> For the complete documentation index, see [llms.txt](https://docs.notionapps.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.notionapps.com/how-to-guides/build-a-mixed-public-private-portal.md). # Build a Mixed Public–Private Portal Use **one** NotionApps app and **one** share link for guests and signed-in users. Guests see Welcome and intake. Clients and staff see private lists, queues, and decisions after OTP login. {% hint style="info" %} **Shipped 9 Aug 2026**\ See the [9 Aug 2026 Release](https://docs.notionapps.com/release-notes/9-aug-2026-release) for the full portal + Content Page story. {% endhint %} ## What you will build 1. A public **Welcome** Content Page (HTML/CSS landing). 2. A public **Start Intake** / Submit Create Form. 3. Private signed-in screens (My … lists, Work Queue, Decision, Messages). 4. Separate guest vs signed-in navigation so staff chrome never appears to guests. ## Prerequisites * Private app with OTP users database. * Automation entitlements if you add Work Queue / Decision. * Optional: [Content Page Screens](https://docs.notionapps.com/screens-and-components/types-of-screens/content). ## Steps ### 1. Create the Welcome Content Page 1. Add a **Content** screen. 2. Turn **Public access** **On**. 3. Set **Show in navigation for guests** as needed (many makers leave Welcome in the guest menu). 4. Turn **Show in navigation when signed in** **Off** so Welcome does not clutter the private portal. 5. Paste branded HTML/CSS. Link CTAs to your intake form screen (in-app links stay inside the shell). ### 2. Create the public intake form 1. Add a **Form (Add Item)** on your requests / leads / intake sheet. 2. Turn **Public access** **On**. 3. Prefer **link-only for guests** if you do not want the form in the hamburger — share `?form=` or a Welcome CTA instead. 4. Hide staff-only fields (Status, Owner, internal notes) from the public form. ### 3. Keep the rest private Leave Work Queue, Decision, My … lists, Messages, and admin screens with **Public access Off**. Use Screen Visibility / roles so clients, partners, and staff each see the right chrome. ### 4. Publish and test both audiences 1. Publish the app. 2. Open the live URL in a private window → guest Welcome + intake only. 3. Log in as a client persona → private portal, no guest-only clutter (unless you intentionally left Welcome visible when signed in). 4. Log in as staff → queues and decisions. ## Tips * One share link is enough — do not clone the app per audience. * Use Content Pages for marketing/consent; use Create Forms for data capture. * After login, landing should prefer a chrome-visible private screen (My Onboarding, Home, or Work Queue). * For review hubs after intake, continue with [Client Review Hub in 15 Minutes](https://docs.notionapps.com/guides/client-review-hub-in-15-minutes). ## Related * [Content Page Screens](https://docs.notionapps.com/screens-and-components/types-of-screens/content) * [Screen Visibility](https://docs.notionapps.com/screens-and-components/customize-a-screen/screen-visibility) * [9 Aug 2026 Release](https://docs.notionapps.com/release-notes/9-aug-2026-release) ## Annotated builder screenshots ![Annotated builder screenshot: Public access](https://4233028229-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F5ZqDXcVVffWUqEIZVhmn%2Fuploads%2FRjo5qXoKIzEXxkHpo8gM%2Fp23-1786203265-10-20-section-public-access.jpg?alt=media) ![Annotated builder screenshot: Create Form with public settings](https://4233028229-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F5ZqDXcVVffWUqEIZVhmn%2Fuploads%2Faal5GjFjNLqNOd5piHVF%2Fp23-1786203265-0-00-builder-hero.jpg?alt=media) ## Complete Builder Options Reference Cross-links for the screens used in mixed portals: * [Per-Screen Public Access](https://docs.notionapps.com/guides/per-screen-public-access) * [Content](https://docs.notionapps.com/screens-and-components/types-of-screens/content) * [Form (Add Item)](https://docs.notionapps.com/screens-and-components/types-of-screens/add-new-item-form) ### Public access (Content page or Create Form) #### Public access **What it does:** Opens that screen to anyone with the app link while other screens stay private.\ **How to use it:** Enable on Welcome Content + intake Create Form only.\ **Why / recommended default:** Least privilege — only the screens guests need. #### Show in navigation for guests **What it does:** Puts the public screen in guest menus.\ **How to use it:** On for Welcome; usually off for the raw form if Welcome already links to it.\ **Why / recommended default:** Keep guest nav to one or two entries. --- # Agent Instructions This documentation is published with GitBook. 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