When you invite a new member to your Notion workspace, you may want to control what pages they can access from the start. By default, new members can see all pages that are shared with the workspace or with the @everyone group. This can expose sensitive content if you do not adjust the default settings. This article explains how to set default page permissions for new members in Notion, covering workspace-level settings and page-level sharing adjustments.
Key Takeaways: Default Page Permissions for New Members
- Settings & Members > Members > Join Requests: Set new members to join as guests to restrict page access by default.
- Page Share Menu > Add People: Manually grant full member access to specific pages after setting the default to guest.
- Workspace-level @everyone group: Remove this group from sensitive pages to prevent new members from seeing them automatically.
Understanding Default Page Permissions for New Members
Notion does not have a single toggle that sets all pages to private for new members. Instead, permissions depend on the member type assigned during invitation. There are two member types in Notion: members and guests. Members can see all pages shared with the workspace, including pages shared with the @everyone group. Guests can only see pages they are explicitly invited to. By default, new members are added as full members, which gives them access to all workspace-shared pages. To change this behavior, you must invite new members as guests or adjust the sharing settings of individual pages.
Member vs Guest: The Key Difference
A full member can view and edit any page that has workspace-level sharing enabled. This includes pages in the sidebar, pages linked in databases, and pages shared with the @everyone group. A guest can only see pages where they are individually added. Guests also cannot see the full workspace sidebar unless they are added to the top-level workspace page. If you want new members to start with minimal access, inviting them as guests is the most straightforward approach.
Workspace-Level Sharing and the @everyone Group
Every Notion workspace has an @everyone group. When a page is shared with @everyone, all current and future members can see that page. This includes new members as soon as they join. To prevent new members from seeing certain pages, you must remove the @everyone group from those pages. This is done page by page and cannot be applied globally. Understanding this mechanism is essential before you change default permissions.
Steps to Set Default Page Permissions for New Members
Follow these steps to control what new members can see when they join your workspace. The primary method is to change the invitation flow so that new members join as guests. Then, grant them full member access only to the pages they need.
- Open Workspace Settings
In the left sidebar, click Settings & Members. Then click the Members tab at the top of the window. - Change Join Request Default to Guest
Scroll down to the Join Requests section. Click the dropdown next to Default new member role and select Guest. This setting applies only to users who request to join via a join link or email domain. Existing members are not affected. - Create a Join Link or Send an Invitation
Still in the Members tab, click the Invite button. Choose Copy invite link or enter an email address. When the new user accepts the invitation, they will join as a guest. - Grant Guest Access to Specific Pages
Open the page you want the guest to see. Click the Share button in the top-right corner. In the Add people or groups field, type the guest’s name. Select their name from the dropdown. Choose the permission level: Can view, Can comment, or Can edit. Click Confirm. - Convert a Guest to a Full Member (Optional)
If the guest later needs full member access, go to Settings & Members > Members. Find the guest’s name. Click the three-dot menu next to their name and select Convert to member. This gives them access to all workspace-shared pages.
Alternative Method: Restrict Page Sharing by Removing @everyone
If you must keep new members as full members, you can still limit what they see by removing the @everyone group from sensitive pages. This method requires manual work on each page.
- Open the Page You Want to Restrict
Navigate to the page that should not be visible to new members. - Open the Share Menu
Click the Share button in the top-right corner of the page. - Remove @everyone from the Page
In the Share menu, find the row that says Everyone at [workspace name]. Click the three-dot menu on that row and select Remove. Confirm the removal. The page will no longer be visible to new members or existing members who were not individually added. - Add Individual Members or Groups
To give access to specific people, use the Add people or groups field and type their names. This ensures that only intended members can see the page.
Common Issues When Setting Default Permissions
Even after configuring the default role, some issues may arise. Below are the most common problems and their solutions.
New Member Still Sees All Pages After Joining as Guest
This happens if the join link or invitation was created before you changed the default role. Existing invite links use the member type that was selected when the link was generated. To fix this, delete the old invite link and create a new one after setting the default role to guest. Alternatively, manually change the member type of the new user from member to guest in the Members tab.
Guest Cannot See Pages in the Sidebar
Guests only see pages they are explicitly added to. If you want a guest to see the workspace sidebar, you must add them to the top-level workspace page. Open the workspace page (the page with the workspace name at the top of the sidebar), click Share, and add the guest. They will then see the full sidebar with all pages they have access to.
Guest Cannot Access Databases or Linked Pages
If a guest is added to a page that contains a linked database, they may not see the database content if the source database is not shared with them. To fix this, share the source database page with the guest as well. Alternatively, duplicate the database into the guest-accessible page so they can interact with the data directly.
Default Permission Settings: Full Member vs Guest
| Item | Full Member | Guest |
|---|---|---|
| Default visibility of workspace pages | Sees all pages shared with @everyone | Sees only pages they are added to |
| Sidebar visibility | Sees all pages in the workspace | Sees only pages they have access to |
| Can create pages | Yes | Yes, but only within pages they can edit |
| Can invite others | Yes, if allowed by workspace settings | No |
| Billing impact | Counts toward member seat | Counts toward guest seat (limited per plan) |
By setting new members as guests, you control exactly which pages they can see. This is the most effective way to enforce default page permissions. If you later need to grant broader access, convert the guest to a full member. Remember to review your join links and remove @everyone from sensitive pages to maintain control over your workspace content.