A workspace can be shared. Invite someone by email and you both work on the same notes, in the same tags and boards, from your own accounts.
This is collaboration at the workspace level, not inside a single paragraph: there is no character-by-character co-editing of the same sentence. Two people editing the same note at the same moment is handled by save conflict protection, described below.
Inviting someone
Open the workspace settings — Settings in the sidebar, or Edit in the workspace selector's ⋯ menu — go to Members, type an email address, and send the invite.
The invitation is emailed as a link, and expires after 7 days.
If the person already has a Notez account, they also get an in-app notification — no need to hunt for the email.
They accept from the invite link, which shows the workspace's avatar and name so they can see what they are joining. Notez checks that the account accepting it holds the address the invite was sent to.
Once accepted, the workspace appears in their workspace selector alongside their own.
You can revoke a pending invite at any time from the same tab.
Seats
Members are limited per workspace, by the owner's plan:
Plan | Members per workspace |
|---|---|
Free | 3 |
Pro | 10 |
Ultra | 25 |
The owner counts as one seat, and a pending invite holds a seat until it is accepted or revoked. On the Free plan, that means you plus two other people.
Storage and AI limits are not shared out — they stay on the owner's account, as described in Plans, limits, and billing. Files a member adds to notes — from the editor, an AI assistant, or a webhook — count against the owner's storage, not their own.
Owners and members
Every workspace has exactly one owner — whoever created it. Everyone else is a member.
Members can do everything with the content:
Read, create, edit, and delete notes
Manage tags, custom properties, and boards
Use AI chat over the workspace
Connect AI apps such as Claude, ChatGPT or VS Code by signing in; the app acts as them and sees what they can see
Restore from the Bin and from version history
Export the workspace as Markdown files, from More → Import & export; only the member who started an export can download it (Export your workspace)
Owners keep the workspace-level controls to themselves:
Inviting and removing members
Renaming the workspace and setting its avatar
Setting the workspace's AI chat instructions
Deleting the workspace
Creating API keys for MCP and the CLI
Members can open the workspace settings tab and see the name, avatar, member list, and AI chat instructions (when the owner has set any), but cannot change them. Their actions there are Manage properties, under Custom properties, and Leave workspace, in the danger zone. They can still add instructions for their own chats in Settings → My settings — see AI chat instructions.
In Settings → Integrations → Notez MCP server, members see the Connect an AI app card but not the key section: only the owner can generate or rotate the workspace's MCP key. See Connect Claude, ChatGPT or VS Code.
A member can leave a workspace whenever they like. An owner cannot leave their own workspace — delete it instead, or keep it.
If a member is removed, or leaves, they lose access immediately. Notes they wrote stay in the workspace; they belong to the workspace, not the person. An AI app they connected loses this workspace along with them, any webhooks they created are deleted, the workspace's reminders stop reminding them but still remind everyone else, and their calendar link for the workspace stops working.
Assigning notes to people
Once a workspace has more than one person in it, you can put people into your notes. Create a custom property of type Member — call it Assignee, Owner, or Reviewer — and each note can carry one or more of the workspace's members.
The picker lists the current members, searchable by name and email, with avatars
Assignees show as avatar chips on note cards, in Table view, and on the note itself
Filter a list down to one person to see just their work, or sort by the property to group the team
Removing somebody clears their assignments. When a member is removed or leaves, their values on member properties in that workspace are cleared in the same step. A name left behind would point at someone who can no longer open the note, and the filter — which only offers current members — could never surface those notes again. Their notes and edits stay; only the assignment goes.
Shared reminders
A reminder can remind several people. Whoever adds it is reminded, and anyone else in the workspace clicks the chip, then Remind me too; Stop reminding me takes them off. You add or remove only yourself. The chip shows the avatars of everyone it reminds.
You cannot set a reminder for someone else. To bring a note to a person's attention, mention them: type @ and pick their name under People. Date properties such as Due work differently: every member sees their values on the calendar.
Anyone who can edit the note can change the chip's date or delete it, as with any other text in it, and the change applies to everyone it reminds. Each person's Calendar, and a calendar app subscribed to their calendar link, shows the reminders that remind them.
Who is viewing this note
Open a note that someone else is reading and you will see their avatar next to the save status at the top. Hover to see the names.
Presence updates every few seconds while the note is open and disappears within about a minute of the other person closing it. It shows reading, not typing — there is no live cursor.
Who changed what
Under the note title, the save status shows Edited by {name} with the time, whenever the last edit was made by somebody other than you. If you made the last edit yourself, it just shows the time, as before.
Version history keeps its usual 30 days of revisions, so you can see what a note looked like before someone else's change and restore it.
When two people edit the same note
If someone saves a change to a note while you have it open with unsaved edits, Notez does not silently overwrite either version. You get a banner:
This note was changed by {name} while you were editing. Reload to see the latest version; your unsaved changes will be lost.
Reload brings in their version. Your unsaved text is still in the editor until you reload, so copy anything you want to keep first.
The check happens on the server at the moment of saving, so it holds even if two saves land at nearly the same instant. The write that arrives second is refused rather than applied on top.
Notifications
You will get an in-app notification when:
You are invited to a workspace
Someone accepts your invitation
You are removed from a workspace
Someone mentions you: they type
@and pick your name in a note, the search box or a board's Add note boxA reminder that reminds you comes due
Assigning somebody to a note through a Member property does not notify them. Mention them instead, or let them filter for their own name.
See Notifications and languages.
What sharing a workspace is not
Not per-note permissions. Access is all-or-nothing for the whole workspace. Anyone you invite can read every note in it, including the Bin.
Not concurrent editing. No shared cursors, no automatic merging of two people's edits into one paragraph.
Not public. To show a note to somebody without an account, use a public share link instead.
Not a way to split billing. Members do not need a paid plan; the owner's plan sets the seat count.
Not task management. You can assign a note to a person and mention them, but you cannot set a reminder for someone else, a date property such as Due notifies no one, and there is no "assigned to me" inbox.
Keeping personal notes personal
Sharing is per workspace, and workspaces are fully isolated from one another. Invite a colleague into Work and they get no visibility at all into Personal — not in the note list, not in search, and not through AI chat, an MCP key, or an AI app they connect by signing in. See Workspaces.
If you have been keeping everything in one workspace and now want to share part of it, move those notes into a separate workspace first, then invite.