Assigning Users and Applications

You can add users to your organization and grant them access to the individual applications in Zoho CRM Plus. This allows you to manage users and their application access to Zoho CRM Plus's different features and functions, making it easy to limit who has access to the different types of data within your organization.

For example, customer support personnel may need access to Zoho Desk and Survey, but not SalesIQ or Reports.

CRM Plus Administrators are responsible for managing user access for your organization. They can perform the following actions:

Note: The total number of users you can add depends on the number of user licenses you have purchased. For example, if you purchased 40 licenses, you can add a total of 40 unique users to Zoho CRM Plus. This does not mean you have to add 40 unique users to each application.

Customizing mandatory fields: The following table lists the applications in CRM Plus, fields that must be assigned in each application when users are granted access, and how to customize the details displayed in these mandatory fields.

ApplicationFields to be AssignedCustomization
CRM
Roles, Profiles
To learn more about creating roles and profiles, click Security Management.
Desk
Roles, Permissions, Departments
To learn more about creating roles, profiles, and departments, click User Administration.
Campaigns
Roles
Select the standard roles defined in Zoho Campaigns. Users can be assigned roles such as 'Staff', or 'Admin'. You can assign the following privileges to provide users with different access levels.
1. Admin
2. Users
To learn more, click Manage Users and Manage Privilege Settings.
Survey
Departments, Department Roles
To learn more about creating departments, click Enterprise Setup in the User Guide.
Projects
Roles, Projects, Project Roles
To learn more about creating roles and projects, click Projects.
SalesIQ
Roles, Departments
To learn more about customizing departments, click Associate User to Department.
Social
Roles, Brands, Brand Roles
Customize BrandsRoles, and Brand Roles in Zoho Social.
Reports
Roles
In Zoho Reports, a user can be an 'Administrator', 'Database Owner', or 'Normal User'. To learn more, click Managing Users in Zoho Reports.

Add Users

Adding new users to CRM Plus is a breeze, but there are a few things to know. The total number of users you can add depends on the number of user licenses you have purchased. For example, if you have purchased 40 licenses, you can add a total of 40 unique users to Zoho CRM Plus.

When users are added to Zoho CRM Plus, an email invite will be sent to them. Users will be added as active users only if they accept the invitation. Until then, the status of the users will be 'pending'.

Adding Unlimited Users in Projects and Desk application

You can add unlimited users in Projects and Light Agents in Desk when you assign applications to users. For example, you can assign a user to Projects, as a Light Agent in Desk, or assign the user in both these applications.

However, if you assign any other application to a user who is already a Light user in Desk, the user will be added according to the number of user licenses you have purchased. Users who are assigned to Projects or as Light Agents in Desk or in both these applications are called Light Users.

For example, let's say you want to add SalesIQ or Campaigns to a user who is already assigned to Projects or as Light Agent in Desk. The user will be added only if you have user license available for that user in Zoho CRM Plus.

After you add and grant access to users, you can unassign or disable application access for them. The access privileges available for each application will differ based on the user's status. For example, if a user with the 'pending' status is assigned to Campaigns and SalesIQ, you'll find Edit and Unassign options displayed when you hover the cursor below the Campaigns column corresponding to that username in the Users page. For SalesIQ, you'll see the Edit, Enable, or Disable option. You can click Edit to update application access, or click Disable / Unassign to remove application access for that user in the respective application.

The following table lists the applications and access privileges applicable for each application for pending and active users.

Application NameAccess Privileges for Pending UsersAccess Privileges for Active Users
CRM
Edit, Enable, or Disable
Edit, Enable, or Disable
Campaigns
Edit, Unassign
Edit, Enable, or Disable
Desk
Edit, Enable, or Disable
Edit, Enable, or Disable
SalesIQ
Edit, Enable, or Disable
Edit, Enable, or Disable
Survey
Edit, Unassign
Edit, Enable, or Disable
Social
Edit, Unassign
Edit, Enable, or Disable
Projects
Edit, Unassign
Edit, Unassign
Reports
Edit, Unassign
Edit, Enable, or Disable
Motivator
Edit, Unassign
Edit, Enable, or Disable

To add a user:

  1. Access the Admin Panel. The Users tab will be selected with the Users page displayed on the right side of the page.
  2. Click Add User. You'll see the Add User page.
  3. Enter the new user's Email Address in the text box.
  4. Select the check boxes corresponding to the applications you'd like that user to have access to. You will only see applications for which you have administrative privileges.
  5. Fill in the required application fields for all applications you would like to assign.
  6. Click Add. An invitation will be sent to the user.

Notes:

  • If Zoho Motivator is configured for your CRM Plus account, when you select CRM for a user, then assign them a role and profile, the user will be automatically added to Motivator as well.

Assign CRM Plus Administrators

To assign users as CRM Plus Administrators:

  1. Click the Users tab displayed to the left of the page. You will see the list of users with the applications assigned to them.
  2. Click Add Admin.
  3. Click inside the text box in the Add Admin popup window and enter the user's name or email address, if you know it. A dropdown list will appear, displaying any matching user names.
  4. Select the username. Their profile and name will be displayed in the text box. Repeat this step to add more users as administrators if required.
  5. Click Add.

