Your guide to being a Dropbox admin
30 minute read
A Dropbox team account is a home for all your team’s work. With an intuitive admin console, team space, and powerful security features, Dropbox gives you the tools you need to get your team up and running.
This guide introduces you to the features, permissions, and security controls you’ll manage as a new admin. To learn more about Dropbox core features (like how to sync and share), take a look at the team member guide.
Types of admins
Dropbox offers a range of admin roles designed to support specific responsibilities across your team. This role-based approach ensures that admins have access only to the tools and settings necessary for their function, promoting clarity, security, and efficiency as your organization scales.
By assigning focused permissions rather than giving broad access to every admin, teams can better manage user accounts, content, security settings, and operational workflows without overlap or confusion.
This structured approach not only safeguards your organization’s data but also enables faster support, clearer accountability, and better collaboration from the start.
On team accounts, there are admins and team members. Admins manage the account billing, team settings, and membership to the team. We recommend that all Dropbox team accounts have at least two admins.
In Dropbox team accounts, there are team members and admins. Admins oversee settings, membership, and billing. If you're on a Dropbox Standard or Business team, you’ll have full team admin capabilities. On Advanced, Business Plus, or Enterprise plans, there are multiple admin roles, each with specific permissions.
Note: We recommend having at least two admins on each team for reliability and support coverage.
There are eight admin roles, each with a different set of permissions.
Team admins can access all permissions.
User management admins can add, remove, and manage team member accounts.
Support admins can help team members with limited tasks, including resetting passwords.
Billing admins can make payments and renew contracts.
Content admins can set content permissions and manage content.
Compliance admins can manage retention policies and legal holds. This admin role is only available to teams that have purchased the Data Governance add-on.
Reporting admins can create reports on team activity and member data.
Security admins can manage security alerts, external sharing, and security risks.
To learn more about the different permissions for each admin type, see our detailed list of Dropbox admin permission.
Let’s get started with how to set up your team.
How to download Dropbox for your computer and mobile devices
Whether you’re working from home, from the office, or traveling to a business meeting, Dropbox makes it easy to access all your files, photos and videos on the go.
Once Dropbox is installed on your computer, you’ll see a Dropbox icon in the taskbar (Windows) or menu bar (Mac) and a Dropbox folder on your hard drive, where you can work with the same files as at dropbox.com.
How to download the Dropbox desktop app
Download the Dropbox desktop app.
Open the file you downloaded.
You’ll be prompted to log in with your Dropbox team account credentials.
You should use the same email address and password that you logged in with on dropbox.com (this will be the same for all your devices).
The Dropbox desktop app is available for Linux, Windows, and macOS operating systems.
Related resources
Learn more about using the Dropbox app with Windows 10 in S mode or on Linux
Learn more about Dropbox compatibility with your operating system
How to download the Dropbox mobile app
Download it from dropbox.com/mobile, or your preferred app store.
If you already have the Dropbox mobile app on your phone or tablet, simply log in with your email and password. You can also log in using SSO with your Google or Apple account.
How to log in to your Dropbox account as admin
Logging in to your Dropbox admin account
As the admin of a Dropbox Business account, your journey starts at dropbox.com. Logging in is quick and easy, here’s how:
Go to www.dropbox.com.
Click Sign in in the top-right corner.
Enter the email and password you used when setting up your team’s Dropbox account.
How to access your admin tools
After logging in, look for the Admin console on the left sidebar. That’s where you’ll manage users, settings, and all the admin features available to your team.
Note: If you don't see the admin console, double-check that you're using the correct admin email for your Business account.
How to access the admin console
The admin console is your central hub for visibility and control. You can access it in just two simple steps:
Log in to dropbox.com using your admin credentials.
Click Admin console in the left sidebar.
Depending on your admin role, you’ll see different options that help you oversee members, review your team’s workflow, and invite team members to create accounts.
Want to take a tour of the admin console? Watch our admin console tutorial.
How to set up a folder structure for your team
A well-planned folder structure is the foundation for a smooth, organized, and secure experience in Dropbox. When your team’s folder hierarchy mirrors the way your organization works, whether by department, function, or project, it becomes much easier for people to find what they need and collaborate effectively.
Instead of relying on ad hoc sharing or personal folders, users can work within a centralized, standardized team space where everything is clearly labeled and access is properly managed. This setup not only saves time but also reduces confusion, duplicate files, and versioning issues.
