You can share and collaborate with your employees and accountant in Zoho Books by inviting them as users and providing role based access. Since Zoho Books is an online application, multiple users can access it and work from any location.
Zoho Books allows you to add as many users as desired. You can add unlimited number of users through the Users section in the Settings.
Follow the below steps to Add Users.
- Go to Users under Settings . Click on the Invite User button provided on the top right hand side of the Users page.
Provide Email Id of the user.
Enter the Name of the user.
Provide role based access for your users by assigning Roles from the drop down box. Roles currently available are as follows:
Admin: has unrestricted access to all the modules. Usually this role is assigned to partners and accountants.
Staff: has access to all modules except reports, settings and accountant.
Staff-timesheet only: A user with this role can only log time spent on a particular project and has no access to any other modules.
Click Send button to send the email invitation.
The User needs to click on the Join Account link provided in the email to gain access to Zoho Books account of the sending organization.
The user can now Sign Up to be part of Zoho Books by clicking on Sign Up Today link provided.
In case the user is already registered with Zoho Books he can login straight away to the account using his credentials.
Zoho Books provides you with the option to manage the users. The admin can delete, change role or change status of a user, as and when required.
To delete a user follow these steps.
Go to Users under Settings, scroll on the row of the user you wish to delete. Click on the trash icon provided on the right side, next to the desired User’s row.
A pop up window will appear to confirm if you wish to delete. Click OK to confirm.
Only an admin can delete users but he cannot delete an active user. An admin cannot delete his or her own account.
At any given point of time there has to be one admin.
Changing User’s status
In circumstances where you don’t want to permanently delete a user but would like to prevent or restrict a user from accessing Zoho Books, you can change the user’s status to inactive. This ensures that the person is no longer able to use Zoho books but remains listed as a user. You can also reactivate a user if you want him to use Zoho Books again.
To change the user’s status, follow these steps:
Go to Users under Settings. In the Users screen, scroll over the row of the user you wish to reactivate or deactivate.
Click on the ‘mark as inactive’ or ‘mark as active’ button provided on the right side, in the desired user’s row.
Changing User’s role
Based on the organization’s changing requirements or policies, you may want to change a user’s role. A change in role affects the restrictions / features available to the said user. It should be noted that only an admin can change any user’s role and it is not possible for a non admin user to promote himself as an admin, as only the admin has access to the settings panel.
To change the user’s role, follow these steps:
Go to Users under Settings.
Click anywhere on the desired User’s row and Edit User pop up window appears.
Now you may change the role of the user by selecting from a drop down options of Admin, Staff or Staff-timesheet only as desired.
- Click Save.
All the users added to your Zoho Books account are listed together by providing the user’s name, email id, status & role in the User section under Settings. You can sort or filter this list based on your preference.
You can sort the list by clicking on the list titles like: Name, email address and role. This will sort the list based on your selection in an alphabetical order. You can change the order from ascending to descending by clicking on the up or down arrow provided besides each title.