How to give each person access to only what they need

Good access is access you can read back. This is the setup I recommend, in the order to do it.

Step 1. Create the roles

In Settings, open Users, then Roles, and choose Create role: Finance, Operations, Sales, Support. New roles start with no access, which is the safe default.

Step 2. Put people in roles

Invite people from Users with the roles they need, or open a member and choose Manage to change theirs. Invitation links can expire, and can be withdrawn.

Step 3. Share each table with the roles that work on it

Open the table, choose Share, then Add access, and pick a role or a person with a level:

• Viewer can view records.
• Editor can view, add, edit and delete records.
• Owner also changes the table itself.

Step 4. Make a view for everyone who needs less

Create a view over the table and set its limits:

• Included fields: leave out what this audience should not see, such as billing details.
• A filter: leave out rows; filter a person field on Current user and each person sees only their own.
• Changes allowed: the most this view lets anyone do, from read-only to adding, editing and deleting.

Then share the view, not the table. A role given the view never reaches the table behind it.

Step 5. Publish pages to the right audience

A page or form is published to the public, to anyone with the private link, or to workspace members (all of them, or only chosen roles and people). The list shows how many people can open it, each counted once.

Step 6. Give links an end date

A share link can expire in 7, 30 or 90 days. It shows how often it has been opened, and Revoke link stops it at once.

Step 7. Read it back

Open any table’s Share sheet and the answer is there: every person, role and link, and what each can do. Records show who created them and who last changed them, so you can check the result as well as the rules.