Sharing & Permissions
Closot is built around collaboration, and that means giving you granular control over who sees your content and what they can do with it. Whether you're looping in a teammate, bringing in a client as a guest, or publishing a page to the web, the permissions system makes sure everyone gets exactly the right level of access — nothing more, nothing less. 📣
Share a Page
Click Share at the top of any page to:
- Invite specific people to the page
- View and modify who currently has access and at what permission level
- Copy the page link to send directly
- Open the Publish tab to share the page publicly on the web
Steps to Invite Someone
- Click Share at the top of any page
- Search for and select the names of workspace members or groups you want to invite — or type an email address to invite someone as a guest
- Open the dropdown next to each invitee's name and select a permission level
- Click Invite
Once shared, the page appears in the Shared section of the sidebar.
Share a Page with a Workarea
Workareas are dedicated areas for teams within your organization — each with its own members and permission settings.
There are two ways to add a page to a workarea:
- Hover over the workarea name in the sidebar and click
+to create a new page inside it - Drag an existing page into the workarea from the sidebar
Pages inside a default workarea are accessible to every member of the workspace. To check whether a workarea is set to default: click ••• next to the workarea name → Workarea settings → open the Members tab and look for the Default label under Permissions.
Share a Page with a Guest
You can invite people outside your workspace as guests by entering their email address in the Share menu. Guests receive an email containing a link to the page and will need a Closot account to open it.
Guest invitations may be blocked in the following cases:
- Your workspace has reached its guest limit
- The workspace or workarea has disabled guest access
- The guest's email domain is not on your workspace's allowed domain list
- Your workspace owner has restricted members from inviting guests
General Access
Use the General access section in the Share menu to control broad access beyond named invitees:
| Setting | Who can access |
|---|---|
| Only people invited | Exclusively you and anyone explicitly invited |
| Everyone at your workspace | All workspace members — discoverable via search or link |
| Anyone on the web with link | Anyone who has the link, no account required |
Hide in search — When "Everyone at your workspace" is enabled, toggle this on to prevent the page from showing up in search results for members who haven't visited it yet.
Link expiration — When "Anyone on the web with link" is enabled, you can set a date after which the link stops working.
Permission Levels
| Level | What they can do |
|---|---|
| Full access | Edit content and share the page with others |
| Can edit | Edit content; cannot share |
| Can edit content | Database-only — create and edit pages and property values; cannot change database structure, views, sorts, or filters |
| Can comment | Leave comments only; cannot edit or share |
| Can view | Read-only; cannot comment, edit, or share |
Change Someone's Permission Level
- Click Share at the top of the page
- Open the dropdown next to the person's, group's, or workarea's name
- Select the new permission level
Permission change requests show up in your Inbox where the relevant people can approve or deny them.
Database Page-Level Access
Page-level access lets you grant people access to specific database pages based on a property — such as who created the page or whose name is in a Person property — without giving them access to the entire database.
Example use cases:
- IT ticket system: each employee can only edit their own submitted tickets
- Hiring pipeline: individual hiring managers only see the candidates assigned to them
- Contractor task list: each contractor only sees and edits their own assigned tasks
Set Up a Page-Level Access Rule
- Open the source database (not a linked view)
- Click Share at the top
- Under Page-level access, click Add a new rule
- Select a Person property or the Created by property
- Choose an access level
- Click Create rule
For databases pulling from multiple data sources, each source can have its own rules — toggle between them in the Share menu.
What People See with Page-Level Access
If they already have database-level access:
Both their base permissions and the page-level rule apply. The broader of the two takes effect. For example, someone with Can comment on the database who also has a Can edit page-level rule will be able to edit their assigned pages.
If they have no database-level access: They can only reach the specific pages assigned to them via page-level rules. They can arrive at those pages in two ways:
- Via a Closot Inbox notification when they're assigned to a page
- Via a linked database view placed inside a page they do have access to
To create a linked view:
- On a page the person can access, type
/linked - Select Linked view of data source
- Select the relevant database
Users with page-level access only (no broader database access) cannot create new database pages on their own. Use a form instead to let them submit new entries.
Delete a Page-Level Rule
- Click Share at the database top
- Open the dropdown for the rule you want to remove
- Select Delete permission rule
Inherited Permissions
Subpages inherit the permissions of their parent page by default. You can override this by changing permissions at the subpage level individually.
Workarea owners also set default permissions for new content created within their workarea — individual pages can be changed after creation.
Permission Overrides
Closot always applies the broadest level of access a person has been granted. If someone has Can view via a page-level rule but Full access to the workspace, they'll have full access to that page.
Moving a page to your Private section removes access only at the parent page level — subpages and their existing permissions are not affected.
A page set to "Anyone on the web with link" can remain accessible to users who reach it through a backlink, a two-way relation, or because it's nested inside another shared page.
See Who Has Access
Profile photos are displayed in the bar at the top of any page:
- Faded avatar — person is not currently on this page
- Unfaded avatar — person is actively viewing this page right now
- Hover over an avatar — see their name, email, and when they last visited
- Click an active avatar — jump directly to where they are on the page
- Avatars move to sit next to the block a person is currently editing
To see the last editor: click ••• (top right) and look at the bottom of the dropdown menu.
Request Access
Request Access to a Page
If you try to open a page you don't have access to, click No access to send a request. The page creator or an editor will receive the request and can approve or deny it.
Request Edit Access
If you already have view or comment access and need to edit:
- Open the page and click Share
- Open the dropdown — it shows your current permission level
- Select Request edit access
The page creator will receive the request. When it's approved, you'll receive a notification in your Inbox. If the page doesn't immediately become editable after approval, refresh the page.