A data room organizes confidential documents in one secure space.
DocSend added this feature for users handling due diligence, M&A deals, and board communications. Instead of sending individual links, you create a structured repository.
Think of it as a folder system with tracking. Upload documents. Organize by category. Control who sees what. Track every action.
Available on Standard plans ($65/user) and above. Not included in the basic Personal plan.
Let's start with what makes it different from regular DocSend.
Need a secure data room without the premium price?
You're sharing confidential documents. Due diligence files. Board materials. Financial records.
Individual links create chaos. You need organized spaces. Controlled access. Detailed tracking.
DocSend charges $180/user minimum for basic data rooms.
Ellty offers secure rooms from $79. Organize files in collections. Set granular permissions. Track every view.
No feature gates. No per-user pricing that scales out of control.
What is DocSend data room?
DocSend Data Room is a virtual repository for sensitive documents. Not just links - organized spaces.
Definition and purpose:
Regular DocSend: Share one document. Get one link. Track views.
Data Room: Upload hundreds of documents. Organize in folders. Manage access for multiple users. See detailed activity logs.
Built for scenarios where you share document collections, not individual files.
Who uses data rooms:
Startups in fundraising. Upload pitch decks, financials, cap tables, legal docs. Give investors controlled access during due diligence.
M&A teams. Share confidential information with buyers. Track which documents get attention. Revoke access after deals close.
Board directors. Distribute meeting materials. Control who sees what. Maintain audit trails for compliance.
Legal teams. Organize case files. Share with specific parties. Track document access for court requirements.
Key features:
Bulk uploads. Drag entire folders. Maintains structure. No need to upload one by one.
Folder organization. Create categories. Nest subfolders. Mirror your existing file structure.
Granular permissions. User-level access control. Decide who sees which folders. Set view-only or download rights.
Activity dashboard. See who accessed what. Time spent per document. Download attempts. All in one view.
Watermarking. Add user details to documents. Discourage unauthorized sharing. Track leaks if they happen.
Access expiration. Set time limits. Auto-revoke after deadlines. No manual cleanup needed.
DocSend data room vs regular DocSend
Two different tools. Same platform.
Regular DocSend:
One document = one link.
Send pitch deck. Track who viewed it. See time on each slide. Basic stuff.
Good for everyday sharing. Sales proposals. Marketing content. Simple tracking needs.
Data Room:
Multiple documents in organized folders.
Upload 50 files at once. Create folder structure. Set different permissions per folder. See everything in one dashboard.
Built for complex deals. Not daily use.
Feature differences:
Regular link tracking shows: opened, viewed, time spent.
Data room adds: who downloaded what, which folders got ignored, user activity patterns, bulk permission changes.
When to use regular DocSend:
- Sending one proposal
- Sharing a pitch deck
- Quick document review
- Basic tracking needs
When you need a data room:
- Due diligence (20+ documents)
- Multiple stakeholders reviewing
- Audit trail requirements
- Organized document sets
The catch:
Data rooms cost more. Not available on $15 plan. Need $65 Standard minimum.
Many users try to make regular DocSend work for complex sharing. Create 50 separate links. Track in spreadsheets. Gets messy fast.
That's when they upgrade. Or look for alternatives.
Setting up a DocSend data room
Takes about 30 minutes for a basic room.
Step-by-step process:
1. Create the room
Click "Create Data Room" in dashboard. Name it. Choose access type: open or restricted.
2. Upload documents
Drag folders from your computer. Keeps structure intact. Or upload individually.
File limits: 100MB per file on Standard. 250MB on Advanced.
3. Organize the structure
Create main folders:
- Financial Documents
- Legal / Corporate
- Product Information
- Team / Management
Nest subfolders as needed. Rename for clarity.
4. Set permissions
Two levels: Room access and folder access.
Room level: Who can enter? Folder level: What can they see?
Options: View only, download allowed, watermarked, time-limited.
5. Invite users
Add emails individually. Or create access link.
Each user gets unique credentials. You see who's who in analytics.
Best practices that work
Folder structure matters. Number folders (01_Financials, 02_Legal). Keeps order consistent.
naming conventions. "2024_Q4_Revenue.pdf" beats "Revenue Report Final FINAL v2.pdf"
Test before sharing. Create test user. Check permissions work. Verify folder access.
Common mistakes
Uploading everything at once. Start with critical documents. Add more later.
Over-complicating permissions. Most rooms need two levels: full access for internal, view-only for external.
No index document. Create a simple PDF listing what's where. Saves questions.
DocSend Data Room Pricing
Data rooms aren't available on the $15 plan.
Standard ($65/user/month) Basic data rooms. Folder structure. Simple permissions. That's it.
Advanced ($250/month) Watermarking. Audit logs. Real permissions. 3-user minimum = $750/month.
Enterprise Custom pricing. Call sales.
Learn more about DocSend pricing.
The math hurts
Five person team on Standard: $325/month.
Want watermarking? Jump to Advanced: $1,250/month.
Ten person company? $2,500/month for Advanced.
