Learn how share notifications work in Pages 2.0 so the people you give access to always know new content is waiting for them.
Pages 2.0 refers to the new version of Happeo Pages, released on April 2, 2025. All Happeo accounts created from this date onward use the new page editor by default.
🎯 Who this article is for: Page group owners, editors, and admins who share page groups with others in Pages 2.0.
đź’Ľ Package requirements: Notifying your organization when you share a page group is available to all packages.
1. Overview
When you share a page group with someone, they receive an in-app and mobile notification the moment access is granted. They don't have to stumble across the content later or wonder whether something relevant was added to their intranet. For all shares, the notification is sent automatically. The only exception is sharing with your entire organization: clicking Share with organization opens a confirmation step with a checkbox, so you can decide whether to notify everyone before the share goes through.
2. Use cases
- New team members find relevant content from day one: When you add a new hire or onboard a team to a page group, each person receives an immediate notification. Instead of waiting to be told where things live, they can open the content and start self-serving right away.
- Expanded access reaches people without a follow-up message: When you grant a new team or group access to a page group, the notification confirms to each person that the content exists and is ready for them. There's no need to post in a channel or send a separate message to let anyone know.
- Org-wide shares happen on purpose, not by accident: When you're ready to share something with the entire organization, a checkbox gives you a moment to decide whether to notify everyone. This keeps large-scale notifications intentional and reduces unnecessary alerts across the company.
3. Before you begin
Before sharing a page group, keep the following in mind:
- You must be a page group owner, page group editor, or an admin to share a page group.
- Share notifications are delivered in-app and on mobile.
- For individual users and groups: a notification is sent automatically every time you share. There is no checkbox to enable or disable this.
- When you use Share with organization: a confirmation modal appears with a Notify members checkbox, which is unchecked by default. You must manually check it to send the notification to everyone.
- A notification is sent only if the page group contains at least one published page.
- Recipients cannot turn off page group share notifications in their notification settings.
⚠️ Important: Notifications go to every person in the access list at the moment of sharing. If you are adding a large group, review the group members carefully before confirming.
4. How to share a page group and notify users
Share with individuals or groups
When you share a page group with an individual user or group, a notification is sent to those users automatically. No extra action is required.
Each recipient will see a notification in their notifications menu that reads: [your username] shared [page or page group name] with you.
🔎 For step-by-step instructions on managing access, see Manage Page-Level Permissions.
Share with the entire organization
When you use Share with organization, a confirmation dialog appears before the share is applied.
- Open the page group in the Pages 2.0 editor.
- Click Share (top-right).
- Select Share with organization.
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A confirmation dialog appears under Share with the entire organization?
- The dialogue asks you: Are you sure you want to share this page group/page with the entire organization? Everyone in your organization will be able to view it.
- To notify all users, check the Notify members checkbox. Below it, the dialog confirms: All users in the organization will be notified that this page group was shared with them.
- Click Share with an organization to confirm.
If you leave Notify members unchecked, the page group will be shared, but no notification will be sent.
When you choose to send a notification to all users within your organization, users will see a notification in their notifications menu that reads: [your username] shared [page or page group name] with you.
🗒️ Note: The Notify members checkbox is unchecked by default. This gives you a pause before sending a notification to everyone in your organization.
5. Best practices
Share notifications are most effective when they reach the right people at the right moment. A few habits make a real difference.
- Review access before you share: Notifications go out to everyone in the access list at the time of sharing. Before adding a large group, confirm that all members actually need access. Notifications sent to people who won't use the content add noise and reduce the signal for the whole organization.
- Use org-wide notifications for content that matters to everyone: The Notify members checkbox for organization-wide shares is there for a reason. Use it when the content is relevant to the entire company, such as a new handbook, an updated policy, or an important announcement. For anything that applies to a smaller audience, share with a specific group instead.
- Publish at least one page before sharing: A notification is only sent when the page group contains at least one published page. If you share before publishing anything, no notification goes out, and any recipient who clicks the notification link will see a 404 error. Publish your first page first, then share the page group once the content is ready for a wider audience.
- Make sure content is ready before you share: A share notification creates a moment of attention. If users click through and find incomplete or outdated pages, that moment is wasted. Sharing is a good prompt to confirm the content is accurate and ready for a wider audience.
6. Frequently asked questions
Can recipients turn off share notifications?
No. Page and page group share notifications cannot be disabled from individual notification settings. The behavior mirrors how notifications work when a user is added to a channel: the notification is always sent.
What is the difference between a share notification and a publish notification?
A share notification is triggered when you grant someone access to a page or page group for the first time. A publish notification is triggered when you publish or update a page and choose to alert users who already have access. Both are available in Pages 2.0.
🔎 Learn more in Notify Users When You Publish or Update a Page.
Will users be notified each time I update permissions?
A notification is sent each time access is granted to a new user, group, or the entire organization (if you choose to). If you are making several permission changes in one session, plan them together to minimize the total number of notifications sent.
Does a page group share notification cover the group as a whole or each page inside it?
The notification references the page group as a whole. Users will not receive separate notifications for each page inside it.
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