Users

Account Owners and Administrators can add, invite, and manage users. They always have access to all folders. Other users can be assigned to Roles or given Viewer or Editor access to specific folders.

Add users

To create new users, click the Add users button in the Toolbar.

Enter one or more usernames or email addresses, then assign the users to one or more Roles.

You can add multiple users by entering more usernames or email addresses. Separate them with commas, spaces, or line breaks.

If needed, you can also create a new Role before adding the users.

Check Send invitation email if you want to send an invitation to users with email addresses.

Click ADD USERS, and the new users will be created and shown in the Users list, where they can be edited.

Editing a user

Navigate to Admin > Users.

Select the user you want to edit. A menu will appear on the right, where you can change the user’s details.

You can edit:

• Username – preferably the user’s email address.
• Description – for example the user’s real name, company, department, or function.
• Lock user profile – prevent the user from changing their password and profile details.
• Roles – assign or remove Roles from the user.
• Folder access – give the user direct access to specific folders.

Roles

Roles make it easier to manage access for multiple users. Instead of setting access separately for each user, you can create a Role once and assign it to all relevant users.

For example, you could create Roles such as:

• Marketing Editors – Editor access to marketing folders.
• Sales Viewers – Viewer access to sales material.
• External Partners – Viewer or Editor access to selected client folders.

When you update a Role, the change applies to all users assigned to that Role.

A user can have more than one Role. The user’s final access is based on all assigned Roles plus any direct folder access they have.

Create or edit a Role

Navigate to Admin > Users > Roles.

Click + Role to create a new Role, or select an existing Role to edit it.

For each Role, you can define:

• Role name – for example “Marketing Editors”.
• Description – optional notes about what the Role is used for.
• Folder access – which folders the Role can access, and whether access is Viewer or Editor.
• Members – which users belong to the Role.

Viewer and Editor access

Folder access has two levels:

• Viewer – the user can view and download files.
• Editor – the user can view, download, upload, edit, move, copy, share, label, and delete files.

Viewer is the default access level when adding folder access to a Role or directly to a user. You can change the access level from the dropdown menu.

Account Owner

Account Owners have full access to all folders and all account settings, including billing and domain settings.

The person who starts the free trial or creates the account automatically becomes the first Account Owner. Additional Account Owners can be added later.

Every account must have at least one Account Owner.

Account Administrator

Administrators have access to all folders and most admin areas. They can manage users, Roles, folders, themes, labels, shares, WebDAV, pages, tags, templates, trash, and other account settings.

Administrators do not need folder access assigned through Roles or direct folder access. Their Administrator access gives them access to all folders automatically.

Direct folder access

Direct folder access gives one specific user access to one or more folders outside of their assigned Roles.

Use direct folder access for exceptions. For example, if one user needs access to a private client folder that should not be included in a shared Role.

Tip: In the example above, John has the External Partners Role, but you can also give him direct access to a specific folder by clicking ADD DIRECT ACCESS under Folder access.

To add direct folder access:

1. Navigate to Admin > Users.
2. Select the user you want to edit.
3. Go to Folder access.
4. Click ADD DIRECT ACCESS.
5. Select the folder you want to give access to.
6. Choose Viewer or Editor.

Folder permissions

You can also manage access directly from a folder.

Navigate to the folder, open the folder menu, and choose Permissions.

The Folder permissions window shows:

• Roles with access – Roles that give access to this folder.
• Users with direct access – individual users who have direct access to this folder.

You can add or remove Roles and users, and change their access level between Viewer and Editor.

Lock user

Check Lock user if you want to prevent the user from changing their own login credentials.

Locked users cannot change their username or password. Locked users are also not able to create Collections, use Favorites, or set up Notifications.

This can be useful if several people share the same login, but in general we recommend creating individual users and managing access with Roles.

Invite users

You can send or resend an invitation email to users with email addresses.

Navigate to Admin > Users, click the three-dot menu next to the user, and choose Invite.

The user’s password will be reset, and an email will be sent to the user with a link where they can create a password and log in.

Access Requests

The more users you have accessing your Filecamp account, the more user management you may need to handle.

Filecamp’s Access Requests feature lets new users request access directly from the login page. They can fill in a simple form with their email address, name, and any custom fields you have added.

Administrators can review pending Access Requests from Admin > Users.

When approving an Access Request, assign one or more Roles to the user. If needed, you can also create a new Role before approving the request.

If an Access Request is rejected, the request is deleted, the user is not created, and no access is granted.

Administrators can choose to receive email notifications when new Access Requests are submitted.

Enable Access Requests

Access Requests can be enabled or disabled on the Theme level. If you use multiple Themes, you can enable Access Requests for some Themes only. Read more about Themes.

Custom input fields in the Access Request form

You can add custom fields to the Access Request form.

The text entered in these custom fields is shown when approving the request. It is also included in the email notification if you have enabled notifications for new requests.

Change a user’s password

Administrators can change the password for an existing user.

Navigate to Admin > Users, click the three-dot menu next to the user, and choose Password.

Type the new password twice to confirm it, then click SAVE.

Delete user

Navigate to Admin > Users.

Click the three-dot menu next to the user and choose Delete.

The user will be deleted and will no longer have access to your Filecamp account.

Log in as another user

To log in as another user:

1. Go to Admin > Users.
2. Find the user you want to impersonate.
3. Click the three-dot menu in the Users list.
4. Choose Log in as.

You will now be logged in as that user in the same browser tab.

A persistent notice is shown while you are logged in as another user.

When you have finished checking the account from the user’s perspective, click EXIT to return to your own login.

Delete multiple users

Navigate to Admin > Users.

Select the users you want to delete, then click DELETE in the Bulk Action Bar.

All selected users will be deleted and will no longer have access.

Download users as a CSV file

You can download your user list as a CSV file.

Click the Download icon in the Toolbar to download a list of all users.

CSV files can be opened in spreadsheet programs such as Microsoft Excel or Google Sheets.