A complete guide: how to share FTP access

FTP (File Transfer Protocol) is a useful tool for transferring and managing files between your computer and a server. It is used for managing websites, backing up data or working together on projects. If you need to share FTP access with colleagues, developers or administrators, it matters to proceed properly so as to keep all the data secure and minimise risks.

What FTP is and when to share it

FTP is a protocol that lets you upload, download and manage files on servers.

It is used, for instance, for:

• Managing websites
• Transferring large files between devices
• Backing up data

Sharing FTP access is suitable when you need someone else to work with files on your server – a developer, designer or administrator, for instance.

The difference between FTP, SFTP and FTPS

Before you start, it matters to understand the difference between these protocols:

• FTP: transfer without encryption. It is fast but less secure.
• SFTP (Secure FTP): uses encryption over SSH, which secures the data transferred.
• FTPS (FTP Secure): an extension of FTP that adds encryption using SSL/TLS.

Where possible, always use SFTP or FTPS to protect transfers from eavesdropping.

How to share FTP access

In this part we will go through the whole procedure step by step.

Prepare the access details

To connect to an FTP server the following details are needed:

• The server address: (ftp.yourdomain.com, for instance)
• Username and password.
• Port: FTP uses port 21, SFTP usually port 22.

You will find these details in your hosting account or server administration.

Create a new FTP user

So that you do not share your main login details, create a special FTP user:

1. Sign in to the hosting panel 
2. Find the FTP account management section.
3. Click Add a new user and enter: a username, a strong password (ideally generated) and the folder they should have access to (/www/yourdomain, for instance).
4. Save the changes.

Set up an encrypted connection

When entering the details in an FTP client (FileZilla, for instance) choose the option Encryption: use SFTP or FTPS.

Send the access securely

When you have the access details ready, share them in a secure way:

• Use an encrypted channel: Signal, Threema or encrypted email, for instance.
• Never share a password in plain text: where possible, use tools for sharing passwords securely (LastPass, Bitwarden).

Test the connection before handing it over

Before you send the access, test it:

1. Open an FTP client (FileZilla, for instance).
2. Enter the new user's login details.
3. Check that they have the right permissions to access the folder specified.

A practical example: setting up FileZilla

1. Download and install FileZilla from the official site.
2. Click Site Manager.
3. Add a new server:
   • Host: ftp.yourdomain.com.
   • Protocol: SFTP.
   • Login details: username and password.
4. Click Connect and test the connection.

Solving common problems

• Error: 530 Login authentication failed: check the username and password.
• Connection timed out: check the port settings and that access is allowed in the hosting.
• Access denied: make sure the user has permission for that folder.

Additional security tips

1. Two-factor authentication: if your hosting supports it, switch it on.
2. Restricting IP addresses: allowing access only from particular IP addresses can raise security.
3. Logs and monitoring: watching the server logs will help you identify unauthorised access.
4. Changing passwords regularly: change passwords for temporary users or deactivate their accounts once the collaboration ends.

Alternatives to FTP for sharing files temporarily

If you need to share files as a one-off, use alternatives:

• WeTransfer: simple sending of large files.
• Google Drive: suitable for collaboration.
• SSH commands: for advanced users.

Security first

Sharing FTP access is simple but takes care. Keep to security principles, use an encrypted connection and always share access details responsibly.

Bonus: if you often work with FTP, consider automating processes with tools such as scripting or synchronisation applications, rsync for instance.