What you can do in the Content section
As a Dropbox admin, team folders are your go-to tool for keeping your organization’s content structured, centralized, and easy to manage.
Think of them like your team's online filing cabinet, just without the paper clutter.
What you can do in the Content section of your admin console:
Create team folders and structure them however your team works best.
Share access with individuals, groups, or the whole team.
Manage permissions like view-only or edit.
Add or remove people (depending on your admin role).
How to create a team folder
Click Admin console in the left sidebar.
Under Products, click the dropdown to the left of Dropbox.
Click Content.
Click Create team folder on the right.
Name your folder and choose who should have initial access, either the entire team, or specific people.
Click Create.
Set access levels after the folder is created
Once you’ve created your team folder, you can fine-tune access permissions:
Find your new team folder in Content.
Click ••• (more options) next to the folder name, then select Manage access.
Choose whether each person or group can:
Can view - See and download files only.
Can edit – Add, modify, or delete files, and manage sharing settings.
Your changes are saved automatically.
Note: If someone has edit access to a team folder, they’ll also be able to edit everything inside it by default, including all subfolders.
For example, if a group can edit a folder called "Design," they’ll also be able to edit any folders or files within "Design," unless permissions are customized further.
Creating a group
Groups let you give teammates access to the same information, whether they’re organized by team, department, or project. You can create customized groups based on how your team works and use them to assign access to team folders. Only certain types of admins can create and manage these groups.
To create a group:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Groups in the left sidebar.
Click Create group.
Enter a group name.
Choose whether the group will be Admin-managed or Member-managed.
Click Create.
Add members to a group
Only admins can add members to an Admin-managed group.
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Groups in the left sidebar.
Click the name of the group you'd like to add members to.
Click Add members.
Enter the name of the person you'd like to invite, and click Add members.
Want to learn more? Check out these related resources
How to set up sharing settings for your Dropbox team account
Admins set up and manage automatic sharing with team folders. You can also customize team-wide rules for all shared folders created by your team.
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Settings.
Under Content, click Sharing.
Note: Changes to these settings don't apply retroactively.
How to keep members from sharing content outside the team
Depending on how your team needs to use Dropbox, you may want to restrict what can be shared externally.
Go to the Settings page and scroll down to Content.
Click Sharing.
Next to Sharing links externally, select Off.
This ensures team members can only share files and folders with other members of your team.
How to invite team members to your Dropbox team account
Unless you’ve given invite permission to members, only certain types of admins can invite members to your teams account. Each invited member uses one of your plan’s licenses.
You can invite members through the admin console or the Dropbox Active Directory Connector. We recommend you use the admin console to invite members.
Inviting team members through the admin console
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members in the left sidebar.
Click Invite members.
Enter the email addresses of people you want to invite.
Click Invite.
Note: You can also import a CSV file if you’d like to invite members to your team in bulk.
If a team member already has a Dropbox account that they use for work, they can convert an existing personal account to a Dropbox team account. Alternatively, they can create a new account altogether.
Inviting team members through an integration
If you already have SSO or are planning to implement one, we recommend inviting team members using active directory connector.
How to add another admin to your Dropbox team account
Having more than one admin in your Dropbox team account is essential for maintaining business continuity, accountability, and efficient management. Admins play a key role in handling critical tasks such as managing user access, setting security policies, responding to support needs, and overseeing content permissions.
If there's only one admin and they’re unavailable, due to vacation, leave, or unexpected circumstances, it can delay important actions like onboarding new team members, or addressing security issues. Multiple admins ensures that someone is available to manage and support your team.
We recommend that all teams have at least two admins who can help with specific tasks like managing account security or onboarding new members.
To add new admins through the admin console:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members in the left sidebar.
Find and select the member you want to make an admin.
Click More to the right of their name.
Select Make admin.
You can change these permissions at any time.
To learn more about what each admin can do, explore this module.
How to log in as one of your Dropbox team members
Certain admin roles can temporarily sign in as a team member, giving you secure access to their work account. This can be especially helpful if a teammate is out of office, needs help organizing files, or if you’re troubleshooting something on their behalf.
With this access, you can:
See their folder structure and how content is organized.
Share files or folders on their behalf.
View, open, or download files they have access to.
Delete or restore files as needed.
Just a heads-up: This access only applies to the person’s Dropbox team account.You won’t be able to view or interact with anything in their personal Dropbox account.
To log in as a member:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Go to the Members page.
