Invite Collaborators

Database sharing in Notion enables you to collaborate with team members, clients, or external partners by giving them controlled access to your database content. This guide covers how to share databases, configure permissions, and manage collaborative access effectively.

When to Share Databases

Database sharing is essential for project management, content collaboration, and team coordination. Unlike sharing individual pages, database sharing provides access to structured data that can be filtered, sorted, and viewed in multiple formats by different team members.

• Project tracking with external stakeholders
• Team goal management and progress monitoring
• Content calendars and editorial workflows
• Client reporting and transparency

Navigation to Database Sharing

To access database sharing options, navigate to any database page in your Notion workspace. Database pages can be found in your sidebar under Pages or within other pages as embedded databases. Look for the Share button in the top-right corner of the database interface.

Sharing a Database

1

From your database view, locate and click the Share button in the top-right corner of the interface. This button appears next to other page actions and opens the comprehensive sharing panel.

2

The sharing panel opens on the right side, displaying several key sections:

• Share to web - Creates a public link for anyone to access
• Invite a person - Send specific invitations with custom permissions
• Copy link - Generate shareable links with permission controls

3

For public access, toggle the Share to web option. This creates a public URL that anyone can access without a Notion account. Consider the security implications before enabling this option, especially for sensitive business data.

Public web sharing makes your database accessible to anyone with the link. Ensure your content doesn't contain sensitive information before enabling this feature.

4

For controlled access, use the Invite a person section. Enter email addresses and select permission levels for each individual. This approach provides granular control over who can view, comment on, or edit your database.

5

Notion offers several permission levels for database sharing:

• Full access - Complete control including sharing and deletion
• Can edit - Add, modify, and delete database entries
• Can comment - View database and add comments only
• Can view - Read-only access to database content

6

Use the Copy link button to generate shareable URLs. These links inherit the permission settings you've configured and can be shared via email, messaging platforms, or embedded in other systems. The generated link provides immediate access according to the specified permission level.

Understanding Database Sharing vs Page Sharing

Database sharing differs from regular page sharing in several important ways:

• Inherited permissions - All database entries inherit the sharing settings from the database level
• View limitations - Guests can only see the specific view you share, not create custom filtered views
• Property visibility - All database properties are visible to shared users unless specifically hidden in the view

Security Best Practices

When sharing databases, consider these security and privacy guidelines:

• Review all database properties before sharing - sensitive information may be hidden in unused properties
• Use specific person invitations rather than public links for confidential business data
• Regularly audit shared access and remove permissions for inactive collaborators
• Create filtered views to limit which records external collaborators can see

Advanced Collaboration Features

Beyond basic sharing, Notion databases support sophisticated collaboration patterns:

• Template-based entry creation - Ensure consistent data entry across team members
• Comment-based workflows - Use database comments for approval processes and feedback cycles
• Integration with other Notion pages - Link database entries to related project pages and documentation

Troubleshooting Common Issues

Conclusion

Database sharing in Notion enables powerful collaborative workflows while maintaining security and access control. By understanding permission levels, sharing methods, and best practices, you can create effective team environments that balance openness with appropriate data protection.

Start with conservative permission settings and gradually expand access as your team becomes comfortable with collaborative database management. For more advanced database management, explore Creating and Managing Database Views in Notion and Use Database Templates for Team Goals.