Users & Roles

You can collaborate with your employees and accountants 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.


Adding Users

Zoho Books allows you to add users. Here’s how:

If a user has not accepted your invite, you can hover over the user name, click the Gear icon and select Invite again.
Change User Status

Note: In case the user is already registered with Zoho Books he can login straight away to the account using his credentials.


User Roles

Users can access the modules based on their role. In Zoho Books, the types of pre-definedroles that can be assigned to users are as follows:

Roles Description
Admin Unrestricted access to all the modules. Usually this role is assigned to partners and accountants.
Staff Access to all modules except reports, settings and accountant.
Timesheet Staff A user with this role can only log time spent on a particular project and has no access to any other modules.
Staff - Assigned Customers Only This user can be assigned to certain customers to take care of their transactions.

Note: The above pre-defined roles can’t be edited. If you want to create a role with specific permissions, click here.


Changing User Status

Sometimes, you might want to restrict or prevent a user(s) from accessing your Zoho Books account. You might not want to delete the user permanently but withdraw their access to the account. In such cases, you can mark them as ‘Inactive’. This ensures that the person is no longer able to your Zoho books but remains listed as a user. You can also reactivate the user(s) if you want him to use Zoho Books again.

To change the user’s status, follow these steps:


Adding Custom Roles

You can create additional roles for users based on your business needs. To create a custom role, follow these steps:


Deleting Users

To delete a user follow these steps:

Note

  1. Only an admin can delete users.
  2. An admin(s) cannot delete their own account.
  3. At any given point of time, there has to be at least one admin for the organization in Zoho Books.

Adding Custom Fields

Custom Fields for users allow you to quickly and easily add data against fields created by you. For example, you might want to add the phone numbers of all your users. You can just add a custom field called Phone Number against which you can enter the user’s number. Let’s see how to add custom fields:

Fields Description
Label Name Enter a name for your new custom field.
Data Type Select the type of data you enter into a system. It can be text, number, amount, etc.
Is Mandatory Mark this option as Yes, if you want the custom field to be a mandatory one, i.e, it shouldn’t be left blank.

The order of the Custom Fields can be changed in two ways

1. Click the Change Order button on the top right corner of the page.
Custome Field Order

or

2. Drag and drop the grid icons on the left side of the custom fields.
Arrange Custom Fields

The actions associated with the custom fields can be viewed by hovering your cursor over any custom. The various actions include Mark as Inactive, Edit and Delete.
Custom Field Actions

The 12 data types supported by Zoho Books are:

Data Type Name Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organization’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Generate Number While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called ‘Expense Reference’ and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Restricting user access to a set of customers

Zoho Books allows you to create a custom role for a user(s) in which they can create, view and edit transactions for specific customers. You can then assign the user as a contact owner for that contact.

While creating a custom role, you can set permissions such that anyone in this role can only access and add new transactions only for assigned customers in the Contacts section.

In the users list page, hover the cursor over the name of the user, click on the Gear icon and select the option View Customers to view the customers the user has been assigned to.

User View Customers

Click here to learn more about assigning a user to a contact.

Note: Only Admin users can create custom roles, users and assign contact owners.


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