How to create a FTP user with Filezilla Server on my VPS or Dedicated Server?

FileZilla Server Edit Users Menu: Manage Accounts & Permissions

Controlling who can access your FTP data — and exactly what they can do — is one of the most important parts of running a secure VPS FTP server or dedicated server. On a CFDynamics server running FileZilla Server, the main place to manage this access is the Edit > Users menu.

This guide walks through, step by step:

  • How to connect to your VPS or dedicated server
  • How to open the FileZilla Server Edit > Users menu
  • How to create, edit, and disable FTP users
  • How to assign shared folders and fine‑grained permissions
  • How to manage groups for consistent, bulk permissioning
  • How to fix a greyed‑out Users menu and other common issues

Whether you are running a single small‑business site or hundreds of client sites, these steps will help you keep your FileZilla Server configuration predictable and secure.

"Give every account the minimum access it needs — no more, no less." This principle of least privilege is the foundation of a safe FTP setup.

Step 1: Connect To Your VPS Or Dedicated Server

  1. Remote Into The Server

    • From your local machine, start Remote Desktop Connection (RDP).
    • Enter the IP address or hostname of your Windows VPS or dedicated server (you can usually find this in your CFDynamics control panel or welcome email).
    • Log in using an account with local administrator rights.

  2. Confirm FileZilla Server Is Installed And Running

    • Look for the FileZilla Server Interface shortcut on the desktop or in the Start Menu.
    • If you do not see it, check with your hosting provider (for CFDynamics customers, contact support) to confirm FileZilla Server is installed.
    • Open Services (services.msc) and verify that the FileZilla Server service is running and set to Automatic.

The FileZilla Server service must be running before the Edit > Users menu can manage accounts or folders.

Step 2: Open The FileZilla Server Interface And Users Menu

Connect The Administration Interface To FileZilla Server

  1. Launch The Interface

    • Double‑click the FileZilla Server Interface icon on the server.

  2. Connect To The Service

    • When the Connect to Server dialog appears:
      • Server address: 127.0.0.1 or localhost (for a local server)
      • Port: 14147 (default administration port; this is not the FTP port 21)
      • Password: The administration password you set during installation (may be blank if none was set)
    • Click Connect.
    • If you are administering FileZilla Server from another machine, use the server’s IP address and make sure the admin port is allowed through the firewall.

  3. Confirm Connection

    • The log window should show a successful connection.
    • Menu items such as Edit > Users and Edit > Groups should now be active and clickable.

If you see the menus but they are greyed out, refer to the Troubleshooting section below.

Open The Edit > Users Menu

  1. In the top menu, click Edit > Users…
    or click the toolbar icon that looks like a person.
  2. The Users panel opens:
    • Left side: List of all configured users.
    • Right side: Configuration tabs for the selected user (commonly General, Shared folders or Mount points, Filters, Limits, depending on FileZilla Server version).

This Edit > Users menu is where you create FTP accounts and set their permissions.

Step 3: Create A New FTP User In FileZilla Server

Add The User Account

  1. In the Users window, below the user list, click Add.
  2. Enter a Username (for example, webdeploy, clientA_backup, or marketing_uploads).
    • Avoid spaces and special characters in usernames; stick to letters, numbers, and underscores where possible.
  3. Click OK.
  4. The new user appears in the left‑hand list and is selected automatically.

At this point the account exists, but the user cannot do anything until you set a password and shared folders.

Configure Authentication And Password

In the right‑hand pane, under the General tab:

  1. Make sure User is enabled is checked.
  2. Under Authentication (label names can vary by version):
    • Select Require a password to login.
  3. Enter a strong password:
    • At least 12 characters
    • Mix of:
      • Uppercase and lowercase letters
      • Numbers
      • Special characters (for example: ! @ # $ %)
  4. Store and share the password securely:
    • Use a password manager or an encrypted message.
    • Avoid sending passwords in plain‑text email or chat.

If your environment requires it, you may instead select Use system credentials to login, which lets users log in with their Windows account. In that case, you can also choose to have FileZilla Server access files under that user’s Windows account permissions.

Step 4: Assign Shared Folders (Home Directory) For The User

By default, a new FileZilla Server user has no access to any folders. You must explicitly allow access in the Shared folders (or Mount points) section.

