How to configure shared connections for teams
Share OAuth connections with team members. Generate a shareable link, let others sync their calendars or contacts to a shared Notion database, and manage access securely
2sync's shared connections let one team member authenticate their Google, Outlook, or Todoist account and share access with others. Instead of everyone connecting individually, a single person generates a shareable link. Team members use that link to sync their data to a shared Notion database. This guide covers the setup process, use cases, and security considerations.
How do shared connections work?
A shared connection allows multiple people to sync through one authenticated account connection. The person who connects their account (the owner) generates a link. Anyone with the link can create automations using that connection without re-authenticating.
This is different from each person connecting their own account. With shared connections, the OAuth token belongs to one person, and others reference it.
Each team member still needs their own 2sync account and plan. The shared connection only provides access to the OAuth token, not a shared subscription.
How to set up a shared connection
Step 1: Connect your account
The connection owner signs into 2sync and connects their Google, Outlook, or Todoist account through the standard OAuth flow.
Step 2: Generate a shareable link
- Go to your Connections page in 2sync
- Find the connection you want to share
- Click Share Connection
- Copy the generated link
Step 3: Share with team members
Send the link to team members via your preferred channel (Slack, email, etc.).
Step 4: Team members use the link
Each team member:
- Signs into their own 2sync account
- Pastes the shared connection link
- The connection appears in their account
- They create automations using the shared connection
What are the common use cases?
Team calendar sync
One person connects the team's Google Workspace or Microsoft 365 account. Team members use the shared connection to sync their calendars into a shared Notion database for team visibility. See Calendar sync for teams for the full team setup guide.
Shared CRM
A sales lead connects Google Contacts. The team uses the shared connection to sync contacts into a shared Notion CRM database. Everyone sees the same contact data and can add meeting notes.
Collaborative task management
A project manager connects Todoist. Team members use the shared connection to sync project tasks into Notion, where the team collaborates on planning and tracking.
Shared connections work best when one person owns the account that holds the team's shared data (e.g., a company Google Workspace account). Individual data like personal calendars should use individual connections.
What about security?
Shared connections are designed with limited access in mind:
| Security feature | Details |
|---|---|
| Scope | Connection grants only the permissions approved during OAuth |
| Revocation | The owner can revoke the shared link at any time |
| Visibility | Team members cannot see the owner's credentials |
| Audit | The owner can see who is using their shared connection |
| Expiration | Links can be regenerated to invalidate old ones |
Only share connections with people you trust. While they cannot see your credentials, they can create automations that read and write data through your authenticated account.
How to revoke a shared connection
If a team member leaves or you want to stop sharing:
- Go to your Connections page
- Find the shared connection
- Click Revoke or regenerate the link
- Existing automations using the old link stop working
Team members need to reconnect with a new link or their own account.
How does this differ from individual connections?
| Feature | Shared connection | Individual connection |
|---|---|---|
| OAuth authentication | One person authenticates | Each person authenticates |
| Data access | Through owner's account | Through own account |
| Setup effort | Low for team members | Each person does full setup |
| Revocation | Owner controls access | Each person manages their own |
| Calendar visibility | Limited to owner's visible calendars | Full access to own calendars |
What are the best practices?
- Use shared connections when multiple people need to sync to the same Notion database: It simplifies setup and ensures consistent access.
- Choose a stable owner: The connection owner should be someone with stable, long-term access to the account (e.g., a team admin, not a contractor).
- Document which connections are shared and with whom: Keep a record so you can revoke access if someone leaves the team.
- Regenerate links periodically for security. Old links stop working when you generate a new one.
- Each team member should configure their own filters: Shared connections provide account access, but each automation still needs its own scope to avoid duplicates.
- Check activity logs to monitor how shared connections are being used across the team.
What should I do next?
- Set up team calendar sync
- Build a shared CRM with contact sync
- Learn how filters prevent duplicates
- Run multiple automations on one database
- Choose the right plan for your team
Related
- Calendar sync for teams: full guide to team calendar setups and deduplication
- Multiple automations: prevent duplicates when sharing a database
- Filters: scope each automation to its own items
- Create a Notion CRM: build a shared CRM with contact sync
- Activity logs: monitor sync operations across team automations
- Plans and pricing: choose the right plan for your team size
- Security: how 2sync handles data and authentication
FAQ
Do team members need their own 2sync plan?
Yes. A shared connection provides access to an OAuth token, not a shared subscription. Each team member needs their own 2sync account and plan to create automations.
What happens if the connection owner changes their password?
OAuth tokens are independent of passwords in most cases. However, if the owner revokes app access from their Google or Microsoft account settings, all shared connections stop working.
Can I share connections across different Notion workspaces?
The shared connection is for the external service (Google, Outlook, Todoist). Each team member connects their own Notion workspace separately. The shared connection handles only the provider side.
How many people can use a shared connection?
There is no hard limit on the number of people using a shared connection link. Each person still needs their own 2sync plan with available automation slots.
Can shared connection users see my emails or calendar?
They can create automations that access data through your authenticated account, limited to the scopes granted during OAuth. They cannot browse your data directly through 2sync.
What happens to automations if I revoke the shared connection?
Automations using the revoked connection stop syncing immediately. Team members see a connection error in their activity logs and need to reconnect with a new shared link or their own account.
Can I share a Todoist connection with my team?
Yes. Shared connections work with Google, Outlook, and Todoist accounts. The setup process is the same regardless of the provider.
Should I use shared connections or have everyone connect individually?
Use shared connections when you want centralized control and simpler onboarding. Use individual connections when team members need access to their own personal calendars or contacts.