Plan your Dropbox deployment

We’ve already covered how to set up groups, team folders, and security permissions. To ensure your team transitions smoothly to Dropbox Business, you should next develop a plan for inviting your coworkers and migrating company data. This process of planning and provisioning users can take several weeks depending on the complexity of your organization. In this stage, you should brainstorm your preferred deployment method and approach (small pilot, phased roll out, or inviting everyone at once), the technical aptitude of your team, and potential integrations.

Deployment deep-dive

For a deeper look into the nitty-gritty of deployment, download the Dropbox Business Deployment Guide.

How to: view & add licenses for your team

As an admin of a Dropbox Business account, you can view the number of licenses and space available for your team:

  1. Sign in to dropbox.com with your admin credentials.

  2. Open the Admin Console.

  3. Click Dashboard.

From this page, you can view the available storage space for your team. You can also access the number of available licenses, and buy more if needed.

If your team is nearing its storage limit, please contact Dropbox support—we may be able to increase your storage space limit. To contact support, click the Help tab of the admin console.

Add licenses or space to your Dropbox Business team.

Set up a test run

Before onboarding your full team, pilot Dropbox to a few users to verify your settings. For example, consider testing your account configuration, communications, and training plan with the IT team or a group of champion users at your company. After you invite a few users to the team, give them several days to validate test cases and confirm that requirements meet expectations in the onboarding process.

How to: add team members

Only team admins and user management admins can invite members to your Dropbox Business account. Each invited member uses one of your plan’s licenses.

You can invite members through the admin console or an integration (we’ll get to that in a minute). We recommend that you use the admin console to invite pilot users.

  1. Sign in to dropbox.com using your admin credentials.

  2. Click Admin Console.

  3. Click Members.

  4. Click Invite members.

  5. Enter the email addresses of people you want to invite, and click Send invites.

If a team member already has a Dropbox account that they use for work, they can convert an existing personal account to a Dropbox Business account. Alternatively, they can create a new account altogether.

Note: If a Dropbox user is already on another Dropbox Business team, you can't invite them to your team using the same email address. Try inviting a different email address.

Train your team

Educating and supporting users throughout their transition to Dropbox is critical to the success of your deployment. By proactively providing training on Dropbox, you can reduce IT overhead and promote engagement in your new team space. Dropbox offers free, flexible training experiences for different learning needs and styles.

We recommend that you invite your team to complete the Dropbox onboarding guide designed for team members. This guide helps new business users 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.

Your team could also join a free Dropbox learning live session. These walk new users through core Dropbox functions with the interactivity of a virtual classroom.

Invite your team

Once pilot users have tested your configuration and training, it’s time to onboard your entire team to Dropbox Business. The method you use to invite users depends on your current environment, the size of your team, and how IT provisioning is currently managed at your company. You can choose to invite members through the admin console or an integration.

How to: Onboard your team to Dropbox Business

Recommended for pilot users and small teams

  1. Sign in to dropbox.com using your admin credentials.

  2. Click Admin Console.

  3. Click Members.

  4. Click Invite members.

  5. Enter the email addresses of people you want to invite, and click Send invites.

Note: You can also import a CSV file if you’d like to invite member to your team in bulk.

Email templates

You can streamline your Dropbox deployment by communicating expectations to your team along the way. To easily invite members to your team, we’ve created a few email templates with the most important points.

Browse our list of templated messages for suggested communications to your IT team, executives, pilot users, and end users.

Email templates

We recommend that all admins send a pre-invite announcement 1-2 weeks before your Dropbox Business rollout.

 

Subject line: Coming soon: A central place to access and share files

[INSERT COMPANY NAME] will start using Dropbox Business to keep our team organized, collaborate more easily, and keep our company data safe. You can expect an email invitation from Dropbox on [INSERT DATE].

With Dropbox, you’ll be able to:

  • Store and access all your work files in one place

  • Easily and securely collaborate on files with anyone

  • Access your files remotely without VPN

What do you need to do?

  • Look out for the email from Dropbox and accept the invitation

  • To preview the signup process and make sure your existing data goes to the right place, check out these onboarding instructions

  • If you already have a Dropbox account under your [INSERT COMPANY NAME] email address, upgrade to a Business account to access the additional features and space—and you’ll be able to keep your work and personal files separate

  • Learn how to use Dropbox by taking our self-guided learning

Questions? Contact ADMIN@COMPANYNAME.COM.

Send this email the day (or the day before) you invite your team through the Dropbox Business admin console.

 

Subject line: You’re invited! Join the [COMPANY] Dropbox team

We’ve selected Dropbox Business to store, access, and share [INSERT COMPANY NAME] files. You will receive an email invitation to join the team [TODAY/TOMORROW]. To take advantage of the advanced collaboration features and remote access, please select “Join your team” from the invitation and follow the sign-up prompts.

What if I'm already using a Dropbox account for my work?

You won't have to use space in your personal account anymore. By providing a Dropbox Business account we are making it easier for you to share large files and collaborate within your team or with external recipients. When you join the team, you can choose where the files in your existing account go. Just select “Keep my files in my [INSERT COMPANY NAME] Dropbox” and you won’t have to re-upload or re-share anything.

What if I already paid for a personal Dropbox account?

No problem. Dropbox will automatically refund the remaining balance of your account once you join the [INSERT COMPANY NAME] Dropbox Business account. For more details about transferring an existing account, visit our Help Center.

What if I have my personal files in my Dropbox account?

