Best way to manage page permissions for different teams in Confluence?

[CNT Entertainment]

Hi everyone,

We’ve been rolling out Confluence across our company, and one issue I keep running into is how to manage page permissions when multiple teams share the same space.

For example:
Engineering needs access to everything, including technical specs and meeting notes.
Customer success should only see product guides and FAQs, not internal dev notes.
Leadership wants summaries but not the day-to-day work logs.

I know I can restrict individual pages, but this gets messy quickly when there are dozens of subpages. Is there a better way to structure spaces/pages or set permissions at a higher level to keep things clean?

If you’ve managed a multi-team setup in Confluence, how did you organize permissions without making it impossible to maintain long-term?

Thanks in advance for any suggestions!

[Malin Tausch]

Hey  @CNT Entertainment !

There are multiple things that can make it easier but obviously Confluence has its restrictions and its hard to keep track and have a good overview. So here a few tips/useful add ons:

Good structure: Use separate spaces where possible. In shared spaces, set restrictions on a top-level page - children inherit those restrictions - so you’re not managing dozens of pages one by one. For leadership summaries, surface content with Include/Exclude macros (conditional content: useful app if you are on dc: User Conditional Content for Confluence instead of opening the whole tree.

Bulk permission changes (Data Center): If you’re on Confluence Data Center and need to update many spaces/pages at once, an app/add on can help you apply or remove permissions in a single step. One example is Permission Management for Confluence .
(Full disclosure: I’m with the vendor. There’s a Cloud version as well, which currently only handles space-level permissions (but there will be a version with more features, including page-restrictions, soon) :) )

Have a nice day!

[Barbara Szczesniak]

@CNT Entertainment In addition to Brant's response, keep the following in mind (from this page https://support.atlassian.com/confluence-cloud/docs/add-or-remove-page-restrictions/):

How inherited restrictions work

If someone can’t view a parent content item, they won’t be able to view any child content items under it. In this sense, a view restriction has been added to the parent item that inherits down to all content items nested under it, without exception.

Editing doesn’t work this way. Even if someone is restricted from editing a parent item, they won’t automatically be restricted from editing the child content.

However, if someone is restricted from editing at the space level, they will be restricted from editing any and all content in that space.

[Brant Schroeder]

@CNT Entertainment welcome to the Atlassian community

You can setup a Confluence space for each team and manage permissions at the space level.  If you want to keep all teams in the same space for easier information management and cross collaboration you can create a top-level structure and add page permissions, there.  The child pages will then inherit the parents' permissions.  

Your Space - All teams have access

• Team Area One - Apply page permissions
  • Sub Page - Inherited from parent
  • Sub Page - Inherited from parent
• Team Area Two - Apply page permissions
  • Sub Page - Inherited from parent
  • Sub Page - Inherited from parent
• Team Area Three - Apply page permissions
  • Sub Page - Inherited from parent
  • Sub Page - Inherited from parent

You could also have specific areas in the space that then have further breakdown in permissions under them.

• Meeting Notes - Everyone can access
  • Team One Meeting Notes - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent
  • Team Two Meeting Notes - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent
• Products - Everyone can access
  • Team One Products - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent
  • Team Two Products - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent
• Specifications - Everyone can access
  • Team One Specifications - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent
  • Team Two Specifications - Apply page permissions
    • Sub Page - Inherited from parent
    • Sub Page - Inherited from parent