ProjectSend Hosting

How ProjectSend works

Administrators upload files, organise them into folders or categories, and assign each item to specific clients or groups. A client signs in to a dedicated portal and sees only the material shared with that account. Public links can provide lighter access when an account is unnecessary, with supported controls such as expiration or download limits.

The application records uploads, downloads, assignments, and other changes in an activity log. Client accounts, groups, roles, permissions, metadata, and transfer records are stored in MariaDB, while the actual files occupy persistent application storage. Upload-back can let approved clients return material within the permissions and limits configured by the operator.

Key ProjectSend features

Client-specific portals create a clearer delivery experience than sending a general shared-folder link. Groups reduce repetitive assignment work when several recipients need the same files, and granular roles define what staff or clients may manage. Search and folders keep a growing delivery library organised.

Public links, download limits, activity logs, API access, two-factor authentication, and supported identity options extend the workflow. Some functions depend on the current release and configuration, so the default catalogue image should be tested before a process depends on a particular extension or authentication method.

ProjectSend vs Dropbox

ProjectSend is a self-hosted client portal centred on explicit file assignments, recipient accounts, groups, upload-back, and transfer records. Dropbox is a provider-managed file platform that combines synchronisation, shared folders, team administration, links, integrations, and official applications across devices.

Dropbox may suit organisations that want vendor-operated storage and broad everyday file collaboration. ProjectSend is more appropriate when external delivery needs a dedicated branded portal and clear recipient boundaries, although the operator remains responsible for capacity, account administration, and distributing access information.

Who uses ProjectSend

Agencies send design packages to clients, accountants distribute documents to separate businesses, and contractors exchange project files with customers or partners. Internal teams can also use client groups to share the same approved release with several recipients while keeping each portal limited to authorised material.

It is not a full desktop synchronisation platform or a substitute for records governance. Large files can fill the hosted plan quickly, and public links should be configured carefully when material is sensitive or subject to a distribution limit.

Self-hosting ProjectSend: requirements and cost

Stored files are the main capacity driver, followed by uploads, downloads, previews, client count, group assignments, and activity history. MariaDB stores portal records and is included with ProjectSend but remains unmanaged. The confirmed database rule moves the application one tier above its base plan, while file growth may justify a further storage upgrade.

AvaHost recommends Plan 2 at €5 with 25 GB for the initial portal. Storage is the real limit here: Plan 3 provides 50 GB and Plan 4 provides 100 GB for larger delivery libraries. One-click setup, a custom client domain, automated HTTPS, automatic application updates, and scheduled backups are included. Application email is disabled, so invitations and notifications must be handled outside ProjectSend.