If you signed up for a personal account with your work email address, you can move your files into a personal Dropbox account with a personal email address when you join the team. When asked where your files should go, select “Move my files to a new personal Dropbox.”

If you signed up for a Dropbox account with your personal email, your [INSERT COMPANY NAME] account will not impact your personal account. Your personal files will still be private to you. If you link your accounts, you’ll be able to access personal and work files from anywhere, while still keeping them separate.

For additional guidance on joining the team, find onboarding instructions here.

To learn more about using your new Dropbox Business account, taking our self-guided learning.

Best regards,

[ADMIN NAME]

If a week passes and some team members still haven't accepted the invite, send a friendly reminder with this template.

 

Subject line: Reminder! Join the [COMPANY] Dropbox today

[INSERT COMPANY NAME] has implemented Dropbox Business to keep our team organized and our company data safe. You should have received an email inviting you to join the business account, but it looks like you haven’t signed up yet. It’s simple and should only take a few moments to join.

Please accept the Dropbox Business invitation by [INSERT DATE] so you can start collaborating with your colleagues and accessing your files remotely. If you need additional guidance on joining the team, you can find instructions here. If you can’t find the invitation or are experiencing any difficulty, please reply here or contact [INSERT EMAIL] for assistance.

Why should I join the Dropbox Business team?

  • Access your files from any device, anywhere

  • Recover deleted files and previous versions

  • Share large files without worrying about attachment limits

  • Preview and comment on 150+ file types, without downloading more software

  • Get additional storage space

To learn more about using your new Dropbox Business account, take our self-guided learning.

Thanks,

[ADMIN NAME]

If you integrated Dropbox with an SSO provider, use this template to invite new members to join your team.

 

Subject line: You’re invited! Join the [COMPANY] Dropbox team

We’ve selected Dropbox Business to store, access, and share [INSERT COMPANY NAME] files. To take advantage of the advanced collaboration features and remote access, please click here and sign up with your work email to authenticate through single sign-on.

What if I'm already using Dropbox for my work?

You won't have to use space in your personal account anymore. By providing a Dropbox Business account we are making it easier for you to share large files and collaborate within your team or with external recipients. When you join the team, you can choose where the files in your existing account go. Just select “Keep my files in my [INSERT COMPANY NAME] Dropbox” and you won’t have to re-upload or re-share anything.

What if I already paid for a personal Dropbox account?

No problem. Dropbox will automatically refund the remaining balance of your Pro / Plus account once you join the [INSERT COMPANY NAME] Dropbox Business account. For more details about transferring an existing account, visit our Help Center.

What if I have my personal files in my Dropbox account?

If you signed up for a personal account with your work email address, you can move your files into a personal Dropbox account with a personal email address when you join the team. When asked where your files should go, select “Move my files to a new personal Dropbox.”

If you signed up for a Dropbox account with your personal email, your [INSERT COMPANY NAME] account will not impact your personal account. Your personal files will still be private to you. If you link your accounts, you’ll be able to access personal and work files from anywhere, while still keeping them separate.

To learn more about using your new Dropbox Business account, take our self-guided learning.

Best regards,

[ADMIN NAME]

If a week passes and some team members still haven't accepted the SSO invite, send a friendly reminder with this template.

 

Subject line: Reminder! Join the [COMPANY] Dropbox today

[INSERT COMPANY NAME] has implemented Dropbox Business to keep our team organized and our company data safe. You should have received an email inviting you to join the business account, but it looks like you haven’t signed up yet. It’s simple and should only take a few moments, so please make time by [INSERT DATE].

To start collaborating with the rest of your colleagues, please visit https://www.dropbox.com/sso and sign up with your work email.  If you need additional guidance on signing in, you can find instructions here. If you are having trouble joining, please reply here or contact [INSERT EMAIL] for assistance.

Why should I join the Dropbox Business team?

  • Access your files from any device, anywhere

  • Recover deleted files and previous versions

  • Share large files without worrying about attachment limits

  • Preview and comment on 150+ file types, without downloading more software

  • Get additional storage space

To learn more about using your new Dropbox Business account, take our self-guided learning.

Thanks,

[ADMIN NAME]

Whether your team members are new to Dropbox or seasoned pros, our Business product presents new features and complexities. We offer multiple guides and trainings to help your team onboard and use Dropbox to work better. Invite your team members to training with this template.

 

Subject line: Get trained on Dropbox

[INSERT COMPANY NAME] recently started using Dropbox Business. You should have already gotten an email invitation from Dropbox and joined our team.

Dropbox offers several great training resources to help you onboard with the product. If you're brand new to Dropbox, these trainings will teach you the basics. If you've used Dropbox before, the trainings will show you the specifics of Dropbox Business, as well as some new, advanced features.

There are three different training options:

What do you need to do?

  • Enroll in a training session, and attend at the scheduled time

  • As time allows, check out one of the other resources as well

  • Get to know the Dropbox help center so you can answer simple product questions and troubleshoot problems as they come up

  • Share these trainings with other members of your team

Questions? Contact ADMIN@COMPANYNAME.COM.

   

Get help

There’s a lot more to Dropbox than we’ve had the chance to cover here. While this guide helps you walk through the most important steps for getting started, you can learn even more with our support resources.

Get all your questions answered in the Dropbox help center. FAQs, quick fixes, and official info on every Dropbox feature… No matter what you need, it’s just a search away.

Join our community

The Dropbox community is a place to participate and collaborate on answers, solutions, and ideas about the products and services we all love and want to improve. Also, check out the conversation on Twitter support.

Welcome to Dropbox.

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