How to Lock Your Databases in Notion (And Why You Should)
Notion is a powerful tool for managing everything from personal to-do lists to complex team projects.
Its flexibility allows users to create databases that serve various use cases like tracking a menstrual cycle, maintaining client portals, or organizing an entire Notion workspace.
However, this flexibility also introduces a challenge: ensuring the data security of your sensitive information and preventing accidental edits to critical database items.
In this guide, we’ll walk you through the best practices for locking your Notion databases, using granular database permissions and other advanced features to safeguard your data and enhance the overall user experience.
Whether you’re a Notion power user or someone using the platform for the first time, you’ll find effective methods for protecting everything from property values to entire database structures.
You may also want to read How to log out of Notion using different devices.
Why Locking Your Databases Matters
Databases in Notion often contain sensitive data like email addresses, confidential data, or even information about a team member’s performance.
Leaving these databases open to edits can lead to accidental changes, unauthorized access, or the accidental deletion of critical information.
Some use cases for locking databases include:
Tracking fertility or managing a period tracker with data on the ovulation window and fertile window.
Creating a master database linked across multiple Notion pages with essential related database connections.
Sharing a Notion workspace with clients or collaborators while restricting edit access to certain database pages.
You may also want to read How to log out of Notion using different devices.
How to Lock Your Database in Notion
Follow these step-by-step instructions to lock and secure your database:
1. Locking an Entire Database
The first step is to limit access to the whole database:
Navigate to the top right corner of your database and click the three-dot menu.
Select “Page Lock” to prevent any accidental edits or changes to the original database.
This is a quick and simple way to add a read lock to your database, especially for users who don’t need edit access but still need to view the data.
2. Setting Granular Permissions for Individual Pages
To manage access at a more detailed level:
Open the current view of your database (e.g., table view, Kanban board, or calendar view).
Click the top right corner of your page and select “Share”.
Adjust the permissions to allow only specific individuals or groups to have full access or view-only access.
Use advanced filters and specific properties to customize who can see or edit certain database items.
3. Using Linked Databases for Different Views
Instead of giving access to the entire database, create a linked database:
Click “New View” and select the data you want to display.
This allows you to control which types of information are visible while protecting the original database from unwanted changes.
4. Utilizing Third-Party Tools and Automations
For even more control, you can integrate Notion API or use third-party tools like Google Sheets or ownable synchronizers to manage data externally and sync it back into Notion with Notion automations.
This is an alternative way to ensure data is securely stored and updated while maintaining visibility in Notion.
You may also want to read How to log out of Notion using different devices.
Conclusion
Locking your databases in Notion is essential for maintaining data security, preventing unauthorized access, and avoiding costly accidental changes.
By following the steps outlined in this guide, you’ll gain the peace of mind that your sensitive information is safe and accessible only to the right people.
Whether you’re managing a collaborative tool for your team, or simply organizing your life with an in-one workspace tool, securing your databases is the next step toward optimizing your Notion experience.
At the end of this guide, you’ll have the confidence to lock, manage, and share your databases in a way that enhances your productivity and keeps your information safe.
You may also want to read How to log out of Notion using different devices.
Important: This post is for informational and educational purposes only. This post should not be taken as therapy advice, financial advice or used as a substitute for such. You should always speak to your own therapist or financial advisor before implementing this information on your own. Thank you!
