Profile Permissions

Profiles in Zoho CRM help you define permissions for a set of users. For instance, the permissions required for a person from your Sales team might differ from the permissions required by a person on the marketing team. You can define the permissions for each profile as needed and specify the profile when adding a user.

Default Profiles

By default, two profile permissions are provided. You can only change the permissions for module and no other customization is possible. The two default profiles are :

  • Administrator Profile: This profile has access to all the features in your Zoho CRM account.
  • Standard Profile: This profile has limited access to the features in your Zoho CRM account.

Profile Permission Required: Users with the Manage Profiles permission in their profile can access this feature.

Create Profiles

  1. Go to Setup > Security Control > Profiles.
  2. Click on + New Profile.
  3. In the Create new profile page:
    • Enter the name of the new profile
    • Choose the profile which should be cloned.
    • Specify a Profile Description, if needed.

  4. Click on Create.

Clone Profiles

At times you may want to clone profiles to create similar ones and customize them as needed. To clone a profile, click on the more button next to the profile name and click on Clone.

Managing Profile Permissions

To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem customizing them as needed. You can enable or disable permission with a single click rather than having to go through the hassle of disabling each checkbox. Because your changes are instantly saved, you don't have to worry about losing your progress.

List of Permissions

The module permissions are grouped in the same way that they appear in CRM and the Setup permissions are grouped like they are in the Setup page, making it easier for you to find them. There are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.

Module Permissions

With module permission you can define which module(s) the users associated with a particular profile will have access to. You can also specify what actions they can perform.

Basic permissions

Basic permissions are based on the modules. The permissions for different actions can be changed using the check box in the drop-down next to each module permission. Some of the common actions include.

  • View
  • Create
  • Edit
  • Delete
  • Share

Advanced permissions

Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisites are also enabled. For example, a user can use the Mass Email function only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.


  • If you have disabled an advanced permission, and you later disable and re-enable a basic permission associated with it, the advanced permissions won't be automatically renabled. You will need to manually re-enable the appropriate permissions.

Import / Export Permissions

PermissionDescriptionRequired PermissionSupported Modules
Import Own RecordsImport records owned by current user.CreateLeads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Events and Custom Modules.
Import Organization Records
Import all records owned by the users in the organization.CreateLeads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books and Custom Modules.
Export records from each module.ViewLeads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Users, Vendors, Tasks, Price Books, Events, Quotes, Calls, Sales Orders, Notes, Purchase Orders, Competitors, Invoices, Forecasts and Custom Modules.

Send Email Permissions

PermissionDescriptionRequired PermissionSupported Modules
Send Email
Modules from which you can send email.ViewLeads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orders, Deals and Custom Modules.
Mass EmailModules from which you can send mass email.Send EmailLeads, Contacts, Deals and Custom Modules.
Delete Email
To delete emails from the related lists in the record's detail page.Send EmailLeads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orders, Deals and Custom Modules.

Tool Permissions

PermissionDescriptionRequired PermissionSupported Modules
Mass Update
Update several records at once.EditLeads, Accounts, Contacts, Deals, Activities, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Quotes, Sales Orders, Purchase Orders and Invoices.
Mass Delete
Delete several records at once.
Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors and Price Books.
Change Owner
Change the owner of a record.ViewLeads, Contacts, Accounts, Deals, Campaigns, Events, Tasks, Calls, Quotes, Sales Orders, Invoices, Products, Vendors, Price Book, Purchase Orders, Solutions, Cases and Custom Modules
Mass Transfer
Transfer records from one user to another based on a criteria.Change OwnerLeads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, and Price Books.
Convert a record form one module to another. For example, converting a Lead to Contact.ViewLeads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders).
Mass ConvertConvert multiple records form one module to another. For example, converting multiple Leads to Contacts.ConvertLeads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders).

Other Permissions

PermissionDescriptionRequired PermissionSupported Modules

Print View

View all List view records in a module in the printable mode.ViewLeads, Contacts, Accounts, Deals, Campaigns, Activities, Quotes, Sales Orders, Invoices, Products, Vendors,  Price Book, Purchase Orders, Solutions, Cases and Custom Modules

Sheet View

View, add and update records from the module using Spreadsheet.
Create and Edit
Leads, Contacts, Accounts, Deals, Campaigns, Vendors, Solutions, Cases, Products, Price Books and Custom Modules
Find and MergeFind and merge the duplicate records.
Leads, Accounts, Contacts and Vendors.

