The Scenario
You're an IT admin and it's time for the quarterly Notion access review. The security team needs a complete list of everyone in the workspace — name, email, user ID — exported to Excel by end of day tomorrow. The Notion UI shows workspace members on a settings page that's paginated and unsortable, and there's no native export button. Last quarter someone manually copy-pasted the list from the settings screen. It was 200 rows and took 45 minutes and still had three missing entries because the settings page had loaded incompletely.
The bad version:
- Navigate to Notion Settings, open the Members tab, read each name and email off the screen, type them into the Excel sheet.
- Realize around row 60 that the settings page has paginated and you may have missed members who loaded on the previous page before you scrolled.
- Finish the list, send it to the security team, get a reply an hour later that two names from the HR system aren't on the list — go back and do it again.
An access review that can't be trusted to be complete is not an access review.
The Easy Way: One Prompt in SheetXAI
SheetXAI connects to the Notion API and retrieves the full workspace user list in one pass — every member, no pagination issues, no manual transcription.
List all users in my Notion workspace and write their name, email, and user ID into columns A, B, and C of this sheet
What You Get
- Every workspace member appears in the sheet — one row per user — with display name in column A, email in column B, and Notion user ID in column C.
- The list is complete regardless of workspace size; no pagination gaps.
- A timestamp in the SheetXAI sidebar showing when the export was run, for audit documentation purposes.
What If the Data Is Not Quite Ready
You need only active members — filter out deactivated accounts
List all active users in my Notion workspace and write name, email, and user ID to columns A, B, and C — skip any accounts with a deactivated or guest status
Deactivated and guest accounts don't appear in the review list.
You need to cross-reference against an HR system list in column D to find anyone in Notion but not in HR
List all active Notion workspace users in columns A, B, C — then check each email in column B against the HR email list in column D — write "in HR" or "not in HR" in column E for each row
The cross-reference runs in the same pass. Column E immediately shows you who has Notion access but doesn't appear in the HR system — the accounts that need review.
You need user type (member vs. guest) in the export for tiered access review
List all Notion workspace users — write name to column A, email to column B, user ID to column C, and account type (member or guest) to column D
Access type is part of the export so the security team can split members from guests in the review.
The kill chain — export users, cross-ref HR list, flag mismatches, sort by account type
List all active Notion workspace users — write name, email, user ID, and account type to columns A through D — compare each email to the HR list in column F — write "matched" or "no HR record" to column E — sort the sheet by account type so members appear before guests
One prompt: full user export, HR cross-reference, mismatch flagging, sorted output. The security team gets a complete, organized, pre-analyzed file.
An access review built on a complete automated export is something you can actually defend in an audit.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook you use for quarterly access reviews. Ask SheetXAI to pull the full Notion user list with the cross-reference already built in. Also worth reading: create-database-schema-from-sheet for setting up new Notion databases as part of onboarding new team members, and the hub overview for all Notion workflows.