Link has four signed-in roles: Link admin, Link user, Client admin, and Client user. A visitor is not a workspace member and can open only pages that have deliberately been made public.
How access works
When someone opens a private Link, four checks work together:
- Identity: They sign in with the exact email address in People.
- Role: Their role determines whether they are part of the workspace team or a client team, and whether they can manage access.
- Scope: A Link user can have all or selected clients. A Client user can have all or selected projects for their client.
- Visibility: Private pages require the matching signed-in access. Public pages can be opened by anyone who has the link.
Roles do not stack inside one workspace. If a person needs a different kind of access, change their existing assignment instead of adding the same email again under another client or role.
Workspace role
Link admin
A Link admin manages the complete workspace. The person who creates the workspace is a Link admin, and at least one Link admin must remain.
Use this role for owners and operational leads who are responsible for the workspace as a whole.
Workspace role
Link user
A Link user is an internal collaborator. They can work across All clients or only Selected clients, depending on the scope chosen by a Link admin.
- All clients includes current and future clients in the workspace.
- Selected clients includes only the clients chosen in People.
- Within an assigned client, the Link user can open its active projects and private project content.
- They cannot manage workspace settings, roles, invitations, or another person’s scope.
Use this role for teammates who deliver client work but do not administer the workspace.
Client role
Client admin
A Client admin is the lead person for one client. They have access to all current and future projects for that client.
- Can review project estimates, comment, and approve when an estimate is ready.
- Can manage Client users and choose which projects those users can open.
- Can manage public or private visibility for the client’s pages.
- Cannot create, change, or remove another Client admin. A Link admin controls that role.
Use this role for a client sponsor, project owner, or trusted contact who manages access for their team.
Client role
Client user
A Client user belongs to one client and has either All projects or Selected projects.
- All projects includes current and future projects for that client.
- Selected projects includes only the projects explicitly chosen for that person.
- They can see the client-facing project content inside their assignment.
- They cannot manage people, project assignments, workspace settings, or estimates.
Use this role for reviewers, stakeholders, and collaborators who need a focused view of the work.
No signed-in role
Visitors and public links
A visitor does not have a Link account or a role in the workspace. They can open a client, project, or nested page only when that exact page has been made public.
Change or remove access
- Open Settings → People.
- Use Workspace members for Link admins and Link users. Choose All clients or Selected clients for each Link user.
- Use Client access for Client admins and Client users. Choose the client, then All projects or Selected projects for each Client user.
- Remove access when a person no longer needs private workspace or client content.
Removing signed-in access does not prevent someone from opening a public page. Change that page back to Private if the public link should stop working too.
FAQs
Can one person have two roles in the same workspace?
No. Keep one active People record, one role, and one workspace or client membership target for that email.
Can the same person have different roles in different workspaces?
Yes. A person can be a Link user in one workspace and a Client admin in another.
What happens when a new client or project is added?
People with All clients or All projects receive it automatically. Selected scopes stay limited until an admin adds the new item.
Does a public link add someone to People?
No. A public visitor remains outside the workspace and receives no private access.
Are Link roles the same as Notion roles?
No. Notion sharing and Link access are separate. A Notion permission does not replace the person’s Link role, scope, and active access. See Notion’s workspace-role guide for Notion’s own role structure.