the Members tab.

  3. Select the dropdown for a member’s role, then select Workspace owner, Membership admin, or Member.

Remove a member

  1. Go to Settings & membersPeople or Members (depending on your plan).

  2. Go to the Members tab.

  3. Depending on your plan:

    • Select the dropdown for a member’s role, then select Remove from workspace.

    • Select ••• next to a member, then select Remove from workspace.

Workspace owners can also remove other workspace owners from the workspace.

Note: When you remove a member from a workspace, that person will instantly lose access to the workspace, and pages from the Private section of their left sidebar will be hidden from view. If you invite that member back to the workspace, their private pages will be unhidden.

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.

  1. Go to Settings & membersSettings.

  2. Under Allowed email domains, enter any email domain that you want to grant access to automatically, like your company's email domain. 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.

Note: Unlike members, guests are free to invite to your workspace as long as you stay within your plan’s guest limit. If your workspace is above this limit, any new users that you share content with will be automatically added as members and not guests if they have the same organization email domain.

To ensure you’re adding users as guests and not members, you’ll need to remove existing guests so you’re below your limit, upgrade to a plan with a higher limit, or work with our sales team (for eligible customers).

Guests are individuals external to your company or organization who you invite into your workspace on a page-by-page basis. For example, guests could be:

  • People who have a different organization email domain.

  • Contractors or interns who are working with you temporarily.

  • Clients who you want to provide feedback on your work.

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

Guests have the same capabilities as members, except:

  • 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.

Add a guest

On any page you want to share with a guest:

  1. Go to Share at the top right.

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

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

  4. Select Skip for now to make sure you’re adding them as a guest and not a member.

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

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

Note: If you’re on an Enterprise plan and the owner has prevented members from inviting guests to pages, then any people you invite to a page will automatically be added as members. Before you select Invite in the steps above, you can hover over your guest’s name or email for more information on how that person will be added to the page.

Allow and approve access requests from guests

To make it easier for you to add guests to your workspace, Notion also allows people outside of your workspace to request access to certain pages in your workspace. This feature is available and turned on by default for all plans except Enterprise.

If you’re on a Personal Pro, Plus, or Business plan and you want to turn this setting off:

  1. Open Settings & membersSecurity.

  2. Toggle off Allow page access requests from non-members.

Free plans will not be able to turn this feature off.

Once the guest submits a request to access a page, a notification will be sent to the inbox of the page’s creator. The page creator can approve the request as well as adjust the level of access for that guest, or they can ignore the request.

Note: When you add 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!

Request adding guests

Members of a workspace can request to add guests to it. This feature is available on Enterprise plans only, and only workspace owners can enable or disable it.

Enable guest requests

  1. Go to Settings & membersSecurity.

  2. Make sure Disable guests is turned on, then turn on Allow members to request adding guests. Workspace owners can Disable guests without removing existing guests from the workspace. They still have the option to remove all existing guests if desired.

Once this is turned on, members will have to submit a request before they can invite a guest. Workspace owners are exempt and can continue to invite guests directly.

Note: Allow members to request adding guests is a workspace level setting, and will override the any teamspace level guest setting. This means if a teamspace allows guests, but the workspace has enabled guest requests, members will have to submit guest invite requests to add guests to pages in the teamspace.

Request to invite a guest

If you're a workspace owner, you can invite guests directly.

If you're a member:

  1. Navigate to the page you want to invite a guest to. Just like with regular sharing, you must have full access permissions on the page to request to invite a guest.

  2. Select Share and type the name of the guest you want to invite.

  3. Select the role you want the guest to have.

  4. Select Invite.

  5. A notification will be sent to your workspace owner about your request, along with the page, role and email of the guest you requested. You will also receive confirmation that your workspace owner has been notified.

Approve a guest

Guest invite requests must be approved on a per page, per guest basis. Only workspace owners can view and approve guest requests. Each request will have the email of the guest, the member who requested it, the role that was requested, and the name of the page.

A workspace owner can approve or reject a request to invite a guest directly from the notification they receive, or by going to by going to Settings & membersMembersGuests and finding the requests at the top. Once a workspace owner responds to a request, the member who submitted will be notified of the decision.

Change guest access levels

Once you've added a guest to a page, you can always change their level of access later. To change a guest's access level:

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

  2. 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.

    • Can edit: They can edit the page's content, but they can't share the page. (This is not available for guests on the Free plan.)

    • 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 view: They can only view 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 by going to Settings & membersPeople or Members (depending on your plan) → Guests.

  • 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 access your entire workspace by turning them into a member. On paid plans, you'll be charged for each additional member. To turn a guest into a member:

  1. Go to Settings & membersPeople or Members (depending on your plan) → Guests.

  2. Check the box next to the guests you want to upgrade.

  3. Select Upgrade {#} guest(s) to member.

  4. Once they become a member, you can find them in your member list and change their role.

On non-Enterprise plans, we’ll also suggest some guests who might benefit from becoming members in your workspace. To see who these guests are, go to Settings & membersMembersSuggestions. You can select Upgrade to turn someone into a workspace member.

Remove guests

To remove a guest from your workspace:

  1. Go to Settings & membersPeople or Members (depending on your plan) → Guests.

  2. Check the box next to the guests you want to remove from your workspace.

  3. Select Remove from workspace.

To remove a guest from specific pages, you’ll have to go to the Share menu in each page and Remove them there.

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 and edit groups

Workspace owners and membership admins can create and edit groups. To do this:

  1. Go to Settings & membersPeople or Members (depending on your plan) → Groups.

  2. Select 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.

  3. Toggle open your new group and select Add members.

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

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

  6. Select ••• next to a group to Rename it, Create teamspace from group, or Delete it.

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

Share a page with groups

For any page, choose which groups can read, comment, edit, and share it. To share a page with a group:

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

  2. 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.

  3. 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.

Share a teamspace with groups

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:

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

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

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


FAQs

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

See the guest limit for your plan here →

If your workspace is above the guest limit for your plan, new users that you share content with can only be added as a member (instead of as a guest) if they belong to your workspace's email domains. This could mean that they have an allowed email domain or an email domain matching the workspace owner’s domain or one of the workspace’s verified domains.

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 can groups be used instead of multiple separate workspaces?

We've seen people create multiple workspaces instead of groups to set granular permissions. For instance, they create separate workspaces for Design, Marketing, and their executive team so these groups can't access, edit, or get distracted by each other's work. There's a quick workaround for this using groups:

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

  • On every page, grant different 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.

How can I allow members in my workspace to request guests for approval?

As a workspace owner, you can disable guests for your workspace in your workspace security settings, but still allow members to send guest invite requests for review by the workspace owners. This provides a standardized way for guests to get access to content within your workspace, without being an all or nothing approach.

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