Click More next to the name of the team member you'd like to log in as.
Click Log in as member.
Click Sign in to confirm your choice.
You'll be taken to the account of the user you selected, where you can act on this member's behalf.
When you're done, be sure to click Sign out on the red banner at the top of the page. This will help you avoid accidentally making changes to the wrong account later.
Note: This feature is only available to Dropbox team accounts on an Advanced or Enterprise plan.
How to suspend or delete a team member from a Dropbox team account
Whether you’re suspending or removing someone on your team, you can do it all from the admin console.
How to suspend a Dropbox team member
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members.
Click More beside the name of the user you want to suspend.
Click Suspend.
Choose whether to delete this user’s files from any devices they may be logged into, or not.
Click Suspend.
How to unsuspend or delete a suspended member
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Click Members.
Click the Status filter and toggle to Suspended.
Click More beside the name of the suspended user.
Click Unsuspend member or Delete member.*
*If you’re deleting the suspended member, you’ll need to choose whether to transfer this member’s file content, or not.Click Unsuspend or Delete.
If you unsuspend a team member, they immediately regain access to their account. They'll receive an email stating that their account is active again, and they can log in using their existing password (unless your team uses SSO).
How to transfer Dropbox team accounts to new team members
Once an team member is deleted, certain types of Dropbox admins can transfer that deleted team member’s files and folders to someone else on their team. This feature allows for a seamless transition of ownership and ensures that important files and folders aren't lost or inaccessible after a member leaves the team.
With account transfer you can choose to do one of the following:
Transfer everything from the old account to a new member (including files, folders, and sharing relationships)
Transfer the content to your admin account and choose what goes to the new employee
How to train your team to use Dropbox
Educating and supporting members throughout their transition to Dropbox is critical to the success of your deployment.
We recommend you invite your team to complete the Dropbox quick start guide designed for team members. This guide helps new team members add and share files, find troubleshooting resources, and more.
Further training
In our self-guided learning library, your team can pick and choose topics, as well as explore Dropbox features at their own pace and with their own work in mind. As an admin, you can create the optimal learning journey for your team by assigning specific topics in the training.
Virtual classes
Your team could also join a free Dropbox learning live session. These walk new members through core Dropbox functions with the interactivity of a virtual classroom.
How to use app integrations with Dropbox
Integrating third-party apps with Dropbox helps your team work smarter, not harder. Instead of toggling between different platforms, team members can seamlessly access tools like Google Docs, Adobe, Microsoft 365, Slack, Zoom, and more from their Dropbox interface. This streamlines workflows, increases productivity, and keeps all versions of files organized in one space.
Admins can manage app integrations from the admin console and team members can connect and manage third-party apps in their account settings unless admins block the ability to connect.
Team members can also use the Dropbox App Center to discover and connect apps.
Get started with the Dropbox App Center
Log in to dropbox.com
Click the grid icon in the top-right corner and select App Center.
Browse or search for an app you’d like to connect or learn about.
To manage your team’s access to specific apps:
Log in to dropbox.com with your admin credentials.
Click Admin console in the left sidebar.
Under Products, click the dropdown to the left of Dropbox.
Click Settings.
Under Apps, click App permissions.
Click the checkbox next to the app(s) you’d like to turn on or off.
Click Allow and/or Block.
Learn more about managing your team’s App permissions and access.
Connect your calendar
When team members connect their Google or Outlook calendar to their Dropbox account they can easily find what they need, when they need it. The calendar integration allows your team to view upcoming meetings, join meetings, and attach files to meetings right from their desktop.
To connect to your calendar in the App Center:
Log in to dropbox.com.
Click the grid icon in the top-right corner and select App Center.
Click Google Calendar or Outlook Calendar and Contacts.
Note: If you don’t see Google Calendar or Outlook Calendar and Contacts, use the Search App Center bar at the top to find the apps.
Click Connect, and follow the prompts.
You’ve laid the foundation, now keep building
You’ve taken the first important steps in setting up your team for success with Dropbox. From managing security settings and user access to organizing content and enabling integrations, you now have the tools to lead a well-structured, secure, and productive workspace.
But great admin leadership doesn’t stop here. Keep growing your expertise by joining a live virtual class for deeper, interactive training, or connect with peers in the Dropbox Community to exchange tips and best practices.
The more you learn, the more value you unlock for your team.
Explore more learning resources and stay up to date at learn.dropbox.com.