CRM Help

Adding Users

Users with the Manage Users permission in their profile can access the users' list and perform tasks such as adding users, modifying the user details, and view the apps and add-ons that are activated for each user. The user's details page will also give you the information on the pulg-ins and add-ons that are activated for the user.

Important Steps in Adding a User

Adding a users in Zoho CRM involves the following steps:

  1. The Administrator adds a user by providing some basic details like name, email address, role and profile.
  2. Once added, the system automatically sends an email invitation to the user's email address provided by the administrator. You can add other details such as phone numbers, address, photo, fax, website, date of birth, language, etc. after adding the user.
  3. The user accepts the invitation by clicking the Access link in the email within 7 days of receiving it.
  4. After accepting the invitation, the user completes any of the following, whichever is applicable:
    • User is new to Zoho and does not have a Zoho account:
      • After clicking the access link in the email, user will be redirected to the Sign up page.
      • User will sign up and create an account with Zoho.
      • On creating the account, user should click the Continue signing in button.
      • The user has to confirm the email address by accessing the link sent in the Confirmation Email.
    • User already has an account with Zoho, but does not have a Zoho CRM account:
      1. After clicking the access link in the email, user should click the Continue signing in button.
      2. The user will be logged in to the Zoho CRM account that is associated with the company's account.

Add Users

In the Free Edition, you can add upto 3 users. In the other Editions, the number of users that you can add is based on the user licenses purchased. However, in the Free Edition you can create only Administrator users. You cannot create Standard Users as in the Free Edition, only the Administrator profile is available.

Availability

Profile Permission Required: Users with the Manage Users permission in profile can access this feature.

To add users

  1. Log in to Zoho CRM with Administrator privileges.
    Users with Manage Users permission in the profile can also access this feature to add users.
  2. Click Setup > Users & Permissions > Users.
  3. In the Users page, click Add New User.
  4. In the Add New User page, enter the following details:
    • First Name & Last Name - It is mandatory to enter the Last Name.
    • Email - Enter the user's valid email address that is not already used to create a Zoho CRM account.
      An invitation will be sent to this email address.
    • Role- Choose the role of the user in your organization.
    • Profile - Choose a profile that defines the access rights in Zoho CRM account for the user.
      You can add other details like phone numbers, address, photo, fax, website, date of birth, language, etc. after adding the user.
  5. Click Save.
    The system sends an invitation to the user's email address. Only when the user accepts the invitation, will the status of the user change to Confirmed.

Modify Users

When you add a user, you will be specifying only the Name, Email address, Role and Profile details. You can add the other details of the user, such as, phone numbers, address, photo, fax, website, date of birth, language, etc. later whenever needed.

To modify a user's details

  1. Click Setup > Users & Permissions > Users.
  2. In Users page, click on the user from the list to modify the user details or add more information.
  3. In User's Details page, click Edit for the corresponding section in which you want to modify the user's details. You can provide the following details:
    • Phone, Mobile, Website, Fax & Date of Birth - Enter these details of the user.
    • Address Information - Enter the full address details.
    • Language - Select a language and it will be set as the language for the user's Zoho CRM account.

    • Country Locale- Select your country from the list.
    • Time Format - Choose 12 hour or 24 hour time format.
    • Time Zone - The time zone that you select here will be the time set in your Zoho CRM account.
  4. Click Save

Add Existing Zoho CRM Users to Company's Zoho CRM Account

If you are not already aware, all Zoho accounts work on the basis of a single sign-on. This means if you sign up once with accounts.zoho.com, you will be able to access all Zoho apps with one set of username and password.

That being the case, let’s say you signed up for an individual CRM account with your ID, email1@domain1.com. If you try to join your company’s Zoho CRM account with this ID, you will receive a message that says, “Email address already exists”. In order for you to be able to use this email ID with your company’s Zoho CRM account, the instance of this email address has to be removed from Zoho CRM’s registers.

  • One way to remove the CRM instance is to replace this email ID with another ID.
  • Another way is to close this account forever.

In either case, you will have trouble accessing other Zoho apps. So you need to get this email ID out of Zoho CRM only. Follow the steps below to have this done.

  1. Go to accounts.zoho.com and sign up with any other email ID that is not already used for registration with Zoho. Let’s call it email2@domain2.com.
  2. Once you have this other account created, draft a mail to support@zohocorp.com, authorizing the Zoho CRM team to remove the CRM instance of email1 and requesting us to replace it with email2 for CRM.

On receiving your request, Zoho CRM team will replace email1 with email2 in your individual account. That is, you will now be able to access your individual CRM account with the new ID, email2@domain2.com. The CRM instance of email1 is removed and now free to be used for registering with your organization’s Zoho CRM account. This way, you can still use email1 with other Zoho apps.

When you add a user, you will be specifying only the Name, Email address, Role and Profile details. You can add the other details of the user, such as, phone numbers, address, photo, fax, website, date of birth, language, etc. later whenever needed.

Re-Invite Users

When the users do not accept the invitation sent by the Administrator within 7 days, the Administrator can resend the invitation to the user. Users who have not accepted the invitation to join the organization's CRM account will be listed under Unconfirmed Users. You can send an invite again only to the unconfirmed users. If the user is deactivated, you need to activate them. See Also Activate Users

To re-invite a user

  1. Log in to Zoho CRM with Administrator privileges.
  2. Click Setup > Users & Permissions > Users.
  3. In the Users page, move the mouse pointer over a user and click the Re-Invite link.
    Alternatively, you can also go to the Unconfirmed Users view and select the user to re-invite. An invitation email will be sent to the user's email address.

FAQ

1. Can I delete users from my account?

2. Can I edit the email address of my users?

3. In Free Edition, every user I add has Administrator Profile. How can I change that?

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