Members, guests & groups

Camille Ricketts
Mar 14 '19 Β· 7 min read Β· 510 views
Notion strengthens collaborations of all kinds, from family trips and community events to enterprise marketing and administration. The Members tab in Settings & Members lets you invite, manage, and modify the four types of people in your workspace:
  • Admins can access all shared pages, invite new members, and modify workspace settings.
  • Members can access all shared pages, but can't invite members or modify settings. They only exist on Team and Enterprise Plans.
  • Guests are people outside your workspace that you invite to view individual pages.
  • Groups are collections of existing members used to assign different permissions to multiple people at once.
Below, we'll walk through how to use the Members tab to manage these categories.

Members

Manually add members

  • Click Settings & Members at the top of your left-hand sidebar.
  • Choose Members in the sidebar of the new window.
  • Click the Add a Member button.
  • Enter the person's email address.
  • Select Member or Admin from the dropdown to the right of their name.
    • Admins can change workspace settings and invite new members.
    • Members cannot change workspace settings or invite new members.
    • Note: This distinction only exists on Team and Enterprise Plans.
  • Click Invite. New members will receive an invitation by email. Those without an existing Notion account will be asked to sign up.

Enable auto-join

Make it easy for anyone with a specific email address (like your company's domain) to join your workspace with Allowed Email Domains.
  • Select Settings & Members at the top of your left-hand sidebar.
  • Choose Settings in the sidebar of the new window.
  • Under Allowed Email Domains, enter the domains you want to permit. For example if your company emails are name@company.com, type company.com in the field.
  • Share the link specified under Domain in this same window with anyone you want to bring into your workspace.
  • When they sign in, they'll see the option to join your workspace in one click.

View members

  • Select Settings & Members toward the top of your sidebar.
  • Choose the Members tab in the sidebar of the new window. You'll see a list of your workspace's current members (and guests).

Remove a member

  • Go to Settings & Members β†’ Members, click the dropdown menu to the right for that member below Access Level and choose Remove from Team.

Turn a member into an admin

  • Go to Settings & Members β†’ Members, click the dropdown menu to the right for that member below Access Level and choose new privileges.
    • Admins can change workspace settings and invite new members.
    • Members cannot change workspace settings or invite new members.
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Tip: Admins can change/turn off sharing settings for a workspace. If you're an admin, go to Settings & Members β†’ Settings β†’ Security to see these options.

Guests

Add a guest

Share a page with someone outside your workspace as a guest by inviting them:
  • On any page, click Share at the top right.
  • Click the Invite a Person button.
  • Enter the guest's email address.
  • Select an access level from the dropdown to the right of the email field:
    • Full Access: Can edit and share with others.
    • Can Edit: Can edit but not share with others. (Available for Team and Enterprise Plans.)
    • Can Comment: Can read and comment, but not edit.
    • Can Read: Cannot edit or share with others.
  • Click the Invite button.
  • Your guest will receive an email with a link to the page.
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Note: If you're unable to invite a guest, it might be because an admin has disabled guests for your workspace. Go to Members in Settings & Members to see admins.

View guests

  • Select Settings & Members at the top of your left-hand sidebar.
  • Click the Members tab in the sidebar of the new window. You'll see a list of your workspace's current guests below its members.
  • To view the pages shared with a guest, click the dropdown menu to the right beneath Access Level for that guest.

Remove a guest

  • View guests by going to Settings & Members β†’ Members.
  • Click the dropdown menu for the guest below Access Level and choose Remove.

Convert a guest to a member

  • View guests by returning to Settings & Members β†’ Members.
  • Click the dropdown menu for the guest below Access Level and choose Convert to Member. This ability is only available for admins.

Disable guest invites

On Team and Enterprise Plans, admins can prevent members from inviting guests to a workspace. This lets you limit access to people within your company, for instance.
  • Click Settings & Members at the top of your left-hand sidebar.
  • Choose Settings in the sidebar of the new window.
  • Under Security, toggle on Disable guests.

Groups

Notion lets you create groups of existing members so you can bulk assign them the same access level for the same pages. Really helpful if you're using Notion company-wide but want to give some teams different permissions than others.
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Note: Groups are only available on Team and Enterprise Plans.

Create a group

  • Select Settings & Members at the top of your left-hand sidebar.
  • Choose Members in the sidebar of the new window.
  • At the top of the window, to the right of the Members heading, choose Groups.
  • Click Create a Group.
  • Type a name for the group and hit Enter.
  • If you'd like, click the β€’β€’β€’ icon to the far right of the group to rename it.

Add a group member

  • View your workspace's groups by going to Settings & Members β†’ Members β†’ Groups.
  • Beneath the intended group, click Add a member.
  • Search for and select the people you want in that particular group.
  • Click Add.

Remove a group member

  • View your workspace's groups by going to Settings & Members β†’ Members β†’ Groups.
  • To the far right of the group member, click Remove.
  • Click Yes to confirm.

Rename a group

  • View your workspace's groups by going to Settings & Members β†’ Members β†’ Groups.
  • To the far right of the group name, click the β€’β€’β€’ icon.
  • Choose Rename.
  • Type the new group name and hit enter.

Delete a group

  • View your workspace's groups by going to Settings & Members β†’ Members β†’ Groups.
  • To the right of the group name, click the β€’β€’β€’ menu.
  • Choose Delete.
  • Click Yes to confirm.

Assign group permissions

This is outside the purview of the Members tab in Settings & Members, but groups are useful for assigning the same level of access to multiple users at once β€” i.e. your engineering team, or the editors of your wiki. This saves you time spent setting permissions individually.
Here's a quick tutorial:
  • On any page, click Share at the top right.
  • In the dropdown, you'll see the names of your groups with a toggle switches and drop down menus with levels of access.
  • To give only one specific group access to the page, switch off Workspace Access and switch on the toggle for the group. Select the level of access from the dropdown:
    • Full Access: They can edit and share the page.
    • Can Edit: They can only edit the page, not share (only for Team and Enterprise Plans).
    • Can Comment: They can only comment on the page's content.
    • Can Read: They can only read the page's content.
    • Disabled: Turns access to the page off for that group.
  • Groups only have different access than everyone else in your workspace if Workspace Access is disabled or set to a lower level than that of particular groups.

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 can I add?
    Nope, you can add an unlimited number of guests on both free and paid plans. The more the merrier!
  • 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.
  • Can I limit access to different parts of a database? Can you make it so that some people can see certain database views or properties, but not others?
    Unfortunately, database permissions don't get quite that granular yet πŸ˜“It’s a legit use case though, and definitely something we want to support in the future. Stay tuned!

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