Notion Guest vs. Member (Differences + Roles)

Are you using Notion for your marketing projects?

Before we dive in, let’s address a critical question first: Do you know the difference between a Notion Guest and a Member?

The main difference is that a Notion Guest has limited access, primarily for viewing and commenting, while a Notion Member enjoys full access, with the ability to edit, create, and actively contribute to the workspace’s content and projects.

This simple guide will help you understand Notion roles and permissions. Let’s dive right in.

Notion Guest vs. Member: Access & Permissions

Below is a table chart that compares the key differences between Notion Guests and Members:

AspectNotion GuestNotion Member
Access LevelLimited access; primarily read-only.Full access; can edit, create, and comment.
PermissionsLimited to specific pages and content.Can access and edit most parts of the workspace.
Role PurposeTypically for external collaborators.Core team members actively working within the workspace.
InteractionCan comment and suggest changes.Can edit content and create new pages.
CollaborationBest for providing feedback and viewing progress.Actively involved in content creation and project management.
ResponsibilitiesMinimal workspace management tasks.Can perform workspace management tasks, depending on Admin settings.

Collaborating in Notion

In the fast-paced realm of online marketing, effective collaboration is key.

Imagine a digital marketing team as a high-speed train racing towards campaign success.

Now, you could imagine the roles of Guests and Members as the conductors and passengers.

Each plays a vital part in ensuring the journey goes smoothly. Let’s delve deeper into these roles and their responsibilities.

Notion Roles Overview

Let’s start with a quick snapshot of Notion roles:

1. Notion Admin: The Chief Conductor

Responsibilities: The Notion Admin is like the chief conductor of your workspace’s symphony. They are entrusted with critical responsibilities:

  • Workspace Management: Admins have the power to shape the workspace’s destiny. They can configure settings, invite or remove users, and customize the workspace’s appearance and integrations.
  • Permissions Master: Admins control who can do what within the workspace. They can grant or restrict access, ensuring data security and maintaining a well-organized environment.

Role in the Story: Imagine you’re the captain of a ship embarking on an epic voyage. As the Admin, you steer the vessel, decide who joins your crew, and chart the course to success.

You are the guardian of order and security, ensuring that every passenger (Member and Guest) is safe and in the right place.

2. Notion Member: The Dedicated Passenger

Responsibilities: Members are like the dedicated passengers on your Notion journey. They actively participate in the workspace’s activities:

  • Active Contribution: Members can edit existing content, create new pages, and collaborate seamlessly with others.
  • Project Engagement: They engage in discussions, leave comments, and contribute their expertise to projects, making them an integral part of your team.

Role in the Story: Imagine your marketing workspace as a bustling train. Members are the passengers, excitedly chatting, sharing ideas, and working together to reach the destination – your marketing goals. They are the lifeblood of your marketing campaign, actively contributing to its success.

Notion Member (Pros):

  • Full Access: Members can edit, create, and actively contribute to content and projects.
  • Comprehensive Collaboration: They have a broader role, making them central to workspace activities.
  • Project Ownership: Members can take ownership of tasks and drive projects forward effectively.

Notion Member (Cons):

  • Potential for Errors: With great power comes responsibility; Members can inadvertently make changes or errors.
  • Learning Curve: New Members may require some time to familiarize themselves with the workspace.
  • Access Control: Admins must carefully manage permissions to maintain data security.

3. Notion Guest: The Friendly Traveler

Responsibilities: Guests are like friendly travelers who occasionally join your marketing train. They have a specific purpose and limited access:

  • Limited Access: Guests can view content but cannot edit or create. This controlled access ensures data security.
  • Commenting and Feedback: They can provide feedback, leave comments, and offer suggestions on content and projects.

Role in the Story: Imagine you’re hosting a grand event on your marketing train. Guests are your invited friends and allies.

They can enjoy the journey, admire the scenery, and provide valuable input. However, they don’t steer the train; they simply add their insights to enhance the experience.