Note:

  • Only active users can be added as CRM Plus Administrators.

Assign Applications to Users

To assign applications to a user:

  1. In the Users page, hover the cursor over the column displayed below an application name corresponding to a user's name.
  2. Click Enable Access. The Assign Applications popup window will appear.
  3. Select the check boxes corresponding to the applications you'd like to add. You will only see applications for which you have administrative privileges.
  4. Fill in the required application fields for all applications you would like to assign.
  5. Click Assign.

Notes:

  • Click a username to the left of the Users page. A panel will slide out to the right of the page. Click +Add , displayed next to the Applications section in the sliding panel. The Assign Applications popup window will appear with a list of applications based on your privileges. Select the check boxes corresponding to the applications you'd like to add. Fill in the required fields, then click Assign. The application assigned to the user will be displayed in the sliding panel.
  • You can also assign application to users from the Applications tab. Navigate to the Applications page, hover the cursor over an application name and click the +Add User link. The Add User popup window will display a range of fields based on the application selected. Enter the email address of users you want to add, fill in the required fields, then click Add User to assign the users.

View Applications Assigned to Users

To view applications assigned to a user:

  1. Navigate to the Users page. You'll see the list of users and applications assigned to them.

    You can also choose to view All, Active, Inactive, Pending, Light users or Admin users by clicking the arrow button next to Active Users. When you click the down arrow, a dropdown menu will appear, allowing you to select the type of users you'd like to view.
  2. If you want to view the roles and permissions assigned to a user, click the username on the left of the Users page. You'll see a panel slide out to the right of the page with the user name, email address, list of applications, and the role and profile assigned to that user in each application.
  3. Click () to close the sliding panel.

Deactivate or Activate Users

To deactivate or activate a user:

  1. Click the username to the left of the Users page. A panel will slide to the right of the page with the user's profile and the list of applications assigned to the user.
  2. Click Activate or Deactivate to change the status of the user.

  3. Click () to close the sliding panel.

Update Application Access for Users

To update application access for a user:

  1. In the Users page, hover the cursor over a column displayed below the application name corresponding to a username. If the user is already assigned to that particular application, options to Edit, Disable or Enable, or Unassign application access will appear depending on the applications assigned to the user.
  2. Click Edit and make whatever changes you need in the Update User popup window and then click Update.

Note:

  • You can also click a username to the left of the Users page. A panel will slide to the right of the page. Navigate to the Applications section and hover the cursor over an application name. There will be options to Edit, Disable or Enable, or Unassign the application. Click Edit and make changes in the Update User popup window and then click Update.

Disable or Enable Application Access for Users

To disable or enable application access for a user:

  1. In the Users page, hover the cursor over a column displayed below the application name corresponding to a user's name. Options to Edit, Disable or Enable, or Unassign access will appear based on the user's status and application assigned.
  2. Click Disable or Unassign to remove application access for that user. You will see a message that the user is deactivated.
  3. To reenable access, hover the cursor over the disabled application and click Enable. You'll see a message that application access is activated for that user.

Notes:

  • Click a username from the list on the left of the Users page. A panel will slide to the right of the page. Hover the cursor over an application name displayed in the Applications section in the sliding panel. Options to Edit, Disable or Enable, or Unassign will appear. Click Disable or Unassign to remove application access for that user. To reenable access, hover the cursor over the disabled application and click Enable.
  • If Zoho Motivator is configured for the user, when the user's access to CRM is disabled, the user will be automatically removed from Motivator as well. If application access is enabled for the user in CRM again, the user will be active in CRM as well as Motivator.

Resend Invitation to Users

If you are an administrator in Zoho CRM Plus, you can resend invitation to pending users or delete them.

To resend invitation to a user:

  1. In the Users page, click a username whose status is 'pending' from the left of the page. You will see a panel slide to the right with the user's profile and list of applications assigned to that user with Deactivate or Activate, Re-send Invitation, and Delete buttons.
  2. Click Resend Invitation. You will be notified that an invitation is sent to the user.
  3. Click () to close the sliding panel.

Delete Pending Users

To delete a pending user:

  1. In the Users page, click a username whose status is 'pending' from the left of the page. You will see the user's profile and list of applications assigned to that user with Deactivate or Activate, Re-send Invitation, and Delete buttons in the sliding panel on the right.
  2. Click () to delete the user.
  3. Click () to close the sliding panel.

Revoke Administrative Privileges for a User

If you are a CRM Plus Administrator or an Owner, you can revoke administrative privileges for users if required. To do so:

  1. In the Users page, click the down-arrow button displayed next to Active Users and select Admin Users from the dropdown menu. You'll see the list of administrators displayed on the left.
  2. Select an administrator's name. You'll see a panel slide out to the right of the page with the details of the user and list of applications assigned to them.
  3. Click Unassign.
  4. Click () to close the sliding panel.

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