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Zoho Invoice allows multiple logins for a single organization. Make use of this feature, if you have more than one person handling customer payments and receivables or you require the multiple sales people in your organization to login under their identity.

Zoho Invoice supports the following user roles

  • Admin
  • Staff

Admin
A person assigned an admin role has full access to all operations in his Zoho Invoice account.

Staff
A person assigned a staff role is restricted from accessing the following tabs and sub-links:

Tabs

  1. Reports
  2. Settings

Sub-links

  1. Dashboard
  2. Users
  3. Change Plan
  4. Snail Mail Credits

However, the access privileges to the rest of the tabs and sub-links are the same as that of an admin. See image below:

Staff tabs
  1. Navigate to the 'Home' tab.
  2. Click on the 'Users' sub-link.
  3. Click on the 'Invite User' button on sidebar of users page shown in the image below.
    Select new user
  4. Enter the values in following fields

    Invite user
    Name Enter the name of the person you wish to give access to.
    Email Enter the e-mail id of the person you wish to give access to.
    Role Assign a role to the user. The user can either be a staff or a admin.
  5. Click on the 'invite' button. An invitation mail to the e-mail id provided above will be sent.

  6. To complete the process the person you have invited must click on the link in the invitation mail and login to Zoho Invoice using his Zoho login.

    A message as shown in the image below will appear confirming the successful completion of the process.

    User successfully added message

Click here to know more on how many users you can add to your Zoho Invoice account.

  1. Navigate to the 'Home' tab.
  2. Click on the 'Users' sub-link.
  3. Go to the user whom you would like to remove from your organization.
  4. Click on the delete link shown in the image below -
    Select delete user
  1. Navigate to the 'Home' tab.
  2. Click on the 'Users' sub-link.
  3. Click on 'mark as inactive' link provided under the user's name in order to deactivate the user.
    Select delete user
  4. Once deactivated, click on 'delete' link provided under the user's name to permanently remove the user from your organization.

You can mark the user as inactive. This ensures that the person can no longer access Zoho Invoice, but is still listed under the users' list.

Follow the instructions below to mark a staff as inactive

  1. Navigate to the 'Home' tab.
  2. Click on the 'Users' sub-link.
  3. Go to the user whom you would like to remove from your organization.
  4. Click on the 'mark as inactive' link shown in the image below.
    Select mark as inactive

To re-activate a staff's Zoho Invoice account so that his access can be restored.

  1. Navigate to the 'Home' tab.
  2. Click on the 'Users'sub-link.
  3. Go to the user whose account you would like to activate.
  4. Click on the 'mark as active' link shown in the image below.
    Select mark as active

Yes, invoices raised by staff can be viewed by every user (staff or admin) in the organization .

Yes, you can change the role of any user provided you are an admin in your organization.

Follow the instructions below to change the role of a user -

  1. Navigate to the 'Home' tab.
  2. Click on the 'Users' sub-link.
  3. Go to the user whose role you want to change.
  4. To change the role, click on the 'edit' link under the user details section shown in the image below
    Select admin role
  5. If the user has an admin role and you want to downgrade it to staff, select 'staff ' in the role field as shown in the image below
  6. -
    Select staff role
  7. If however the user has a staff role and you want to upgrade it, then select 'admin'

  8. Select staff role
  9. Click on the 'Save' button.

Go to the 'Users' sub-link under the 'Home' tab to view all the users in your organization. You can filter and sort this view as desired.

List users

Filtered And Sort Views

Filtered Views
List users filters

To view only a certain section of the users you can make use of the filters on the top of user list page. By default, all users are shown. For example, to view users who are active just click on the 'Active' link.

The view will be modified to just show the active users. The selected filter will not be underlined and shown in blue. See image below.

List users selected filter
Sort Views
List users sort by You can sort the list of users by using the 'Sort By' drop-down on the users list page. Click on the 'Sort By' drop-down to select the column name on which you want the users list to be sorted. The list of columns are shown in the image below.
User List page sidebar

The sidebar on the users list page provides you

  • a search facility to locate user information and
  • some questions that might occur to you while adding users like "Can I add more users to my account?" e.t.c.

You can perform a search to locate a user. Based on what you know about the user, you can either choose a simple or advanced search.

Simple Search
If you know any word that might have been part of the user's name just enter it in the search box on the sidebar and click on the icon. The results of the search will be displayed as shown in the image below.

User simple search

Advanced Search
If you either lack the information that is required to perform a simple search or you want to narrow down the search results to more relevant users, make use of advanced search. To perform an advanced search, click on the 'Advanced search' link below the search box.

You need to enter one or more of the following fields to perform an advanced search. The fields that you enter here will be a part of the search criteria. The more fields you enter the narrower your search becomes.

Enter the value or any number or word that might have been part of the following fields

  • Username
  • E-mail
  • Customer Name

You need to select the values for the following fields

  • Status - Select the status of users(s) whom you are trying to find.
  • Role - Select the role of users(s) whom you are trying to find.

Click on the search button after you have entered the criteria to view the search results.

Here is another search form that tries to locate all active users with the gmail address. On the right hand side, enter the '@gmail.com' in the 'Click on the active link at the top right hand corner. A list of all the active users is populated. Refer the image below.

User advanced search

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