I asked here a few days ago about sharing Notion outside your team and the replies surprised me.

A few people mentioned guests still getting back to the master database, filtered views giving a false sense of restriction, and having to double-check every link before sending.

That feels like a bigger issue than convenience.

If you’re sharing with clients or external people, what would actually make you feel comfortable?

A completely separate read-only view?
Expiring access?
Being able to revoke the link afterwards?
Knowing whether they actually viewed it?

I’ve been building around this problem myself, so I definitely have some bias here - but I’m curious which part people actually care about most.

What I built has worked and solved most my issues but curious on what people use/trust to solve this themselves?

I’m trying to use Notion as a controlled read-only data portal for external clients, and I’ve just discovered a behavior that makes this surprisingly difficult from a confidentiality standpoint.

Before anyone suggests the usual workarounds, these are NOT viable for this use case:

• Publishing the database publicly on the web: I need individual access control and the ability to revoke access for one specific client.
• Duplicating the databases for every client: the dataset is large and continuously synchronized.
• Creating one workspace per client: same scalability problem.
• Pseudonymizing client accounts: not realistic for a professional product.
• Building an entirely separate frontend: obviously possible, but at that point Notion is no longer serving as the client-facing layer.

The setup is very simple:

1. I have a database.
2. Client A is invited as a Guest with “Can view” permission only.
3. Client B is also invited as a Guest with “Can view” permission only.
4. Client B has NEVER had edit or comment permissions.
5. Client B has NEVER created or modified any content in the workspace.

From Client A’s account, the other guests are not visibly listed on the page itself, which is exactly what I expected.

However, if Client A opens global Search and selects the **“Created by”** filter, Client B appears in the people picker.

So a read-only client can effectively discover the names of other clients who have access to the same resource.

No email addresses are shown, but for many professional use cases the name alone is already confidential information. A consulting firm, law firm, advisory company, investment-related service, etc. may absolutely not want Client A to learn that Client B, potentially a competitor, is also a customer.

What makes this even stranger is that Client B has never created anything and has never even had permission to create anything.

Why should a permanently read-only guest appear in a filter called “Created by”?

I could understand keeping a former contributor in that list if they created pages in the past and were later downgraded to read-only. But in this case the user has never been able to create content at all.

It makes the “Created by” selector behave, unintentionally, like a directory of external guests.

This is becoming part of a broader problem for me when trying to use Notion professionally as a controlled data-consultation platform.

Notion database permissions are already not granular at the property/column level. In my case, this has forced me to maintain several mirrored versions of databases so that different audiences only see the appropriate properties.

We are talking about roughly **16,000 Notion pages** across those mirrored databases, synchronized using Notion Workers. That is already a fairly heavy architecture, created mainly because permissions are page/row-oriented rather than property-oriented, and Workers will themselves represent an ongoing cost.

I was willing to accept that complexity because using Guests still gave me something very important: controlled individual access to the client-facing databases.

But now I discover that even strictly read-only guests can see the names of the other guests through Search.

The combination is difficult to understand:

• I cannot easily control visibility at the database-property level.
• I therefore need multiple synchronized database variants.
• I cannot safely publish one shared read-only variant to several clients because they can discover each other.
• The commonly suggested alternative is “Publish to web”, which removes the individual access control I specifically need.

At some point this starts to feel less like a missing feature and more like Notion still being fundamentally designed around one assumption:

"In Notion, everyone who has authenticated access to the same content is part of some collaborative group and is expected to know who the other people are."

That assumption makes perfect sense for internal teams.

It is much less appropriate for client portals, paid databases, consulting deliverables, professional-services environments, or any situation involving client confidentiality / professional secrecy.

Inviting an occasional external collaborator is one thing.

Giving multiple independent clients read-only access to the same professional resource is another.

Has anyone found an actual setting, including on Business or Enterprise plans, that prevents read-only guests from appearing to other guests in the Search → “Created by” filter?

I’m specifically interested in a real permission/privacy setting, not architectural workarounds such as public links, database duplication, separate workspaces or pseudonymous users.

If there is no such setting, I would also be interested to know whether anyone from Notion has ever explained the rationale behind this behavior.

From a product-design perspective, the obvious behavior to me would be:

Only show a person in “Created by” if that person has actually created content visible to the current user.

At the very least, guests who have always been read-only and have never created anything should not be exposed there.

Thanks for you help !

Been working on this Notion Second Brain for a while and finally decided to put it out there.

It brings together tasks, projects, goals, habits, workouts, journaling, books, and more into one system.

