Project Drive — shared file storage for your team
Who this is for: Recruiters and service providers who manage a project What you'll learn: What Project Drive is, how to upload and manage files, who can see what, how to share files outside the team, and how storage limits work
Overview
Project Drive is shared file storage for everyone on your project team. It is separate from your personal My Drive — files in Project Drive belong to the project, not to you personally. Anyone on the team can access shared files, and the storage quota is set by the project's plan tier.
Use Project Drive for scripts, schedules, reference images, contracts, and any other files the whole crew needs.
How to upload files
- Open your project and select Drive from the tools section.
- Navigate to the folder where you want to upload.
- Tap the upload button and choose your file.
- The file appears in the folder once the upload is complete.
You can also create folders to keep files organised.
Who can see what
By default, all active members of the project can view and download files in Project Drive. The ability to upload, delete, and move files is controlled by a manage permission. The project owner and admins have this permission. The owner can also grant manage permission to individual members.
If the project is in a closed or suspended state, file management (uploading, deleting, moving) is paused for everyone. You can still view and download existing files.
The three Drive views
When you open Project Drive you see three tabs:
- Files — the main folder structure, visible to all team members
- Shared with me — files from this project that another team member has explicitly shared with you
- Trash — deleted files waiting to be permanently removed; only the owner and admins can see the Trash
Sharing files outside the team
You can share a file in Project Drive with people who are not team members — for example, a vendor or an external collaborator.
- Find the file in Drive.
- Select the share option on the file.
- Search for the person you want to share with and confirm.
The recipient will be able to access that specific file. They do not gain access to the rest of the project or its Drive.
To see who has access to a file, open the file's details and look at the share list. You can remove a share at any time.
Trash
When you delete a file it goes to Trash rather than being permanently removed. Files in Trash still count against your storage quota. To free up space:
- Open the Trash tab (available to owner and admins).
- Select files you want to permanently delete.
- Choose Delete permanently.
You can also restore a file from Trash if you deleted it by mistake.
Storage quota
Your project plan includes a storage quota for Project Drive. You can see your current usage in the project's subscription section on the home page. If you run out of space you will not be able to upload new files until you free some up (by deleting files and emptying Trash) or upgrade your plan.
Note: The project gallery and showcase are not included in the Drive storage quota — they use a separate limit based on the number of items, not file size.
Common questions
Is Project Drive the same as My Drive? No. My Drive is your personal storage — only you can see it unless you explicitly share a file. Project Drive is shared with your whole project team automatically.
Can I move files between folders? Yes. Select a file and use the move option to place it in a different folder within the same Project Drive.
What file types are supported? Project Drive accepts most common file types including documents, images, videos, and audio files. Very large individual files may take longer to upload.
Can I download files if I am a regular member? Yes. All active project members can view and download files in Project Drive.
What happens to Drive files if a member is removed? Their files remain in Project Drive and are still accessible to the rest of the team.
What happens to Drive files when a project closes? Files remain accessible in a read-only state during the grace period. After the project fully closes, access may be restricted. Download anything you need before the project expires.
Related help
- Projects — an overview
- Managing your project team