Manage Custom List View

Create custom list views.ViewAll Modules.

Setup Permissions

Setup permissions can be used for defining the configuration of different features in Zoho CRM. These permissions let you decide if the user associated with this profile can manage Template, Automation, Webform and Data Administration. Since Setup permission is not something that is generally given to all users, you have the option of disabling all of the Setup permissions at one go.

Admin Level Permissions

User ManagementPermission to manage users, roles, profiles, groups and data sharing.
Modules CustomizationCustomize Modules, Tab Groups, Web Tabs, Fields & Links, Layouts, Related Lists, and Business Card View


  • Only users with the Administrator profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, CRM Variables, Copy Customization, Organization Email and Currency.

Email & Templates

Email & Chat Settings
Manage BCC Dropbox, Mail Integration and Zoho Chat bar.
Manage Templates
Manage Email, Inventory and Mail Merge templates.


PermissionsDescriptionSupported Modules
Manage Workflow
Create workflow rules and associate workflow alerts, tasks, field updates, web hooks, custom functions and manage approval process with them.All Modules.
Case Escalation RulesConfigure an case escalation rule with which the case can be escalated to other members in the organizational hierarchy.Cases.
Assignment Rules
Create assignment rules to automatically assign the ownership of the records that are imported or generated from web forms.Leads, Contacts, Cases and Custom Modules.


PermissionsDescriptionSupported Modules
Manage Webform
Design and publish web forms in order to collect customer / visitor data.Leads, Contacts, Cases and Custom Modules.
ApprovalSpecify the rule criteria, the approval authority and also actions that need to be carried out on approval or rejection.Leads, Contacts, Cases and Custom Modules.
Unsubscription Form
Embed the Un-Subcription Form on your website, or paste as a link in email templates to provide the customer with an option to stop receiving email from your organization.NA

Data Administration


Migrate data from other CRM

Enable the ability to migrate data from other CRM.
Import HistoryView the import history of modules.
View Storage DetailsView the storage details of the account.

Extension Permissions

This section lets you define permissions for Extensions, CRM API and Social settings. These permissions deal with how Zoho CRM communicates with third-party integrations. Additionally, there are other permissions for Zoho Apps, Google Apps, CRM API, and Social settings.


Track visitors on the website.
SupportMonitor support tickets from within CRM.
Phone BridgeMange incoming and outgoing calls from within CRM.
MeetingHost meetings and screen sharing sessions with customers.
ProjectsCreate, collaborate and collage the project activities inside CRM.
Books Manage your invoices, bills, banking and inventory inside CRM.
InvoiceCreate and manage Invoices inside CRM.
ExpenseAutomate expense recording from receipts and credit cards inside CRM.
SubscriptionManage recurring billing and payments efficiently inside CRM.


Sync with Google ContactTo synchronize contacts between Google contact and Zoho CRM.

Sync with Google Calendar

To synchronize Google and Zoho CRM calendars.

Google Ads

Track your Google Ads investments inside CRM.


Plug-in for Microsoft-OutlookEnable Plug-in for interaction with Microsoft-Outlook.

Plug-in for Microsoft-Word

Enable Plug-in for interaction with Microsoft-Word for creating Mail Merge template.
CRM Mobile Apps AccessEnable this for allowing the user to access CRM through mobile app.




Access the Zoho CRM API for integrating CRM modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others


Social Admin
Enable the user associated with this profile to have social administrator access.
Social Tab
Enable the social tab for the user.
Add Social Profiles in recordThis needs to be enabled for the user to integrate their social accounts in CRM.
 Delete a Profile

Delete Profile

You may want to delete profiles that are not in use.

  1. Hover the cursor over the profile you wish to delete and click on the more button that appears
  2. Click on delete.
  3. In the confirmation page click Delete again.


Note :

  • When you want to delete a profile that is associated with a user, you will be prompted to transfer the user to another profile before deleting them.
  • To know which users are associated with the profile, click on the more button in the Profile View page and select View Users.

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