  1. In the left‑hand Page list, click Shared folders
    (in newer versions this may appear under General > Mount points).
  2. Under Shared folders, click Add.
  3. In the Browse for Folders dialog:
    • Expand C:\ or the relevant drive.
    • Select the folder the user should access (for example: C:\inetpub\wwwroot\siteA or D:\FTP\Backups).
    • Click OK.
  4. The selected folder now appears in the Shared folders list.
  5. (Optional but recommended) Set the Home directory:
    • Right‑click the folder and select Set as home dir, or check the appropriate “Home” column if present.
    • The home directory is what the user will see as / after logging in via FTP.

Next, you must select which actions the user is allowed to perform in this folder.

Understanding Shared Folder Permissions In FileZilla Server

In the Shared folders section you will see two permission groups:

  • Files: Read, Write, Delete, Append
  • Directories: List, Create, Delete, +Subdirs

Your configuration focuses on the core shared folder permissions: Read, Write, Delete, Append, Create, List. The table below explains each and how it affects security, along with practical examples.

Shared Folder Permission Reference

Permission What It Allows Security Implications Example Use Case
Read Download and open existing files. Safe for exposing content that does not need to be changed. Users cannot upload or modify data, but if sensitive files are present they can still be copied. Read‑only access for backups or reporting accounts that only need to download logs or exported data.
Write Upload new files to the folder. Users can add data to the server. Without Delete restrictions, they may still be unable to clean up old files, which can grow storage usage. Partner uploads order files, but cleanup is managed by IT or automated scripts.
Delete Remove existing files. High‑impact permission. A compromised account can erase data. Should be granted only where users truly need to manage their own files. Development team maintaining staging files where frequent clean‑up is expected.
Append Add data to the end of existing files without replacing them. Useful for log or data feeds. Less destructive than full Write + Delete, but still allows modification of data. An application account appends entries to a rolling log file or daily import file.
Create (Directories) Create new folders. Lets users structure their own directories. Combined with Write, users can organize uploads but may clutter the hierarchy if not managed. Client separates uploads into /incoming, /processed, etc., under their root.
List (Directories) View directory listings (see which files and folders exist). Without List, users can still transfer files if they know full paths, but cannot browse. With List allowed, they see filenames and structure, which may reveal sensitive naming patterns. Normal user access where browsing is needed; for very sensitive areas, admins may intentionally disable List and provide exact paths only.

A few recommended patterns:

  • Read‑Only Backup Account

    • Files: Read only
    • Directories: List only
    • Use for offsite backup software that only needs to copy data away from the server.

  • Standard Upload Account (No Delete)

    • Files: Read, Write
    • Directories: List, Create
    • Use for partners or customers who send files but should not remove or change previous uploads.

  • Full Maintenance Account

    • Files: Read, Write, Delete, Append
    • Directories: List, Create, Delete (often with +Subdirs)
    • Use for internal dev/ops staff managing application content.

A simple rule of thumb: "If a permission is not required for the job, leave it turned off."

Always review permissions for each shared folder and consider the impact if that account is misused.

Group Management In FileZilla Server For Bulk Permissions

If you manage more than a few FTP accounts, setting permissions one user at a time quickly becomes difficult to maintain. FileZilla Server groups let you define a standard set of shared folders and permissions, then assign users to that group.

Why Use Groups?

  • Consistency: Every user in the same role (for example, “Developers” or “Vendors”) has the same permissions.
  • Faster Onboarding: New users inherit all permissions from their group.
  • Lower Risk Of Mistakes: You change folder access once in the group instead of remembering to edit many separate users.
  • Easier Audits: Security and compliance checks are simpler when people with the same role inherit the same access.

Creating A Group

  1. In the FileZilla Server interface, go to Edit > Groups….
  2. Click Add and enter a group name, such as:
    • Developers
    • Clients_US
    • BackupAgents
  3. Configure the group similar to how you configure a user:
    • Under Shared folders / Mount points, add the directories the group should access.
    • Set Read, Write, Delete, Append, Create, List permissions at the group level.
    • Optionally set limits (bandwidth, number of sessions) on the Limits tab and any file visibility rules on the Filters tab.
  4. Use clear, descriptive group names so other administrators can quickly see what each group should access.

Assigning Users To Groups

Once groups are defined:

  1. Open Edit > Users….
  2. Select a user from the left‑hand list.
  3. On the General tab, find the Group membership section.
  4. Add the user to one or more groups in order of priority:
    • FileZilla Server applies settings in group order and then applies any explicit per‑user overrides.
  5. Click OK or Apply.

Common patterns:

  • One Group Per Application
    For example, a ShopApp group that has access only to the e‑commerce site’s content directories.

