Manage visibility and access

Intermediate · ~10 min · Prerequisites: a space you own

What you'll do

Understand how visibility and joining work together, change a Space's visibility when your needs shift, remove access for individuals, and review who is currently in the Space.

Visibility controls who finds it

Every Space is either org-visible or private:

• Org-visible — the Space appears in the sidebar and /content hub for everyone in your organization. Anyone can see it exists and join it without an invitation.
• Private — the Space is hidden from people who are not explicit members. Non-members get a 403 if they somehow reach the URL directly.

To change a Space's visibility, open Settings and toggle the visibility option. The change takes effect immediately. For a fuller comparison of the two modes, see Choose space visibility.

Joining

How someone joins a Space depends on its visibility:

• Org-visible spaces — any member of your organization can click Join from the sidebar or hub and gain immediate viewer access. Promote them to editor or owner from the Members list when they are ready to contribute.
• Private spaces — only owners can add members. Use Invite members from the Members settings panel (see Add members and set roles) and choose the right role at the time of invitation.

Remove access

To stop someone accessing the Space, open Settings → Members, find the person, and select Remove from space. Their access is revoked instantly and the Space disappears from their sidebar.

To cut off everyone outside a small group at once, switch the Space from org-visible to private. Members you have explicitly added keep their access; everyone else loses visibility.

Audit who's in

The Members panel lists every current member with their role and the date they joined. Review it periodically — especially for private Spaces with sensitive content — to make sure membership still reflects your team. If someone's role needs updating, use the role dropdown on their row.

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