Notion teamspaces let you organize pages and databases for specific groups within your workspace. Each teamspace can have one of three permission levels: Open, Closed, or Private. Choosing the wrong permission can lock out collaborators or expose sensitive data. This article explains how each permission type works, how to set and change them, and which scenarios suit each level.
Key Takeaways: Notion Teamspace Permissions
- Open teamspace: All workspace members can view, join, and edit content without an invitation.
- Closed teamspace: Only invited members can access the teamspace; others must request to join.
- Private teamspace: Only members explicitly added by an admin can see or enter the teamspace.
What Are Notion Teamspace Permissions?
A Notion teamspace is a container that holds pages, databases, and wikis for a specific purpose, such as a department or project. Each teamspace has its own permission setting that controls who can find it, join it, and view its content. The three permission levels are Open, Closed, and Private. These settings apply to the entire teamspace, not individual pages inside it. Page-level permissions can be further restricted using page sharing options, but the teamspace permission determines the default access for all members of the workspace.
Workspace owners and admins can create and manage teamspaces from the sidebar. Only workspace owners and admins can change a teamspace’s permission level. Members with full access or edit access cannot modify teamspace permissions. Teamspace permissions are separate from workspace-level permissions, which control overall access to the workspace itself.
Open Teamspace
An Open teamspace is visible to every member of the workspace in the sidebar. Any workspace member can join the teamspace without approval. Once joined, they can view and edit all pages inside, unless individual pages have more restrictive sharing settings. Open teamspaces are ideal for company-wide announcements, public wikis, or shared resources that everyone should access.
Closed Teamspace
A Closed teamspace appears in the sidebar to all workspace members, but only invited members can view its content. Members who are not part of the teamspace see a lock icon next to the teamspace name. They can request to join, and a teamspace admin or owner must approve the request. Closed teamspaces work well for department-specific projects or teams that need controlled access but want to remain discoverable.
Private Teamspace
A Private teamspace is hidden from all workspace members who are not explicitly added. It does not appear in the sidebar at all for non-members. Only workspace owners and admins can create private teamspaces. They must manually add members by email or workspace name. Private teamspaces are best for confidential information, executive documents, or HR materials that should not be visible to the broader organization.
Steps to Create and Set a Teamspace Permission
Before setting a teamspace permission, you must be a workspace owner or admin. The following steps cover creating a new teamspace and configuring its permission level.
- Open the settings menu
Click the workspace name in the top-left corner of the sidebar. Select Settings & Members from the dropdown menu. - Go to the teamspaces section
In the left navigation panel, click Teamspaces. This page lists all existing teamspaces and lets you create new ones. - Create a new teamspace
Click the Create a teamspace button at the top right. Enter a name and optional description for the teamspace. - Choose the permission level
Under the Permissions section, select one of the three options: Open, Closed, or Private. The selection takes effect immediately after you click Create teamspace. - Change an existing teamspace permission
On the Teamspaces settings page, find the teamspace you want to modify. Click the three-dot icon to the right of its name, then select Settings. Under Permissions, choose a new level and click Save.
Teamspace Permission Comparison: Open vs Closed vs Private
| Feature | Open | Closed | Private |
|---|---|---|---|
| Visibility in sidebar | Visible to all workspace members | Visible to all workspace members | Hidden from non-members |
| Joining method | Any member can join without approval | Members request to join; admin approves | Admin must manually add members |
| Content access for non-members | Full view and edit access after joining | Locked; cannot view content | Not visible; cannot view content |
| Best for | Company-wide resources | Department projects | Confidential documents |
| Who can create | Workspace owners and admins | Workspace owners and admins | Workspace owners and admins |
| Requires approval to join | No | Yes | N/A (admin adds directly) |
Common Misconceptions and Limitations
Can a Private teamspace be changed to Open later?
Yes. Workspace owners and admins can change a Private teamspace to Closed or Open at any time. When you change a Private teamspace to Open, all workspace members can immediately see and join it. Existing members retain their access. If you change an Open teamspace to Private, non-members lose access and the teamspace disappears from their sidebar.
Do page-level permissions override teamspace permissions?
Yes. You can restrict access to individual pages within a teamspace regardless of the teamspace permission. For example, an Open teamspace can contain a page that is only shared with specific people. However, the teamspace permission sets the default access for all pages inside it. If you want most pages to be restricted, consider using a Closed or Private teamspace and share individual pages more broadly.
Can members of an Open teamspace be removed?
Yes. Teamspace admins and workspace owners can remove any member from a teamspace, even from an Open teamspace. Removing a member from an Open teamspace prevents them from viewing its content, but they can rejoin at any time unless you also change the teamspace permission to Closed or Private. To permanently restrict access, change the teamspace to Closed or Private after removing the member.
Are teamspace permissions the same as workspace roles?
No. Workspace roles (Owner, Admin, Member, Guest) control what a person can do across the entire workspace, such as creating teamspaces or changing settings. Teamspace permissions control access to a specific teamspace. A workspace member with Guest role can be added to a Private teamspace, but a workspace member with Full Access role cannot view a Private teamspace unless they are explicitly added.
You can now create and manage teamspaces with the correct permission level for your team. Start by evaluating who needs access and how discoverable the content should be. For sensitive projects, use Private and add members manually. For cross-team collaboration, Closed with approval requests works well. As an advanced tip, combine teamspace permissions with page-level sharing to create a layered access model that keeps your data secure while remaining usable.