Frequently asked questions
Clients and portals
How do I add a client?
Clients page → Add client. Enter their name, contact email, and industry. Dropedia generates their unique portal link and sends a branded invite email showing your business name.
What do the industry presets do?
Choosing an industry pre-configures which fields the client sees when uploading. You can override any individual toggle afterward in the client’s settings.
What are the portal toggles?
Each client portal has configurable fields — team/crew selector, location selector, shoot date, subject reference, priority flag, reference toggle, notes, and consent checkbox. Turn on only what that client actually needs; simpler portals get more uploads.
My client’s invite expired. Now what?
Invites expire after 14 days for security. Open the client and resend — a fresh link goes out immediately.
What happens when I remove a client?
Their access is revoked immediately and their status changes to removed. Their historical content remains in your records.
The dashboard
What’s the difference between Feed and By Client view?
Feed shows all uploads across every client, newest activity first. By Client shows one client’s full history at a time. Toggle between them in the toolbar — Dropedia remembers your preference.
What do the priority colors mean?
Green is Normal, amber is Soon, red is Post ASAP. Post ASAP uploads are flagged so nothing time-sensitive slips.
How does approving work?
One click on any batch marks it approved — meaning it’s been reviewed and is ready to use. Approvals record who approved and when.
How do I delete content?
Open the batch and delete. You’ll get a confirmation first, because deletion can’t be undone. Files are removed from storage, the client’s storage meter goes down, and an audit record is kept of who deleted what and when.
Can my staff delete content?
Staff can only act within the clients they’re assigned to. Admins can delete anything. Clients can never delete — by design, so you always control the record.
Your team
How do roles work?
- Agency Admin — full control: clients, team, billing, everything.
- Agency Staff — works within the clients they’re assigned to.
- Client-side users — only ever see their own portal.
How do I assign staff to clients?
Each staff member has a client assignment list in Settings → Team. They see and manage only those clients — useful for account managers who each own a book of clients.
Can I narrow my own view as an admin?
Yes. On the Clients page, admins have an “All clients / Only mine” toggle. Assign yourself the clients you want to focus on and switch to “Only mine” — your Clients, Dashboard, and Calendar then show just those. You keep full admin access either way.
How do I remove a team member?
Remove them from your team and access is revoked immediately.
Billing and storage
How does pricing work?
Plans are billed per active client per month, and each plan sets storage and file-size limits per client. Your 14-day trial starts at signup — no credit card required.
What are the plan limits?
- Starter — 10 GB per client, 500 MB max file size.
- Pro — 25 GB per client, 1 GB max file size.
- Agency — 100 GB per client, 5 GB max file size.
- Heavy Content add-on: raises the file size one step (Starter 1 GB, Pro 5 GB, Agency 10 GB).
- Free trial: 5 GB of storage in total until you add a card.
- Extra storage add-on: $10 a month per 50 GB, per client, on any paid plan. Add it from the client’s Limits tab; it works right away.
What happens if a client goes over their storage limit?
When a client reaches their storage limit, new uploads for that client pause. Anything already sending finishes. To make room, add extra storage for that client from their Limits tab ($10 a month per 50 GB, ready right away), delete batches you have already saved, or move to a bigger plan in Settings. You get an email when a client reaches 80%, and each client’s storage bar is on the Clients page.
Where do I see storage usage?
The Clients page shows a per-client storage bar, and the stats row shows active clients, pending invites, and total storage at a glance.
Security and content
Who owns the content clients upload?
Your clients retain ownership of what they upload. Dropedia stores and processes it solely to run the service — see the Terms of Service for the exact license language.
How is client data isolated?
Every table enforces row-level security: your agency can only query its own rows, and each client portal can only reach its own content. File storage is scoped the same way, and download links expire automatically.