Notion for teams

Camille Ricketts
Mar 21 '19 ยท 13 min read ยท 3365 views
Thanks so much for considering Notion for your team! ๐ŸŽ‰
We created this page to answer your questions as you explore. More best practices for using Notion are coming soon. But in the meantime, please reach out to our support team if we didn't cover something, or if there's anything else we can do to help!

Getting started

  • Use cases designed for teams
    Templates for most of these team use cases are available when you add a new page to your workspace and click the Templates button.
    • Take and collect transparent Meeting Notes
    • Maintain a Product Roadmap
    • Create team-wide Team Tasks .
      • As a quick aside here, it's easy to create different database views so you only see tasks for specific projects, or even just your own tasks. To do the latter, add a filter and make sure the Assigned person property contains Me.
  • How to build a wiki
    Tip: For a more in-depth tutorial on building a Team Wiki, check out our Office Hours with Bill Hamway ๐ŸŽฅ
    This is one of the most common questions we get from teams. Here's our guide for building this type of resource: Knowledge Base & Wiki. But while we have you here, there are a few reasons Notion is especially good for knowledge bases:
    • We make building and customizing a team homepage like this one as easy as editing a doc:
    • Our sidebar expands infinitely to give you visibility into every project, team, and even individuals' work while keeping navigation simple and streamlined:
  • How to build a team task database
    Give your whole team one central tool for tasks that lets you see everything that's going on, and helps everyone keep track of their own work. Here's an example:
    To build your own:

    1. Create a new page and select Table (it's the best place to start ๐Ÿ‘Œ).
    2. List all your ongoing and upcoming tasks in the Name column.
    3. Now create columns, selecting properties for each:
      • Assigned - Choose the Person property to quickly add members of your workspace as owners of any task.
      • Status - The Select property is good for defining phases of development. "Not Started," "In Progress," and "Done" are the classics ๐Ÿ˜‰
      • Priority - Use Select to designate low, medium and high priority for any task.
      • Tags - Choose the Multi-Select property to add tags that will help you find and understand your tasks quickly. You might create tags for teams (e.g. design, sales), or certain parts of your product (e.g. iOS, frontend), or types of campaigns (e.g. blog, PR, social media). It depends on your business.
      • Timing - You might also choose to create columns showing Created By, Last Edited By, Created Time, Last Edited Time. That way, you know who owns what and if a task is getting stale.
    4. Open any task as a full page to fill in notes, thoughts, existing work. You can add any element you want (sub-tasks, embeds, images). You can even add sub-pages to keep all the work related to that task in one place.
    5. View your tasks in different ways. Click + Add a View and choose to create a board, calendar, list or gallery showing the same tasks reorganized.
      • Boards - Good for visibly grouping your tasks (by assigned, priority, etc.)
      • Calendars - If you have dates associated with your tasks (including date ranges), you can view them plotted out on an actual calendar.
      • Lists - A minimalist way to view your tasks without much clutter.
      • Galleries - Helpful for showcasing images stored in your database.
      • Filters/Sorts - You can also create a new view by filtering/sorting tasks by certain criteria (i.e. see only marketing tasks, or only tasks assigned to Edgar).
      • Toggle between views any time using the same dropdown menu. Once you've created a view, + Add a View will be replaced by the name of your current view. Here's both that toggle menu and how you can create a new view:
    6. Put different views on the same page. Let's say you want to see multiple views of your database side by side. You don't have to create them from scratch.
      • In a new page, type /linked to add a Linked Database.
      • This will bring up a list of all the databases in your workspace. Choose the one you want and it will pop up in-line.
      • Now you can filter this view any way you want. Hover over your database and click โ€ขโ€ขโ€ข to filter. For example, you can create separate linked databases filtered by who's assigned. Create as many as you want on the page.
    7. Customize any view by clicking Properties at the top and toggling on and off what properties you want to have visible for any task.
      • For example, you can have tags and assigned people appear directly on the cards on any board you make.
    8. Anyone on your team can see just their own tasks. To do this:
      • Create a new view called "Mine" or "My Tasks."
      • Create a filter so that the Assigned column Contains โ€” and then choose Me from the Select a Person dropdown.
    9. You can lock your database so that properties and views remain consistent and canonical for everyone on your team. Click โ€ขโ€ขโ€ข in the upper right corner, then Database Lock.
    Much more information on building databases here: Intro to databases
  • Advanced permissions for teams
    In Notion, you can set very granular permissions for people and teams throughout your organization. It's easy to make documents and databases visible for some people but not others, and to set edit-only, comment-only, and read-only access levels on an individual or group basis. Get the full deep dive on how to set up your permissions here โ†’
  • Anything to do before removing members & off-boarding?
    There's a few things to note when you remove someone from a shared workspace:
    • Any pages they created in the Workspace or Shared section of the sidebar will remain in the workspace.
      • If there are any pages where Workspace Access = Can Read or Can Comment, and they're the only person with edit access, no one will be able to edit the page after they're removed. Make sure to invite another admin with edit access first.
      • Our support team can help if this happens! Just send us a quick note to and we'd be happy to restore permissions for you.
    • Any pages in the Private section of their sidebar will be lost when you remove them. Make sure they have their private content backed up elsewhere!
      • Before removing a member, they can use the Invite a Person button in the Share menu to share their private pages with their personal email address.
      • They can also use the Move to button in the โ€ขโ€ขโ€ข next to a private page's name in the sidebar to move to a different workspace.
      • They can also export their private pages as Markdown, HTML, CSV or PDF to migrate to a different tool.
      • You can restore access to these private pages by re-inviting that person to the workspace.
  • Notion's Guides & FAQs
    Here are all of our Help & Support guides. We hope they answer many of your questions.
  • Advice from our community ๐Ÿ™Œ
    We're fortunate to have a vibrant and engaged community that loves Notion. And, incidentally, many of these folks have created how-to and help resources about the product. Here are some of our favorites:

