User Groups
Named collections of users in Notion used to assign permissions and manage access levels across pages and workspaces.
Definition
User Groups in Notion are curated sets of team members organized under a single label. Instead of granting access to individuals one by one, you can invite an entire group to pages or workspaces in one step. Administrators and page owners configure groups in Workspace Settings, assigning roles like Viewer, Commenter, or Editor.
Usage & Context
When you share a page, database, or an entire workspace, you can select a User Group from the share menu instead of typing each email address. This streamlines access control for departments or project teams. As teams grow or reorganize, updating permissions for a group automatically applies to all members within that group.
Frequently Asked Questions
- How do I create a User Group?
- Go to Settings & Members █ Members tab, click Groups, then New Group. Name the group and add members by selecting their names or emails.
- Can I assign different access levels to each group?
- Yes. When sharing, choose Viewer, Commenter, or Editor permissions specifically for each group.
- What happens when someone leaves the team?
- Remove them from the User Group in Workspace Settings. They immediately lose access to any pages shared with that group.
- Are User Groups available on all plans?
- User Groups are available on Team and Enterprise plans. Personal plans do not support this feature.
- Can I share a public link with a User Group?
- No. Public links are open to anyone with the link. Use group sharing for controlled access within your workspace.
Benefits
User Groups save time by allowing you to update permissions for many users at once, enforce consistent access policies, and reduce the risk of sharing errors when managing large teams.
Related Terms
Permissions
Permissions in Notion control who can view, comment on, edit, or share content at the workspace or page level.
Sharing
Sharing lets you grant access to Notion pages or databases via user invites or public links, with granular view, comment, and edit permissions.
Conclusion
User Groups are fundamental for scaling collaboration in Notion. They help teams maintain secure, consistent access controls, support organizational structures, and simplify admin overhead as your workspace grows.
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