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 plug-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 10 users. In the other Editions, the number of users that you can add is based on the user licenses purchased.

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

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, point your mouse to the user and click the Settings icon. Click Re-invite.
    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.
When you are invited to Company A's CRM account and... What you need to do
You do not have an existing CRM account. Click on the access link in the invitation email to join Company A's account.
You are already part of Company B's organization account. Ask the Super Administrator of Company B's CRM account to delete you from that account. Then click on the access link in the invitation email to join Company A's account.
You are already part of Company B's organization account. Also, you are the Super Administrator in the same account. In Company B's CRM account, make another user as the Super Administrator and ask the same user to delete you from that account. Then click on the access link in the invitation email to join Company A's account.
You are already part of Company B's organization account. Also, you are the only active user in the account. Delete Company B's CRM account and then click on the access link in the invitation email to join Company A's account.
In this case, you Zoho CRM account will be closed and all the data will be errased securely. An email will be sent to you with a link to download the final backup of your data.
You are already part of Zoho Docs/Zoho Mail/Zoho Creator in Company B's organization account. Ask the Administrator of Zoho Docs/Zoho Mail/Zoho Creator (of Company B) to delete you from the corresponding product's account. Then click on the access link in the invitation email to join Company A's account.
You are already part of Zoho Docs/Zoho Mail/Zoho Creator in Company B's organization account. Also, you are the Administrator of the account in these products. In Company B's Zoho Docs/Zoho Mail/Zoho Creator account, make another user as the Administrator and ask the same user to delete you from that account. Then click on the access link in the invitation email to join Company A's account.
You are already part of Zoho Docs/Zoho Mail/Zoho Creator in Company B's organization account. Also, you are the only active user in the account. Delete Company B's Zoho Docs/Zoho Mail/Zoho Creator account, and then click on the access link in the invitation email to join Company A's account.
In this case, you Zoho CRM account will be closed and all the data will be errased securely. An email will be sent to you with a link to download the final backup of your data.

FAQ

1. Can I delete users from my account?

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

3. Is there a way to add a user and give them read-only privileges?

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