While your Notion workspace supports internal team collaboration, you might need to collaborate with individuals and groups outside of your work email to get tasks done. For example, you need your content agencies to access some folders and pages, but with restrictions.
The agencies need not access your leave policy for example. They should only have access to your content folder, design assets, and a view-only access to your metrics dashboard.
In other words, you want your agency to have Guest access to your workspace but not Member access.
Here’s how to add external users as guests to your Notion pages:
1. Open the Notion page
For reference throughout this article, we will refer to an agency dashboard page displayed in the image below.
We want an agency to get Comment only access to the dashboard. They should not be able to edit but must have the access to add input through Notion comments.
Let's set that up.
2. Click on the Share button and enter the Email address of the guest
You can find the Share button at the top right of your screen. It displays the accessibility settings specific to the page, meaning it does not impact the settings for the whole workspace.
Clicking on it displays a text box where you can enter the email address of the guest, as demonstrated in the image below.
Enter the email address and click on the Invite button.
3. Edit access for the guest
Notion grants full access to guests by default. However, in our example, we want to give the agency the ability to comment on existing content. They should not have the permission to modify it.
Let's update their access level.
Click on the Full access option as indicated in the image below and click on the Can comment option.
Upon completion of the three steps, the guest will receive an email invitation with the link to the page. They can click on it and start collaborating with your team.
FAQs
How many guests can you add to Notion?
The number of guests you can add to Notion varies with the subscription plan. You can have a maximum of 10 guests on the Free plan. The Plus plan allows for 100 guests, while the Business and Enterprise plans allow you to invite up to 250 guests.
Are guests free on Notion?
Notion allows you to have up to 10 guests on a Free account. You need to subscribe to a paid plan to invite more guests.
Can guests share your Notion to other people?
If your guest has any of these access levels: Full access, Can edit, Can comment, they would be able to share the Notion page with others. However, by providing the Can view access, you prevent them from sharing the page.
What can guests see in Notion?
The guests will be able to access only those Notion pages that you share with them. The rest of the teamspace and pages remain inaccessible.
How to turn a guest into a member in Notion?
Follow these three steps:
- Click on the Settings & members option in the left menu of your Notion workspace.
- Click on the People option and then on the Guests tab.
- Click on the dropdown next to the guest who you want to turn into a member and select Convert to member.
Your guest is now a workspace member. Remember they can now access all workspace pages.
How to remove guests in Notion?
Head over to the page from where you want to remove the guest and click on the Share option at the top-right corner of the screen. You will be able to see the list of all the guests who can access the page.
Click on the drop-down next to the guest you want to remove and click on Remove.
If you want to remove a guest from your teamspace completely and revoke access any page, click on Settings & members option in the left menu. Next, click on People and then on the drop-down next to the guest you want to remove. Finally, click on Remove from workspace, as indicated in the image below.
