Add members, admins, guests & groups

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 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.

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 & members → Members. 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.

With email

• Go to Settings & members → Members.

• Go to the Members tab.

• 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.

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

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

Using a link

• Go to Settings & members → Members.

• Go to the Members tab.

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

• 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.

• 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.

• Go to Settings & members → Members.

• Go to the Members tab.

• Select the dropdown next to a member’s role, then select Workspace owner, Membership admin, or Member. To remove the member from your workspace, select Remove from workspace.

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 → Settings.

• 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.

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.

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.

Guest requests give workspaces owners control of who their members invite as guests. This feature is available on Enterprise plans only, and only workspace owners can enable or disable it.

Enable guest requests

• Go to Settings & members → Security.

• 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.

Request to invite a guest

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

If you're a member:

• 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.

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

• Select the role you want the guest to have.

• Select Invite.

• 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 & members → Members → Guests 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.

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 view: They can only view 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 by going to Settings & members → Members → 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.

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 → Members → Guests.

• Open the dropdown next to the name of the guest you want to convert. Then, select Convert to member.

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

To remove a guest from your workspace:

• Go to Settings & members → Members → Guests.

• Open the dropdown next to the name of the guest you want to remove. Then, select Remove.

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.

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 → Members → Groups.

• 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.

• Toggle open your new group and select Add members.

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

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

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

• 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.