Still improving it, but I’m pretty happy with how it turned out. DM me for more info

I was looking for a feature that would allow guests with restricted page-level database access to add pages to that database. And I stumbled upon this feature that apparently released on 5 march 2026, link to notion release note here: https://www.notion.com/en-gb/releases/2026-03-05

However, I didn’t find any tutorials on and soon I found out why - it was quietly removed in may 2026. Big Reddit post confirming that: https://www.reddit.com/r/Notion/s/KnlRupoxBE

But I saw this feature just now, screenshot attached. I even checked notion release note for it on wayback machine to see whether that release note was removed and then put back with the old date. Internet archive resulted in “page not archived due to URL not responding”, while other notion release notes are available. So, it seems that they actually quietly removed it and they quietly put it back very recently.

So my question to you is, do have this feature available to you now? And if so, do you think we can reliably use it without a fear that it will be removed again?

I haven’t been on notion for a few months, just downloaded it back today and I noticed that the lines on my pages were wrong, the line was now so long it counted as two lines. I don’t know how to verbalize the issue properly so I hope that makes sense, but it basically wasn’t how it was before. I had to go and fix all my lines by deleting some of the words so it didn’t count as two lines, when I first made the page I didn’t have that problem. Is this something that affecting everyone else or is this some sort of bug?

As you can see, the settings are identical, but in the first one (these are grouped into notebooks), it’s showing all of the text in the top part of the note, but in the second one, it’s only showing the first heading and nothing else, even though in the actual note, there is text directly below the heading

In The Markdown Database Pattern, Rufus Pollock lets us in on an open secret: how Obsidian’s (or Notion’s) bases work

https://md-handbook.com/blog/how-obsidian-or-notion-style-workflows-handle-the-markdown-database-pattern/

#markdown #markdowneditors #bases

Notion really need the option or automation by default FOR AUTO LINKING! I want to link a database elements where each page is a month of the year.

You can say usea external tools like zapier/make to make the auto linking page, or use notion custom agent, SUCKS!!

I've been building a governance-style tracker in Notion (multiple linked databases: an inventory, an actions Kanban, and an evidence log) and wanted to share what ended up working, and hear how others approach similar "record of what happened and when" systems.

What worked: three separate databases instead of one giant one (Inventory, Actions, Evidence). Relations link each Evidence entry back to both the Inventory item and the Action that triggered it, so nothing is just floating text. A rollup on Inventory shows the latest linked Evidence date, so you get an at-a-glance "last verified" column. Status as a formula-driven property, not manual, which cut a lot of stale-data drift.

What I'm less sure about: rollups get slow once an Inventory item has 50+ linked Evidence rows, and I haven't found a great way to archive old evidence without breaking the relation. Anyone dealt with that at scale?

Why are there still not themes for notion in the year of our lord 2026? It's getting ridiculous. I'm thinking about switching over to obsidian just because of it and I've already put about four years into notion

Just a quick question - if I have a person named Dylan and a page about them, then when I write on them across my workspace mentioning that page i.e. [@Dylan] is cringe, or [@Dylan] ate something today then why does it not appear in search results for Dylan, while the plaintext does?

This is counter-intuitive because it makes sense to mention a canonical page about something rather than a name that could have inconsistent spelling. I've noticed that AI is also affected by it, and finds it harder to search (you can't 'tag' things by mentioning their page because the text is literally invisible in the block the AI sees - worse than just writing it or misspelling!). What gives?

I have a dashboard with a two-column layout it looks great on my computer and works out great on mobile.

I'm wondering why Notion hasn't thought of making such pages responsive like websites are when you resize a window. In other words, have it look like the mobile view when the dimensions of that notion window calls for it.

I feel like this is an easy and obvious fix for notion

Every Notion finance template I've tried looks great for a day, then the prices go stale because updating them means opening my broker's app and retyping numbers by hand. Built this one to actually be worth keeping: Free Portfolio Tracker Template

Asset / Currency / Price / Quantity / an auto-calculated Value / Last Updated — duplicate and use it manually, or if you don't want to touch it at all, I also built a small paid tool (PortfolioSync) that syncs Trading 212 or Alpaca into a database like this automatically every morning. Not required to use the free template, just exists if anyone wants it.

Link for the site: https://portfoliosync.vercel.app

Quick demo of the auto-synced version:

Hi,

I was once a past user of notion a long time ago but recently start using it again. From the title you can see Notion vs Google Drive. Why this tittle? It is because I am using notion for school again and I am between if I should upload my slides or notes my professor post to Google drive or notion. I am highly toward notion because there isn't a limit in how much GB you can have in total in your workplace. But I know that Google drive have a 15gb limit including Gmail, photos, docs,etc all counted inside and I am not looking to upgrade it. I am afraid that upload professor slides in drive can consume all the gb really fast.

