Manage and control groups

Groups help teams manage access to their shared folders. As an admin, you can view and manage all the groups within your team, as well as control who creates them.

With groups, team members can create lists of people who should have access to many of the same files and folders (like departments, teams, or functions). Any new member added to a group will automatically be added to all shared folders that the group has been invited to.

Creating groups makes collaborating easier for your team. For example, instead of inviting each member of the marketing team to a new project folder one at a time, your marketing manager can invite the "Marketing" group instead. Once invited, everyone within that group will automatically get an invitation to join the new folder.

Key points:

  • View all groups across your entire team.
  • Add or remove team members from groups as needed.
  • Restrict group creation to only admins on your team.

Creating groups

By default, both Admins and team members can create groups. Click here for instructions on how team members can create groups.

To create a group from within the Admin Console:

  1. Sign in to your Dropbox Business account.
  2. Click Admin Console.
  3. From the left sidebar, click on Groups.
  4. On right-hand side of the page, click the New group button.
  5. Enter a name for your group. This is the name all team members will see and use to invite the group to new shared folders. Please note that as the owner of this group, you can change the group's name at any time.
  6. Click the Create group button.

Note: Group names can't be used twice within the same team. Once a group is created for a team, others will receive an error if they attempt to create a new group with that same name.


Viewing and managing your team's groups

If you're the admin for a Dropbox Business account, you can view and manage all the groups within your team.

To view the groups in your team:

  1. Sign in to your Dropbox Business account.
  2. Click Admin Console.
  3. From the left sidebar, click on Groups. All groups created by any member of your team will be listed on this page.

Note: You automatically act as an owner for each group within your team, and you can manage those groups as an owner. Create a new one by clicking the Create group button. To edit a group, select the name of the groups you'd like to edit.


Viewing and managing a member's groups

As the admin, you can also view and manage the groups of any single team member. This can be helpful when onboarding new employees, since you can easily add them to all of the correct groups, as well as when an employee changes roles and you need to adjust their groups.

To view a team member's groups:

  1. Go to the Admin Console and click on Members from the left sidebar.
  2. Click on the name of the team member's account you'd like to view.
  3. Under Group membership, you'll see a list of all the groups that team member is a part of.

Restricting group creation

By default, team members are allowed to create groups, but you can restrict this ability to admins only if you'd like.

To restrict the ability to create groups to admins only:

  1. Go to the Admin Console and click on Groups from the left sidebar.
  2. Under ”Who can create groups?” select Admins.

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