What kills budgets
Every user costs full price. No viewer-only pricing. Investor reviewing documents? Still need a paid seat or use limited guest access.
Storage limits hidden. Hit them mid-deal? Surprise upgrade.
Compare
Ellty includes organized document spaces at $29/month. All features. No tiers.
Dedicated data room providers charge flat rates. $300-500/month for unlimited users.
DocSend charges per user. Gets expensive fast.
Use cases for data rooms
Three main scenarios drive data room usage.
Fundraising
Due diligence hits. Investors want everything.
Upload:
- Financial statements (3 years)
- Cap table
- Legal documents
- Customer contracts
- IP documentation
Set view-only for most. Download rights for lead investor. Revoke after round closes.
M&A transactions
Buyer needs confidential access. Multiple parties reviewing.
Structure:
- Financials folder (CFO only)
- Legal folder (lawyers only)
- Operations (full team)
- HR records (restricted)
Track who's interested in what. Revenue docs get heavy viewing? They're serious.
Board management
Quarterly materials. Sensitive discussions. Audit requirements.
Upload board pack 48 hours before meeting. Directors review at their pace. See who actually read the materials.
After meeting: Add minutes, resolutions. Maintain record for compliance.
Reality check:
Most teams try regular file sharing first. Email attachments. Google Drive links. Dropbox folders.
Works until someone forwards confidential docs. Or you can't track who saw what. Or audit asks for access logs.
That's when data rooms make sense. Control and tracking beat convenience.
DocSend data room limitations
Features not included:
Q&A functionality. Questions go through email, not the platform.
Redaction tools. Edit sensitive information before uploading.
Complex permission rules. Permissions work at folder level, not document level.
Version tracking. Replace files manually. Previous versions aren't stored.
White-label options. DocSend branding remains visible.
How it compares to dedicated VDRs:
Traditional data room providers focus solely on secure document sharing. They typically include Q&A modules, redaction tools, and more granular controls.
DocSend offers data rooms as one feature among many. Different focus, different strengths.
Pricing consideration:
Advanced plan ($750/month minimum) includes full data room features.
Dedicated VDRs often charge similar amounts but with different pricing models - usually flat rate vs per user.
Best suited for:
Teams already using DocSend. Simple due diligence needs. Organized document sharing without complex requirements.
Less ideal when you need specialized VDR features or have many external users.
Alternatives
Different needs, different solutions.
Why explore alternatives
Pricing flexibility. DocSend charges per user. Gets expensive with multiple stakeholders.
Feature requirements. Need Q&A modules? Redaction? Advanced permissions? Look elsewhere.
User experience. Some prefer simpler interfaces. Others want more power.
Options to consider
Ellty - Document spaces with organization features. $79/month includes everything. No per-user scaling. Good for startups and small teams doing basic due diligence.
Dedicated VDRs:
- Datasite - Industry standard for M&A. Expensive but comprehensive.
- Intralinks - Bank-grade security. Complex deals.
- Ansarada - AI-powered insights. Mid-market focus.
Document platforms with room features:
- Box - Governance features. Enterprise-friendly.
- SharePoint - Microsoft ecosystem. IT approved.
- PandaDoc - Document creation plus basic rooms.
Open source:
- Papermark - Self-hosted option. Full control.
- NextCloud - Privacy-focused. European.
Choosing the right fit:
Simple fundraising? Ellty or DocSend work fine.
Complex M&A? Dedicated VDR worth the cost.
Enterprise requirements? Box or SharePoint integrate better.
Privacy concerns? Self-hosted solutions.
Test before committing. Most offer trials. Upload real documents. Run through actual workflow.
Is DocSend data room right for you?
Use DocSend if
Already paying for DocSend Standard. Need basic folder organization. Simple due diligence. Few external users.
Look elsewhere if
Need real VDR features. Have 10+ external reviewers. Budget matters. Want Q&A functionality.
Try a modern alternative
DocSend charges $65-$250 per user for data rooms. Every stakeholder costs more.
Ellty offers secure document spaces at one flat price. Organize files in collections. Set permissions. Track everything.
FAQs
What is DocSend data room?
Organized folder system for sharing multiple documents. Like Dropbox with tracking.
How much does DocSend data room cost?
Starts at $65/user/month on Standard plan. Full features need Advanced at $250/month (3 user minimum).
Can I create a data room on Personal plan?
No. Need Standard or higher.
How many documents can I upload?
No stated limit. File size: 100MB on Standard, 250MB on Advanced.
Can external users access without accounts?
Limited guest access available. Full tracking requires user accounts.
Is it a real virtual data room?
Basic version. Lacks Q&A, redaction, complex permissions found in dedicated VDRs.
What's the alternative?
Ellty offers document spaces at $29/month. Dedicated VDRs for complex deals. Regular cloud storage for simple sharing.
Can I white-label the data room?
No. DocSend branding remains.
Is there an API?
Advanced plan only.
How secure is it?
SOC 2 compliant. Encryption in transit and rest. Standard security features.