Plans & pricing

  • How much will Notion cost for my team?
    You can see our full pricing page here. But let's get into specifics about teams.
    Team Plan:
    • Monthly- $10/member/month, paid monthly
    • Annual- $8/member/month, paid upfront
    Enterprise Plan:
    • Monthly- $25/member/month, paid monthly
    • Annual- $20/member/month, paid upfront
    ๐Ÿšง Important:
    • You're charged at the beginning of whatever period you've selected.
    • Our plans also charge per workspace. This means that if the same person is in two different workspaces, you'll be charged for that seat twice.
    • Some quick example math: If you have 2 separate workspaces with 4 people in each on a monthly team plan, that would be $10 x 8 members = $80/month.
    • Please note: Multiple workspaces often aren't necessary. Our Community & Support team is always up to help you problem solve and figure out how to use pages and permissions in one workspace to achieve the same goals. Just send us a note, and we'll help you figure it out.
  • What's the difference between the Team & Enterprise Plans?
    Our Enterprise Plan is designed for entire organizations that have multiple teams and require a more advanced feature set. Here's a few features that are included in our Enterprise Plan:
    • Manage employee access at scale with SAML SSO. More on that here โ†’
    • Access version history of any page indefinitely, not just 30 days.
    • Dedicated Customer Success Manager (for 100+ seats)
    • Export all of your Notion content at once as PDF (helpful for legal or compliance backups).
    • Access to all upcoming features.
    If you're interested in using Notion company-wide, we'd love to chat about how this plan might work for you. Contact sales to learn more โ†’
    For most customers, though โ€” particularly if you don't need unlimited revision history โ€” we suggest our Team Plan. We'd hate to see you pay for more than you need, and the plan's features easily adapt to whole company use. They include:
    • Unlimited members in your workspace
    • Unlimited file uploads
    • Advanced sharing options
    • Admin controls
    • Priority support
    • Version history of any page for 30 days
    Much more on plans & pricing, including FAQs here.
  • How can I pay for Notion?
    We accept debit cards, credit cards, and ACH/bank transfer.
  • Do you offer discounts?
    Yes and no. When you choose an annual plan over monthly, you pay about 20% less.
    We also offer $1,000 USD of credit towards a Team Plan to startups working with one of our incubator & accelerator partners. Learn more & submit an application here โ†’
    Other than that, we don't offer other discounts or promotions.
  • What if I change our # of seats mid billing cycle?
    Whether you've chosen a monthly or annual billing cycle, we revise how much you're charged on a monthly basis if your number of seats has changed. What this means: If you added seats in the middle of your billing period, we'll look at the percentage of time left in that period and prorate what we're charging you based on that (you'll see the increase at the month mark - i.e. the day of the month you initially signed up). If you subtracted seats, we'll add a prorated amount of credit to your account that'll get applied to your next billing cycle (either at the start of the next month or the next year). Note: we do not offer refunds, only credits.
    If you have any questions about what you've been charged, please reach out to us. We want to make sure you always feel comfortable with your bill! ๐Ÿ˜Š

Privacy, security & reliability

  • What is Notion's security like?
    In terms of data safety, we use SSL everywhere, run 100% on AWS behind a VPC (based in U.S. West, Oregon), with the database encrypted at rest. We are encrypted at rest and in transit, but not end-to-end, as end-to-end encryption would make features like full text search very tricky. Our team follows thorough security protocols, and Cloudtrail is turned on at all times. On top of that, we've passed security audits run by large companies like Pixar and Slack.
  • Can Notion access our data?
    A small number of employees on our support and engineering teams have the ability to access your data, but only in instances when they are required to respond to user issues and fix technical errors. Everyone at Notion is legally mandated to keep user data 100% private. If you wish to opt out of data collection, please send us an email at, or install a browser analytics blocker plug-in (e.g. Ghostery).
  • What does your uptime look like?
    Notion hasn't experienced any significant downtime in the last year. Our service availability is 99.9%+. When we update the software every 2-4 weeks, backward compatibility is always respected.
  • Do you sign SLAs?
    We do not sign service level agreements.
    Look at it this way, it's in our best interest to keep all our users up and running because we want to constantly and continually build trust. When we work with you, building your trust is our top goal, and delivering total reliability is a mandatory part of this.

Upcoming features

  • Does Notion have an API?
    Not yet. But REST assured (you get that joke? ๐Ÿ˜‰), this is a high priority for us and very much a work in progress!
  • How can I request features?
    Our Community & Support team is always interested to hear what you'd like to see added to Notion. Send us an email or click the ? at the bottom right of your app to send us a message with your feature request. We tag every incoming ask so that your votes get added to our roadmap.

Desktop & mobile apps

  • Why should my team download the mobile app?
    The mobile app lets everyone take Notion with them wherever they go, making it easier to collaborate and access their work at any time from anywhere. They'll also receive push notifications whenever they're mentioned, assigned a task, or asked a question in comments โ€” making it easier for them to stay updated and engage when they're needed most. Teams that use Notion successfully say that going mobile has made all the difference.
  • What are the benefits of the desktop app?
    Notion on desktop removes the distractions of your browser, making it easier to focus on the task at hand โ€” particularly our minimalist writing experience. You can also turn on desktop notifications so you never miss a mention, assignment or comment relevant to your work.

Our customers

  • Who are some of your customers?
    We currently work with teams at:
    To learn more about how companies like these use Notion, see our case studies at

Notion in the press

Didn't find what you were looking for? Check out our full Help & Support guides.
You can also message us in your app by clicking the ? at the bottom right corner!

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