Core Principle: Giving edit access to a page will also give edit access to all the sub-pages.
Example: Marketing Guild → Social Media → Social Media Toolkit.
Giving a user edit access to Social Media will also give them edit access to Social Media Toolkit.
The user would not have edit access to the parent page: Marketing Guild.
As long as a guild/project keeps all pages under a single root page, they can manage permissions in a single place.
In the example above, the Social Media page now becomes the root permissions page for everything under it, and there could also be other pages under Marketing Guild with different permissions. This could get complicated quickly but also might be more appropriate 🙂.
How to Give Someone Edit Permission in Notion
Navigate to the Notion page for which you are providing the edit access.
Click “Share” menu on the top right
Search for the user name of the person. If they are new to Notion, enter the email address they used to sign up. Select the user.
Click the “Full access” dropdown on the right. Change this to “Can edit”
This is important as giving Full Access to someone means they will be able to also give additional access to others. We want to make sure only the admins have the rights to share permissions.
If the page is a database, there will be an additional access option which allows only the database content to be edited. Choose this in most cases to reduce accidental errors.
Click the blue ‘Invite’ button.
Important! If the ‘Add to workspace’ message pops up, choose ‘Skip for now’ — the left option. Do not add people as full members of the workspace or we will be billed for them!
💡
Note: adding a user to Notion also enables the use of mentions or task assignments for that user.
This short clip shows where to find the Share menu and what happens when you type a user name:
Core Principle: All new users should start as guest users with ‘Can View’ access.
How to check and update a user’s page access
Navigate to the Notion page to which you want to restrict access.
Click the Share button on the top right
Review each user that has Edit or Full Access to the page by scrolling through the list.
Click the permissions dropdown for any user you want to restrict.
Change their permission to “Can View”.
A message will pop up: Are you sure you want to change this role and restrict access? This page will no longer inherit share settings from the parent page.
If you proceed, the page will now have its own access settings, not inherited from the page above it in the hierarchy. Think about whether to change the permission here or on a page higher up — maybe it is better to manage the other page and have those settings flow to this one. Whichever you choose, review regularly and ensure page access is appropriate for the content.
Core Principle: Giving edit access to a page will also give edit access to all the sub-pages.
Example: Marketing Guild → Social Media → Social Media Toolkit.
Giving a user edit access to Social Media will also give them edit access to Social Media Toolkit.
The user would not have edit access to the parent page: Marketing Guild.
As long as a guild/project keeps all pages under a single root page, they can manage permissions in a single place.
In the example above, the Social Media page now becomes the root permissions page for everything under it, and there could also be other pages under Marketing Guild with different permissions. This could get complicated quickly but also might be more appropriate 🙂.
How to Give Someone Edit Permission in Notion
Navigate to the Notion page for which you are providing the edit access.
Click “Share” menu on the top right
Search for the user name of the person. If they are new to Notion, enter the email address they used to sign up. Select the user.
Click the “Full access” dropdown on the right. Change this to “Can edit”
This is important as giving Full Access to someone means they will be able to also give additional access to others. We want to make sure only the admins have the rights to share permissions.
If the page is a database, there will be an additional access option which allows only the database content to be edited. Choose this in most cases to reduce accidental errors.
Click the blue ‘Invite’ button.
Important! If the ‘Add to workspace’ message pops up, choose ‘Skip for now’ — the left option. Do not add people as full members of the workspace or we will be billed for them!
💡
Note: adding a user to Notion also enables the use of mentions or task assignments for that user.
This short clip shows where to find the Share menu and what happens when you type a user name:
Core Principle: All new users should start as guest users with ‘Can View’ access.
How to check and update a user’s page access
Navigate to the Notion page to which you want to restrict access.
Click the Share button on the top right
Review each user that has Edit or Full Access to the page by scrolling through the list.
Click the permissions dropdown for any user you want to restrict.
Change their permission to “Can View”.
A message will pop up: Are you sure you want to change this role and restrict access? This page will no longer inherit share settings from the parent page.
If you proceed, the page will now have its own access settings, not inherited from the page above it in the hierarchy. Think about whether to change the permission here or on a page higher up — maybe it is better to manage the other page and have those settings flow to this one. Whichever you choose, review regularly and ensure page access is appropriate for the content.
