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Invite users with email and passwordd

Before you watch

Section titled “Before you watch”

Outcome: Switch a private app to Email Address + Password login, set up identity roles, and invite a user who creates their own password from a secure invitation email.

Time: about 6 minutes

Docs (canonical):

Watch the video for orientation, then finish the checklist below — UI chrome in videos may lag the current builder.

Watch the tutorial

Section titled “Watch the tutorial”

Open the video

What this video covers

Section titled “What this video covers”

This walkthrough takes a private app from login codes to invitation-only passwords:

  1. Open a private app from My Apps and go to Users → Setup.
  2. Select Change Users Database, keep your Users database (here, Hub Users), and switch Login Method from Email Address + Login Code to Email Address + Password.
  3. Confirm the Email Address Property and User Name Property, select Confirm, then Yes, go ahead on the warning.
  4. Publish so the new login method goes live.
  5. Open the Identity tab, set the Role catalog (for example Client, Admin), sync Role to the Users database Role field, and select Save identity settings.
  6. Select Add user and send invitation, enter the user’s name, email, and role, and send the invitation.
  7. The user opens the Set your password email, sets a password, and signs in — Access in the Identities table moves from Sent to Active.

Login code vs. password

Section titled “Login code vs. password”
Login method How users sign in Who handles the password
Email Address + Login Code A one-time code is emailed each time they log in No password
Email Address + Password Set once from an expiring invitation link, then sign in with a password NotionApps hosts credentials — the maker never creates or sees them

Public signup stays off for invited users: only the email address you add receives a set-password invitation.

Prerequisites

Section titled “Prerequisites”
  • Email & password available on your plan (it is plan/entitlement gated — see Plans and entitlements).
  • A private app with a Users database that has writable Name and Email properties.
  • Optional: a Role property in the Users database if you want role-based navigation.

After the video — checklist

Section titled “After the video — checklist”
  1. Confirm Users → Setup shows the login method as Email Address + Password.
  2. Publish the app after the change.
  3. On Identity, save the role catalog and (if you use roles) the Role sync field.
  4. Add one test user with Add user and send invitation and confirm Access shows Sent.
  5. Open the invitation email, set a password (8–64 characters), and confirm Access shows Active and Password established has a timestamp.
  6. Sign in at the published URL as that user and verify they see the screens and data you expect.
  7. If the email never arrives or the link expired, open the user’s Access panel and select Resend invitation — don’t add the same email again. For an Active user, use Send password reset.
Section titled “Related written guides”