In this workspace story, Admins are the captains, Members are the enthusiastic passengers actively contributing to the journey, and Guests are the friendly travelers who bring unique perspectives to the marketing adventure.

Understanding these roles is like knowing the characters in your story, each playing a vital part in reaching your marketing destination.

Now, let’s break it down further.

Notion Guest (Pros):

  • Limited Access: Guests have restricted access, ensuring data security and control.
  • Focused Collaboration: Ideal for external collaborators like clients, providing a controlled space for feedback.
  • Simplicity: Guests find it easy to navigate and engage with content, reducing complexity.
  • Comments and Suggestions: They can offer valuable input through comments and suggestions.
  • Project Participation: Guests can participate without altering the core content.

Notion Guest (Cons):

  • Limited Actions: Guests cannot create or edit content, limiting their direct contributions.
  • Restricted Workspace: They may not access all workspace features, potentially hindering collaboration.
  • Complex Permissions: Managing multiple Guests with varied access levels can be challenging.

Additional Notion Member Role

Members are your dedicated passengers, ready to contribute. Here’s what they can do:

  • Edit and Create: Members can edit existing content and create new pages.
  • Collaboration: They can comment, discuss, and work together seamlessly.

Story: Think of Members as the enthusiastic passengers on your marketing journey. They actively engage in discussions, share insights, and help steer the project towards success.

Additional Notion Guest Role

Now, let’s meet the Guests. These are your occasional travelers, given limited access:

  • Read-Only Access: Guests can view content but not edit or create.
  • Commenting: They can leave comments and suggestions.

Story: Guests are like your friends visiting your train but can only look through the windows. They can admire the scenery but can’t touch the controls.

Use Cases for Notion Guests

Why invite Guests into your marketing workspace? Here are some scenarios:

  • Client Collaboration: Collaborate with clients and let them provide feedback.
  • Contractors: Hire freelancers for specific tasks without exposing all your data.

Story: Imagine you’re working on a big marketing campaign. You invite a client as a Guest, allowing them to view progress and give feedback. It’s like inviting them to peek behind the marketing curtain.

Managing Permissions

Managing permissions is crucial for a smooth ride. Here’s how:

  • Customized Access: Grant specific access to each Member and Guest.
  • Data Security: Ensure sensitive data is protected.

Story: Think of permissions as tickets on your marketing train. You issue each traveler a unique ticket, specifying where they can go and what they can see.

Collaboration Tips

For successful collaboration, follow these tips:

  • Communication: Use comments and discussions effectively.
  • Clear Guidelines: Set expectations for each role.
  • Regular Updates: Keep everyone in the loop.

Story: Imagine your marketing project is a recipe. Members are the chefs, Guests are the food critics, and Admins are the head chefs. Clear communication ensures everyone knows their role in the kitchen.

Troubleshooting Common Issues

Sometimes, even the smoothest journey hits bumps. Here are some common issues and solutions:

  • Guest Confusion: Clarify Guest roles and limitations.
  • Data Privacy: Double-check permissions to avoid data leaks.

Story: Suppose you’re on a road trip, for example, and the GPS suddenly goes haywire. Troubleshooting is like pulling over, checking the map, and fixing the issue so you can continue the journey.

Staying Updated

In the ever-evolving world of Notion, staying updated is crucial. Here’s how:

  • Follow Notion Updates: Keep an eye on Notion’s announcements.
  • Training Resources: Explore Notion’s guides and tutorials.

Story: Staying updated is like regularly servicing your marketing vehicle. You want it to run smoothly and take you where you need to go.


In the world of Notion, understanding the roles of Guests and Members is akin to being a seasoned conductor on the marketing express.

With Admins steering the ship, Members actively contributing, and Guests providing valuable input, your journey to marketing success will be smoother than ever.

So, get on board, customize those roles, and watch your marketing campaigns reach new heights in collaboration and productivity.