Roles

A role defines what a user can see and do in your Zoho ERP organisation. It controls the level of access (or permissions) a user has within an organisation.

You can assign roles to the users you add based on their job function, such as sales, accounting, and more. Roles help ensure that users can access only the features and data they need to work on. This makes your ERP organisation secure and easy to manage across all business types.

In Zoho ERP, we have two types of roles:

Users: They have full access to all features, data, and settings in your Zoho ERP organisation. Admins can view and manage all modules and transactions. They can also create roles and assign them to other users to control access in your organisation.
Employees: This role is defined for team members who need to submit expenses, request approvals, and manage work-related finances. Users with this role can create expense reports, request advances, submit purchase requests, and manage travel details.

The roles available in Zoho ERP are:

Role Name	Role Type	Description
Accountant	User	Manages daily accounting tasks such as manual journals, accounts receivable and payable, bank transactions and reconciliation, tax activities, year-end processes, and financial reports.
Admin	User	Has full access to all modules and manages organisation-level settings, including modules, templates, and master data.
Accounts Receivable Manager	User	Manages customer invoices, credit notes, and outstanding receivables, and ensures accurate revenue tracking.
Accounts Payable Manager	User	Manages vendor bills, payments, and debit notes, tracks due dates and approvals, maintains vendor records, and ensures accurate expense reporting.
Developer	User	Builds and extends Zoho ERP using customisations, integrations, automations, APIs, Deluge scripts, and webhooks to connect external systems.
Employee	Employee	Uses Zoho ERP for routine tasks such as payroll access and travel and expense submissions.
Manufacturing Manager	User	Oversees production planning and execution, including work orders, resources, and production schedules.
Payroll Manager	User	Manages payroll processing, salary structures, deductions, statutory compliance, pay runs, payslips, and payroll reports.
Procurement Manager	User	Manages the entire purchase process, from purchase orders to bills and vendor management, while controlling approvals and ensuring timely and cost-effective procurement.
Quality Engineer	User	Performs quality checks and handles non-conformances during production and receiving processes.
Quality Manager	User	Manages the quality management system and oversees audits and compliance requirements.
Shopfloor Worker	User	Reports production activities such as job start and completion, quantities produced, scrap, and downtime.
System Administrator	User	Manages users, roles, permissions, and organisation-wide settings such as integrations and single sign-on (SSO).
Timesheet Staff	User	Logs time spent on tasks, projects, or work orders and submits timesheets for approval.
Travel and Expense Manager	User	Defines travel and expense policies, approval workflows, and reimbursement rules.
Warehouse Manager	User	Manages warehouse operations such as receiving, storage, picking, packing, dispatch, inventory accuracy, and warehouse performance.
Warehouse Staff	User	Handles daily warehouse activities including receiving, transfers, picking, packing, and shipping, while keeping inventory records accurate.
Donation Staff	User	Has access to the Funds, Donors, and Donations modules along with the related preferences.

Create Roles

To create a role in your Zoho ERP organisation:

Go to Settings.
Under Organisation Settings, click Roles under Users & Roles.
In the next page, click New Role in the top right corner.
In the New Role page, fill in the following fields:
- Role Name: Enter the name of the role you’re creating.
- Role Type: Select if the role is a User or an Employee.
- Description: Enter a short description on why you’re creating the role.
- Users in this role can access Zoho ERP only via API: If you enable this option, the users with this role cannot log in to Zoho ERP using the web application. Instead, they can log in and access information only using API or third-party integrations.
- Define Role Permission: Enable the required permissions module-wise. Click Full Access if you want to provide permissions to perform all actions in a module.
Click Save.

The role will be created.

Roles - Operations

View Roles

To view the permissions provided for a role:

Go to Settings.
Under Organisation Settings, click Roles under Users & Roles.
In the next page, hover over the required role, click the More icon, and select View from the dropdown.

The permissions for the role will be displayed.

Clone Roles

If you want to create a role that is similar to an existing one, you can clone the existing role. To do so:

Go to Settings.
Under Organisation Settings, click Roles under Users & Roles.
In the next page, hover over the required role, click the More icon, and select Clone from the dropdown.
In the New Role page, fill in the required details.
Click Save.

The new role will be created.

Delete Roles

If you no longer want to have a role in your organisation, you can delete it. To do so:

Go to Settings.
Under Organisation Settings, click Roles under Users & Roles.
In the next page, hover over the role, click the More icon, and select Delete from the dropdown.
In the confirmation pop-up, click OK.

The role will be deleted.