  • Regional Client Groups
    Clients_US, Clients_EU, etc., each mapping to their regional folders, with Read/Write but no Delete.

  • Backup And Monitoring Groups
    Monitoring_ReadOnly with Read + List only, granting visibility without modification.

Many admins find that "if you get your groups right, individual user changes become rare."

Using groups with the Edit > Users menu means most day‑to‑day administration becomes a matter of adding or removing users from groups instead of re‑creating permission sets each time.

Editing Existing Users Safely In FileZilla Server

You will often need to adjust existing accounts in FileZilla Server rather than creating new ones from scratch. All of this is done through the Edit > Users menu.

Change Folder Access Or Permissions

  1. Open Edit > Users….
  2. Select the user from the list.
  3. Go to Shared folders:
    • To add access: click Add, choose a folder, and set permissions.
    • To remove access: select a folder and click Remove.
    • To adjust permissions: check or uncheck Read, Write, Delete, Append, Create, List (and any +Subdirs option).

If the user is in groups, remember that group permissions may still apply. Per‑user settings can override group settings, but it is generally clearer to change the group instead if the change should apply to everyone in that role.

Temporarily Disable A User

Suspending access is often safer than deleting an account:

  1. In Edit > Users…, select the user.
  2. On the General tab, clear User is enabled.
  3. Click Apply.

The account and all of its settings remain, but the user can no longer log in. This is useful when staff leave the company or when an external partner relationship is paused. When access should be restored, simply re‑check User is enabled.

Apply Limits And Filters (Advanced)

For environments with many users or bandwidth‑sensitive applications, consider using the Filters and Limits tabs:

  • Filters:

    • Hide or block certain files or directories (for example, thumbs.db, .git folders).
    • Restrict access based on patterns or paths.

  • Limits:

    • Cap upload and download speeds per user.
    • Enforce storage quotas.
    • Restrict how many concurrent sessions a user can open.

These settings are available per user and per group and are worth reviewing for high‑traffic or shared environments.

Troubleshooting FileZilla Server Edit > Users Menu

Even experienced administrators occasionally run into issues where they cannot edit users or where users cannot see the folders they expect. This section addresses the most common problems relating to the FileZilla Server Edit > Users menu.

Edit > Users Menu Is Greyed Out

If the Edit > Users menu is visible but not clickable, the FileZilla Server interface is not connected to the underlying service.

Check the connection:

  1. In the FileZilla Server interface, go to File > Connect to server….
  2. Confirm:
    • Server address: 127.0.0.1 or localhost (for a local server)
    • Port: 14147 (or the admin port you set during installation)
    • Password: Your administration password
  3. Click Connect and watch the log window for a successful connection message.

If it still fails, continue with the next checks.

Firewall Or Port Issues

A firewall on the server may be blocking the administration port.

  • Ensure that the Windows Firewall or any third‑party firewall allows:
    • The FileZilla Server service to accept connections on the administration port (default 14147).
    • Local loopback traffic from 127.0.0.1.
  • Confirm that you are not accidentally using the FTP port (usually 21) in the admin connection dialog.

Once the interface can reach the service over the correct port, the Edit > Users menu should become active.

FileZilla Server Service Not Running

If the service is stopped, the interface has nothing to connect to.

  1. Open Services (services.msc).
  2. Locate FileZilla Server.
  3. Ensure Status is Running and Startup Type is Automatic.
  4. If it is not running, start the service and then reconnect from the interface.

Users Can Log In But Do Not See Any Files

If a user connects successfully but the directory listing is empty or access is denied:

  • Check Shared folders in Edit > Users:
    • Confirm at least one folder is listed.
    • Confirm Read and List are checked for that folder.
  • If the user belongs to groups, verify that group shared folders and permissions are correct.
  • Make sure the underlying Windows folder permissions allow the FileZilla Server service account (or the Windows user, if using system credentials) to read or write the files.

Password Changes Not Taking Effect

If a user reports that a new password is not working:

  • Confirm you edited the correct user in Edit > Users (typos in usernames are common).
  • Verify that User is enabled is still checked.
  • Ask the user to clear any cached credentials in their FTP client and try again.
  • If the account is configured to use Windows system credentials, remember that you must change the password in Windows, not only in FileZilla Server.

Final Checks And Best Practices

Before you roll an FTP account into production on your VPS or dedicated server:

  • Confirm you can log in with a test FTP client using the new username and password.
  • Validate that:

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