How do you make the current instructions easy to find?
Give the team one starting page and link to each task by the words people use to look for it. Assign someone to update each guide when the app changes.
You can turn a standalone page into a wiki if you have Full access. A wiki can show pages by owner. Its verification feature can remind an owner to check a page again when the review period expires.
- Make a small private indexIn a disposable workspace you control, start a private page with two pages underneath, such as “Invite a teammate” and “Turn on booking reminders.” Check who can open the parent and each child page before inviting anyone.
- Check one reader and one reviewerUse a test identity you control if policy permits. Give it Can view and confirm it can read only the intended material. Give it Can comment when you want a correction without giving it edit access. Check any broader access the account already has from a group or teamspace.
- Find the guide from the starting pageFollow the link as a reader. Search for the task by its title and check the expected result in the current instructions. Give the page an owner who can review the next change.
What becomes public when you publish a Notion Site?
A Site can show the page and its subpages, which are published by default unless you restrict them. The Site updates when you edit the published page. Put the reader copy and its child pages in a separate place before publishing.
Check the child pages, linked files and any database pages a reader can open. Visitors can switch views in a published database, so showing a filtered view alone is not a way to limit what people can read.
Notion says a published Site or an Anyone on the web with link page can expose contributors’ names, profile photos and email addresses in page metadata. Check who has contributed before sharing publicly. Use Only people invited for a page that should stay private, and check that the parent or a teamspace does not grant wider access. If you publish a Site, open it signed out and check that intended pages and files open and private ones stay closed.
When you take a Site down, open both old addresses and the exact links to formerly public child pages while signed out. If a child has its own Site or public share link, turn off that setting on the child and check its address again.
| If you enabled | Turn it off here |
|---|---|
| A Notion Site | Open Share → Publish → Unpublish. |
| Anyone on the web with link | In Share, remove anyone-with-link access under General access. |
What can you take with you when you leave Notion?
If your role allows export, keep a copy of the pages and files you need. Save a separate list of public addresses and page permissions so you can rebuild the useful parts elsewhere.
Guests need Full access to export a page or database. On Enterprise, a workspace or teamspace owner can disable export. If Export is unavailable, ask the owner for a copy they can share.
Notion says re-uploading an export does not recreate the workspace. Try one page in the destination before changing the public address. Retest access, links and attachments there. For an earlier wording in the same workspace, use page history within your plan’s time window.
| What you need | What to check |
|---|---|
| A guide someone can edit | Export Markdown or HTML. Check headings, links and any child pages you chose to include. |
| Rows from a full-page database | Choose the current or default view and export CSV. Compare the exported rows with the ones you expected, especially if the view has filters. Check which linked pages and files need separate copies. |
| A copy of your workspace content | Check the exporter can open the pages you need. Pages they cannot access may be omitted. If you include comments in HTML, handle the copy as private material. |
What affects your Notion bill?
Paid workspaces charge per member seat. A page guest is a different role with its own plan limit. A custom public domain is billed separately.
Free allows up to 10 guests, 5 MB per uploaded file and seven days of page history. If a Free workspace has two or more owners, it has a 1,000-block allowance. A block is a piece of a page, such as a paragraph or checkbox. Deleting blocks does not reduce the counted usage.
Free includes basic Sites publishing and one Notion-provided domain. In November 2026, Notion listed a custom-domain add-on for paid workspaces at US$10 per domain per month with monthly billing or US$8 per domain per month billed annually. This is in addition to the workspace plan and the cost of registering a domain.