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Collaborate with Your Team

Hubsy Cloud makes team collaboration simple and efficient. Organize files in folders, invite team members, and manage access with ease.

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Team Features

Shared Folders

Create folders that entire teams can access and collaborate on

Team Members

Invite colleagues and assign appropriate access levels

File Requests

Request files from others directly into your folders

Activity Feed

See real-time updates on team file activity

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Setting Up Your Team

1

Upgrade to Pro or Enterprise

Team collaboration features are available on Pro and Enterprise plans.

Compare Plans

View plan features and pricing
2

Invite Team Members

  1. Go to Team Settings
  2. Click “Invite Members”
  3. Enter email addresses
  4. Assign roles (Member, Manager, Admin)
  5. Send invitations
Invited members will receive an email to join your team.
3

Create Shared Folders

  1. Create a new folder
  2. Click “Share with Team”
  3. Select team members or groups
  4. Set permissions (View, Edit, Manage)
  5. Share folder
Shared folders appear in all team members’ file lists.
4

Start Collaborating

Team members can now:
  • Upload files to shared folders
  • Edit and organize files
  • Comment on files (coming soon)
  • Track changes and activity

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Team Roles

Assign the right role to each team member:
Standard Team MemberCan:
  • Access shared folders they’re invited to
  • Upload and download files
  • Create personal folders
  • Share files externally (if permitted)
Cannot:
  • Invite new team members
  • Change team settings
  • Access all team files

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Shared Folders

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Creating Shared Folders

Best practices for shared folders:
  • Create folders for each project
  • Use clear, descriptive names
  • Add subfolders for organization
  • Example: “Q1 Marketing Campaign/Graphics”
  • Create department-level folders
  • Separate by function (Sales, Marketing, etc.)
  • Control access by team
  • Example: “Sales/Proposals/2024”
  • Create template folders for common projects
  • Duplicate for new projects
  • Maintain consistent structure
  • Example: “Project Template” → “Client Project A”

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Folder Permissions

Control who can do what in shared folders:
  • View Only: See and download files
  • Can Upload: Add new files to folder
  • Can Edit: Modify and delete files
  • Can Manage: Full control including sharing
Use restrictive permissions by default, grant more access as needed.

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File Requests

Request files from anyone, even if they don’t have Hubsy:
1

Create File Request

  1. Click “New File Request”
  2. Choose destination folder
  3. Add request title and description
  4. Generate request link
2

Share Request Link

Send the link to anyone via:
  • Email
  • Messaging apps
  • Social media
  • QR code (coming soon)
3

Receive Files

Recipients:
  • Click the link (no account needed)
  • Upload files directly
  • Files appear in your folder automatically
Use Cases for File Requests:
  • Collect documents from clients
  • Gather team submissions
  • Receive files from external partners
  • Consolidate files from multiple sources

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Team Activity

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Activity Feed

Stay updated with real-time activity:
  • Who uploaded/downloaded files
  • File modifications and deletions
  • New shares and permissions changes
  • Team member additions/removals

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Notifications

Get notified about important events:

Email Notifications

Configure email alerts for team activity

In-App Notifications

Real-time notifications in Hubsy Cloud

Mobile Push

Notifications on your mobile device

Digest Emails

Daily or weekly activity summaries

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Team Management

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Managing Members

As an admin or manager:
  1. View all team members
  2. See their role and status
  3. Change roles or permissions
  4. Remove members when needed
  5. Track team storage usage

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Team Storage

Monitor and manage team storage:
  • View total team storage usage
  • See usage by member
  • Identify large files/folders
  • Manage storage allocation (Enterprise)
Enterprise plans allow admins to set per-member storage limits.

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Collaboration Best Practices

Create consistent naming standards:
  • Use date prefixes (2024-01-15_report.pdf)
  • Include version numbers (proposal_v3.docx)
  • Be descriptive but concise
  • Avoid special characters
Manage access carefully:
  • Give minimum necessary permissions
  • Review permissions regularly
  • Remove access when no longer needed
  • Use groups for easier management
Keep team informed:
  • Notify when uploading important files
  • Explain significant changes
  • Use descriptive folder names
  • Document folder structure (README files)
Maintain organized folders:
  • Archive completed projects
  • Delete unnecessary files
  • Consolidate duplicates
  • Review shared folders quarterly

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Security for Teams

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Access Controls

Protect your team’s data:
  • Two-Factor Authentication: Require 2FA for all team members
  • IP Restrictions: Limit access to specific IP addresses (Enterprise)
  • Session Timeout: Auto-logout inactive users
  • Audit Logs: Track all team activity (Enterprise)

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Compliance

For regulated industries:
  • GDPR compliance features
  • Data residency options (Enterprise)
  • Legal hold capabilities (Enterprise)
  • eDiscovery support (Enterprise)

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Next Steps

Team Guide

Advanced team collaboration techniques

File Management

Organize team files effectively