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User & Roles

Users

A user is someone who has access to your Zoho Books organization. An organization in Zoho Books can have multiple users.

Roles

A role refers to the level of accessibility that a user can have in an organization. In Zoho Books, we have standard roles like:

Admin

An Admin in a Zoho Books organization has complete access to all modules, transactions, and settings. They can create and assign roles for other users in their organization.

Super Admin

In Zoho Books, the Super Admin is a privilege that is automatically assigned to the admin who creates an organization. In addition to the standard admin permissions, the Super Admin has authority over other admins within the organization. There can be only one Super Admin in an organization, and they’re same across all the Zoho Finance applications, including Zoho Invoice, Zoho Books, Zoho Billing, Zoho Expense, Zoho Inventory, Zoho Payroll, Zoho Commerce, Zoho Checkout, Zakya, Zoho Practice, and Vikra of that organization.

Note:

The Super Admin feature may not be available in the Zoho Books organizations you had previously created.

Unique Privileges For a Super Admin

  • Only the Super Admin can set up their organization in other Zoho Finance applications. For example, if you’re a Super Admin in Zoho Books, only you can set up that organization in Zoho Billing, Zoho Expense, and so on.
    • If any other admin wants to set up the organization, they must send a request, and the Super Admin must approve it.
    • Once an admin requests access, the Super Admin will receive an email with the request link. The link will show the list of admins who have requested access. The Super Admin can either choose to accept or reject the request.

Note:

Once the request is approved, the admin can join the organization in the respective Zoho Finance application, and will continue to have the Admin role in that organization.

Note:

If you no longer want to be the Super Admin of your organization, you must assign another active admin to be the new Super Admin. Learn more about making another admin the Super Admin.

Staff

The Staff role is assigned by the admin to other users who can access all modules except reports, settings, and accountant.

Timesheet Staff

The admin can assign the Timesheet Staff role to a user, who can access and log time entries within the Timesheet module.

Staff (Assigned Customers Only)

In Zoho Books, Staff (Assigned Customers Only) is a role that is given to users who are assigned to specific customers. They can access all modules, transactions, and data related to their assigned customers.

User Roles

The default roles in Zoho Books cannot be edited or deleted. Want to create your own role? Try Custom Roles.

Add User

When you create a Zoho Books account, you become the default admin of your organization. Once you are an admin, you can add multiple users with different roles to your organization. Here’s how you can do it:

  • Go to Settings in the top right corner of the page.
  • Select Users under Users & Roles.
  • Click Invite User on the top right corner of the page.
  • Enter the email address, name and the role of the user you’re going to invite to your organization.
  • Click Save.

After doing so, an email will be sent to the new user, from where they have to verify the link and set up a login password to access your Zoho Books organization.

Note: Only users with Admin access can add new users.

New User

Edit User

After you have added a new user, you can edit their data if required. Here’s how:

  • Go to Settings in the top right corner of the page.
  • Select Users under Users & Roles.
  • Click Edit.
  • Make the required changes and click Save.

Note: Only users with Admin access can edit user information.

Edit User

Make Another Admin the Super Admin

If you’re already the Super Admin of your organization and want to make another admin the Super Admin, you can do so at any time. Once done, you will be assigned the Admin role, and the new Super Admin will retain the Super Admin privileges across all Zoho Finance applications of that organization.

Scenario:

Aaron is the Super Admin of his Zoho Books organization. As he plans to leave the organization, he decides to make Patricia, an active admin, the new Super Admin in the organization. With this, Aaron ensures that the organization continues to operate smoothly even after he leaves.

To make another admin as the Super Admin of your organization:

  • Go to Settings.

  • Select Users under Users & Roles.

  • Select the admin you want to mark as the Super Admin.

  • In the pane that appears, click the More icon in the top right corner, and select Make Super Admin from the dropdown.

    Make Super Admin

  • In the confirmation pop-up, click Make Super Admin again.

    Confirmation Pop-up

The selected admin will become the Super Admin for your organization, and you’ll be automatically assigned the Admin role.

Note:

  • Only an admin who is active in all Zoho Finance applications can be marked as Super Admin.
  • Only the existing Super Admin can mark another admin as Super Admin in an organization.

Custom Roles

Apart from the standard roles (such as Admin, Staff, etc.) in Zoho Books, you can add additional roles with different levels of access. These roles are called Custom Roles.

To add a custom role:

  • Go to Settings in the top right corner of the page.
  • Select Roles under Users & Roles.
  • Click the New Role button in the top right corner of the page.
  • Select the modules and the level of access you want to provide for the role.
  • Click More Permissions for additional access options.
  • Click Save.
Custom Role

Additional Fields for Users

By default, the details about a user in Zoho Books includes their name and email address. If you want to add more details apart from this, you would have to create additional fields for users.

To create an additional field for users:

  • Go to Settings in the top right corner of the page.
  • Select User Preferences under Users & Roles.
  • Select the Field Customization tab on top of the page.
  • Click the + New Custom Field button in the top right corner of the page.
  • Enter the Label Name, select a Data Type for it, and fill in the other required details.
  • If the field that you’re going to add is a Personally Identifiable Information (PII), mark it as such under Is this PII?
  • Click Save.
Custom Fields

This new field will be saved under the Field Customization tab. You can perform different actions on it by hovering over the field and clicking the Edit or drop-down arrow next to it.

Custom Field Actions

The custom field(s) that you create under Field Customization will be shown while adding a new user to your organization.

Mark User as Inactive

Sometimes, you might want to restrict a user from accessing your organization. In such a case, you can mark a user as inactive. You can make the user active again if you wish.

To mark a user as inactive:

  • Go to Settings in the top right corner of the page.
  • Select Users under Users & Roles.
  • Select the user you want to mark as inactive.
  • Click Mark as Inactive.
Mark as Inactive

Mark User as Active

In certain scenarios, there may be a need to change the status of an inactive user to active. In Zoho Books, you have the option to mark an inactive user as active.

To mark a user active:

  • Go to Settings in the top right corner of the page.
  • Select Users under Users & Roles.
  • Select the inactive user you want to mark as active.
  • Click Mark as Active.

Delete User

You can delete a user whom you no longer want to give access to your Zoho Books organization.

To delete a user:

  • Go to Settings in the top right corner of the page.
  • Select Users under Users & Roles.
  • Select the user whom you want to delete.
  • Click Delete.
Delete User

Do you want to restrict access for a user to your Zoho Books organization, but don’t want to delete them? Mark the user as inactive.

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