Users and Roles

Users

A user is someone you allow to log in and work in your Zoho ERP organisation. Users can come from any business area such as finance, sales, operations, and more.

Each Zoho ERP organisation can have multiple users, and each of them can be assigned with specific roles and permissions based on what they need to perform in your Zoho ERP organisation. This helps multiple people in your business use the same ERP organisation, while letting them access the information they need.

Add Users

When you create a Zoho ERP organisation, you become the default Admin of your organisation. Next, you can add multiple users in your organisation, and assign them the required roles. To do so:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, click + Invite User in the top right corner.
• In the Invite User page, fill in the following fields:
  • Name: Enter the name of the user you’re inviting.
  • Email Address: Enter the email address of the user.
  • Role: Assign the required roles to the user. You can select more than one role.
• Click Save.

The invite will be sent to the user. To accept the invite, they must click Accept Invitation in the email received, and join your organisation.

Users - Operations

Edit Users

To edit an user in your Zoho ERP organisation:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, select the user you want to edit.
• In the right pane, click Edit in the top right corner**.**
• In the Edit User page, make the required changes.
• Click Save.

The user’s details will be updated.

Invite Users Again

If the user didn’t receive the invitation email, you can send it again. To do so:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, select the user you want to invite again.
• In the right pane, click the More icon in the top right corner, and select Invite Again from the dropdown.

The invitation to join your organisation will be sent to the user’s email address.

Mark Users as Inactive

If you don’t want a user to access your organisation, but don’t want to delete them, you can mark them as Inactive instead. To do so:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, select the user you want to mark as Inactive.
• In the right pane, click the More icon in the top right corner, and select Mark as Inactive.

The respective user will be marked as Inactive. To make the active again, follow the same steps and select Mark as Active.

Delete Users

If you no longer want a user to access your organisation, you can delete them. Here’s how:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, select the user you want to delete**.**
• In the right pane, click the More icon in the top right corner, and select Delete from the dropdown.
• In the confirmation pop-up, click Delete again.

The user will be deleted from your organisation.

Export Users

To export the users from your Zoho ERP organisation:

• Go to Settings.
• Under Organisation Settings, select Users under Users & Roles.
• In the next page, click the More icon in the top right corner, and select Export from the dropdown.
• In the Export Users pop-up, fill in the following fields:
  • Export Template: Choose a template to export the users. If you don’t have one, click + New Template from the dropdown.
• Decimal Format: If your export data contains any amounts, select a preferred decimal format.
• Export File Format: Choose the preferred format to export your data. The available formats include CSV, XLS, and XLSX.
• Include Sensitive Personally Identifiable Information (PII) while exporting: Enable this option if your export file contains any PII data.
• File Protection Password: Enter a strong password to encrypt your export file, if required.
• Click Export.

The users will be exported, based on preferred file format.