Deploy and empower your team

Onboard pilot users

Onboarding a small group of pilot users to Dropbox is essential to a successful implementation. This test phase ensures that the workflows you’ve built in Dropbox align with your team’s needs. You’ve established a team folder structure and created groups to streamline member access. Now onboard a pilot group to validate that the workflow functions as expected and meets your goals.

• Identify a few pilot users to test your settings before rolling out Dropbox to the full team.

  For example, you could:

  (1) Test your Dropbox account configuration, communications, and training plan with just the IT team, or

  (2) Select a group of champion users, or

  (3) Select one department in your company
  

• Use the following template and send an email before you invite your pilot users through the Dropbox admin console:

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

We’ve selected Dropbox to store, access, and share [INSERT COMPANY NAME] files. You have been identified as a pilot user to test workflows within Dropbox and will receive an email invitation to join the team [INSERT DATE]. 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 Dropbox for my work?

You won't have to use space in your personal account anymore! By providing a Dropbox team 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’re set!

What if I've 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 team 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 team account, taking our self-guided training.

Best regards,

[ADMIN NAME]

• Provision to pilot users:

  • Invite and manage members through the admin console

  • Invite and manage users with your preferred Identity Provider. Some popular options include:
    ◦ Entra ID
    ◦ Okta
    ◦ Google Cloud Identity

• Have pilot users validate test cases and confirm that requirements meet expectations in the onboarding process.

Provision to the rest of your team

Once your pilot users have confirmed that requirements meet expectations, you can provision to the rest of your team.

• Provision licenses - As a Dropbox admin, you have a few options. You can invite members directly through the admin console, either individually or in bulk by uploading a CSV file. If you’ve integrated Dropbox with your Active Directory, you can manage provisioning through AD to streamline member management.
  

  • Invite and manage members through the admin console

  • Invite and manage users with your preferred Identity Provider. Some popular options include:

    • Entra ID

    • Okta

    • Google Cloud Identity

Communicate with your team

Keeping everyone in the loop is essential for ensuring your team transitions smoothly to Dropbox. To make this as easy as possible, we’ve created email templates with the most important points. Browse the templates here, or feel free to create your own.

• Send a pre-invite email one to two 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 to keep our team organized, in-sync, and 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

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, join the business team 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 training.

Questions? Contact [ADMIN@COMPANYNAME.COM].

Best regards,

[ADMIN NAME]

Train your team

Whether your team members are new to Dropbox or seasoned pros, our business products presents new features and complexities. Thankfully, we offer multiple guides and trainings to help your team onboard, saving you time and ensuring you get the most from the product.

We recommend that you take time to attend our virtual instructor-led training sessions, and to check out other great learning modules!

• Dropbox business team member self-guided training

• Dropbox business team member instructor-led training

• How to use Dropbox as a team member

After provisioning your team to Dropbox, send them a training invite:

Subject line: Get trained on Dropbox

[INSERT COMPANY NAME] recently started using Dropbox. You should have already received 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, the trainings will teach you the basics. If you've used Dropbox before, the trainings will show you the specifics of a Dropbox team account, as well as some new, advanced features.

There are two different training options:

• Virtual, instructor-led training

• Video-based, self-guided learning library
  

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 find answers to simple product questions and troubleshoot problems

• Share these trainings with other members of your team

Best regards,

[ADMIN NAME]

Questions? Contact [ADMIN@COMPANYNAME.COM]