Managing a Notion workspace with many members requires knowing who has what role. You may need a member list for audits, billing reconciliation, or access reviews. Notion does not provide a single export button for member roles. This article explains how to extract a complete member list with roles using Notion’s built-in settings and a manual copy method.
Key Takeaways: Exporting Member Roles from Notion
- Settings & Members > People: View all members with their role labels in a table format.
- Copy-paste from the People page: Select the entire table and paste into a spreadsheet to preserve role data.
- Manual grouping by role: Use Notion’s filter to view only admins, members, or guests for cleaner exports.
Understanding Notion Workspace Roles and the People Page
Notion assigns one of three roles to every workspace member: Owner, Admin, or Member. Guests have a separate status. The People page under Settings & Members lists every person with their role displayed in a table. This page is the only location where roles appear alongside names. You cannot export this table as a CSV or PDF from within Notion. You must copy the data manually. The table includes columns for Name, Role, Last Active, and Joined date. The role column shows Owner, Admin, Member, or Guest.
Steps to Copy the Member List With Roles
- Open Settings & Members
Click the workspace name in the top-left corner of your Notion sidebar. Select Settings & Members from the dropdown menu. - Navigate to the People tab
In the left panel of the Settings window, click People. The main area displays a table of all workspace members and guests. - Select the entire table
Click and drag from the header row down to the last row. Alternatively, click the top-left cell of the table (above the Name column) and then hold Shift while clicking the bottom-right cell of the last row. All rows should be highlighted. - Copy the selection
Press Ctrl + C on Windows or Cmd + C on Mac to copy the selected cells. - Paste into a spreadsheet
Open a new spreadsheet in Microsoft Excel, Google Sheets, or any table editor. Press Ctrl + V or Cmd + V. The data appears in columns: Name, Role, Last Active, Joined. - Verify the role column
Scroll through the pasted data to confirm every row has a role value. If a role is missing for a guest, check the original People page for that person’s status.
If You Need a Filtered List by Role
Notion’s People page does not have a built-in filter for roles. You can simulate a filter by sorting. Click the Role column header in the People table. The list sorts alphabetically by role: Admin, Guest, Member, Owner. You can then copy each group separately. For a faster method, paste the full list into a spreadsheet and use the spreadsheet’s filter or sort feature to isolate roles.
Common Issues When Exporting Member Roles
Pasted Data Shows One Column Instead of Multiple
If all data pastes into a single column, the original table was not fully selected. Undo the paste, return to the People page, and ensure you click and drag across the entire table width. The selection must include the header row and all rows below. Copy again and paste into a fresh spreadsheet.
Some Members Appear Without a Role
Guests who have not accepted their invitation display a status of Pending instead of Guest. This status appears in the Role column. After they accept, the role updates to Guest. For workspace members, a missing role usually means the person was invited but has not yet joined. Check the Invitations tab in Settings & Members to see pending invites.
The Role Column Does Not Copy for All Rows
This occurs when the table is scrolled during selection. Notion loads members in batches. If you have more than 50 members, scroll to the bottom of the list before selecting. After scrolling, wait for all rows to render. Then select and copy the entire table again.
Notion Workspace Roles: Owner vs Admin vs Member vs Guest
| Item | Owner | Admin | Member | Guest |
|---|---|---|---|---|
| Default role on workspace creation | Yes | No | No | No |
| Can change workspace settings | Yes | Yes | No | No |
| Can manage billing | Yes | No | No | No |
| Can add or remove members | Yes | Yes | No | No |
| Can access all pages by default | Yes | Yes | No | No |
| Counts toward paid seat | Yes | Yes | Yes | No |
| Visible in People table | Yes | Yes | Yes | Yes |
You can now produce a clean member list with roles from any Notion workspace. Use the copied data for audits, access reviews, or billing reports. For ongoing tracking, paste the list into a Notion database and set a recurring reminder to update it monthly. The Ctrl + A shortcut does not work on the People page — always use click-and-drag for selection.