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 admins can create or edit groups. Given that's the case, here's what to do:
- Go to
Settings & Membersat the top of your left-hand sidebar.
- Select the
Memberstab in the sidebar of that window.
- You'll see a list of all your members. To the right of the header
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
Removeto 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.
Change group access levels
For any page, choose which groups can read, comment, edit, and share it:
- When you click
Share, you'll see all of your created groups listed in the dropdown. Switch on the toggle to the right of any group to give that group access to the page.
- Choose what type of access you'd like to give that group from the dropdown next to the toggle:
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 Read: They can only read the content, and can't share it.
Disabled: Revokes their access to the page.
- 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.
When you click
Share, you'll also see
Workspace Accesslisted in the dropdown menu. This allows you to set a baseline level of access for people in your workspace.
- If it's
Disabled, people will not be able to see pages unless they've been invited or are part of a group with access.
- If it's set to
Full Access, everyone will be able to share and edit any page in your workspace. That overrides group or individual-specific permissions.
- If it's set to
Can Read, then that will apply to everyone except for individuals and groups that you specifically grant more access to.
- Essentially, use
Workspace Accessto set the lowest permission level for everyone.
Using tiered access
There are a number of ways you can use combinations of groups and access levels. Here are just a few examples:
✏️ Wiki creation
Maybe you only want a few people creating and maintaining your organization's knowledge base, but you want everyone to be able to read it. Perhaps you want the executive team to be able to comment on this content but not edit it.
- Create 2 groups: editors and executives.
Full Accessfor editors and
Can Commentaccess for executives.
🚧 Project development process
For anything your organization creates — whether that's blog posts, videos, products, etc. — you'll likely have creators, reviewers, people who just want to be informed, and people who don't need to be involved. Creating groups can help you streamline these workflows:
- Create groups that correspond to each type of stakeholder.
Workspace Accesson all project pages.
Full Accessfor creators,
Can Commentaccess for reviewers, and
Can Readaccess for informed stakeholders. No one outside of these groups will see the page or its sub-pages in their sidebar.
You may want to take the time to get a document right before sharing it more broadly — like quarterly planning, new policies, early projects, etc. Using group permissions, you can share whatever you're doing with an ever-increasing circle of people, so they get to see it first.
- Create groups for your immediate team, your executive team, teams you work with closely, and finally for the rest of your company.
Workspace Accesson all of these pages.
Can Editfor your team (so they still can't share it),
Can Commentaccess for people whose feedback you want, and
Can Readaccess for everyone else. No one outside of these groups will see the page or its sub-pages in their workspace until you want them to.
How do I share with individuals and not whole groups?You can share a private page with individual members of your workspace by clicking
Shareat 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
Why do I need to disable
Workspace Access?You don't have to. Just know that whatever level of access is specified for
Workspace Accessis 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
Sharedsection 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
Workspace Access. Otherwise, everyone in your workspace will still see it.As a quick refresher, any page in the
Workspacesection of your sidebar can be viewed in some respect by everyone in your workspace. Any page in the
Privatesection of your sidebar is for your eyes only.
How do permissions change if I move a page from
Workspacein 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
Shareat the top right next to
Workspace Access.The people or groups who you had previously shared that page with will retain their level of access to the page, but the
Workspace Accesssetting will override it if it's set at a higher level. For instance, if
Workspace Accessis set to
Full Access, groups that could previously only read your page can now edit and share it. If you disable
Workspace Access, these groups will revert back to read-only access.
How can this 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:
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 Accessfor 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
Privatesection of your sidebar, you can go to
Shareand 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
Sharedsection of your sidebar. Only you and the members of that group will be able to see it.
Can I @-mention a group or assign a group?For now, no. However, this is something we may consider adding in the future.
Something we didn't cover? Message us in the app by clicking ? at the bottom left on desktop (or in your sidebar on mobile). Or email us at email@example.com ✌️