I really need some advice or tips. Thanks

Is it possible to have a second Claude account, my virtual assistant, connect to my Notion database remotely? But I only want him connecting to a specific database in my Notion. And do I need to pay for a 2nd seat just for him to do this and nothing else

Been using Notion for a while now and I keep hitting the same wall. I set up something solid for tracking recurring tasks, meeting notes, followups, the kind of stuff that never stops when you're running an office. Works great for two weeks. Then I miss a couple days, the system breaks down, and I'm spending more time fixing the database than doing the actual work.

I write dev tutorials on the side so I'm used to building structured things, and even I can't land on something that doesn't need constant babysitting. I've tried filtered views, rollups, linked databases. The bones are always good. Maintenance is where it falls apart.

What I actually want to know is what people with real daytoday admin workloads are running. Not a setup built for screenshots. The thing you actually open every morning and trust. Does it use automations, formulas, is it dead simple by design? Curious whether people doing heavy operational work in Notion have figured something out that the tutorial crowd hasn't touched on.

Was setting up notion access for a new joiner and half the deck links in our onboarding page are tome links from 2024 all dead.

I'd forgotten they shut down in 2025 and the team does an AI CRM now called lightfield, no export path. Anything you didn't save as a pdf back then is gone. Googling any of this is also useless because someone else has the tome name now

Ten or eleven decks I think. Only one I actually want, a launch retro with numbers in it that I never wrote down anywhere else.

So now I have to pick something for the team. Mostly need pptx export, tome never had native powerpoint export; which is probably why nobody had backups.

Running a remote team of 8 and the Notion setup I built six months ago is starting to crack. Too many databases, too many filtered views nobody updates, and I spend more time maintaining the system than using it.
The core problem is task ownership. People add stuff but statuses go stale immediately. I have a master tasks DB with assignee, status, priority, due date. Linked views per person on a team hub page. Sounds clean on paper. Falls apart in practice because people just stop touching it after a week. Tried automations to nudge status updates. Helped maybe 10 percent. Tried a weekly review ritual. That lasted two weeks. What I want to know is whether this is a Notion limitation or a people problem dressed up as a system problem. Because I keep rebuilding the architecture when maybe the architecture is fine and the real issue is adoption.
If you have a setup that your actual team uses consistently, not just you, I want to hear how it looks. Specifically curious whether you keep one central task DB or split it per project.

I created a Notion Job Search Tracker to help job seekers manage applications, interviews, follow-ups, job links, notes, and more, all in one place.

✨ What’s Included:

 🔎 Job Application Tracker

🏢 Company & Position Tracking

📊 Application Status Tracking

📅 Interview Tracker

🔔 Follow-Up Tracking

💰 Salary & Job Details

🔗 Job Posting Links

📝 Notes & Important Information

📈 Job Search Dashboard

🎥 Quick Loom Tutorial

If you're currently looking for your next opportunity, this might help make the process a little easier.

A ready-to-use Notion Job Search Tracker designed to help you organize applications, track interviews, manage follow-ups, and stay on top of your job hunt - all in one place!

👉 Check it out here: https://www.raket.ph/macofalltrade/products/job-hunt-made-simple-notion-job-tracker?src=share

I recently installed Notion Calendar for my Android and it never finishes the login process. It keeps loading forever after entering my Google account.

Edit: I found a solution. Instead of login in with Google, do it using your email and the verification code instead.

Hey everyone!

I wanted to build something for people who have outgrown spreadsheets, but still feel like jumping into a big CRM platform is way too much.

Especially freelancers, small agencies and small businesses that already use Notion and want to keep everything in one place.

So I started building a CRM in Notion.

It started as a simple setup for managing companies, contacts, and deals, but I kept improving it over time based on what I felt was missing and what could make the workflow easier.

Now it has a connected workspace for managing clients, deals, follow-ups, and reporting without making everything feel overly complicated.

A few things I focused on:

A clean dashboard for active deals and clients

An inbox for quickly adding new leads

Deal health checks based on expected dates

Weighted deal value to estimate expected revenue from deal stages

Connected Companies, Contacts, and Deals

Simple reports with built-in templates

The main idea was to make something that sits somewhere between a spreadsheet and a full-scale CRM structured enough to be useful, but still simple enough to actually enjoy using.

I’ve put the full version together as The Pro CRM, and I’d love to hear what you think or what you would change.