Getting Started Guide

Manage Portal and Project Users

Employees in your organization must be added as portal users before they are assigned to individual projects. 

Click to learn more about access privileges for modifying users in Zoho Projects.

 Add portal users

  1. Click in the top band.
  2. Navigate to the Manage Users and then click Portal Users.
  3. Click Add User in the upper right corner.
  4. Enter a UserEmail address. You can add multiple email addresses separated by a comma. 
  5. Select a Role and Profile for the users. If your portal is integrated with Zoho Books or Zoho Invoice you can also add user rates.
  6. Select the projects from the picklist to add users to them.
  7. Click Add.
Use caseNo. of users allowed
New sign-ups for free planCan add a maximum of 5 users
Existing free plan accounts with more than 5  usersCan continue with existing users. New users cannot be added unless you deactivate existing users (If the user count drops below 5, the 5 user limit will apply).
Existing free plan accounts with less than 5 usersCan add more users subject to the 5 user limit
Downgrade from paid plan to free planFive users will remain active and the rest will be deactivated
Paid plansStandard: 15 users; Express, Premium, and Enterprise: 25 users. Additional users can be purchased as add-ons.
Client  users in free and paid plansUnlimited client users can be added in all our plans

Deactivate Users

Users can be temporarily deactived from the portal. This will not delete the user. The user will not have access to the portal data and can be activated again if necessary.

  1. Click  in the top band.
  2. Navigate to the Manage Users section and click Portal Users.
  3. Hover over a user and click Deactivate. User will be moved to Deactivated User section.

  1. Activate users from the Deactivated Users Section. Hover over the user and click Activate.

Add project users

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Click Add User in the upper-right corner.
  5. Enter the first few characters of the user's name or select from the pick list. (If the project's billing method is based on the project hours, then you won't see the Rate Per Hour field here.)
  6. Select multiple users to add them in bulk.
  7. Click Add.

  • Select Add New User to add users who are not part of the portal.
    • Enter the email addresses separated by commas.
    • Give each user a Role and assign a Profile. You can add user rates if you have subscribed to Zoho Invoice or Zoho Books and completed the integration.
  • Click Add To List. You can now select the users from the pick list and add them to the project.

An email invite is sent to the added users along with the login credentials.

Edit a Portal User

Edit user Role, Proile, and User rates from Portal User section.  These edits can also be made at an individual project level. You can also apply the user's portal defaults to any project to which they're assigned.

  1. Click  in the top band.
  2. Navigate to the Manage Users section and click Portal Users.
  3. Hover over a user to display available actions.
  4. Click .
  5. Update the Role, Profile, and Rate as needed
  6. Edit the Role and Rate Per Hour for individual projects in the list. (If the Rate Per Hour field for a project shows "NA", it means that project's billing is based on project hours and you won't be able to set a user rate.)
    • To add the user to more projects, click Assign More Projects above the list
    • To apply the user's default values to projects, use the checkboxes to select the projects you want and click Apply Portal Values
  7. Click Update.

Delete a Portal User

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Hover over a user to display available actions.
  4. Click .
  5. Check the box if you want to let the user know they've been removed.
  6. Click Delete User.

Edit a Project User

When you edit a user within a project, the changes you make affect only that project. .

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Hover over a user to display available actions.
  5. Click .
  6. Customize user permissions using the toggle switch.
  7. Click Update.

Customize User Permission

When you edit a user within a project you can also customize their permissions.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Hover over a user and then click .
  5. Click Customize permissions for this user.
  6. Edit permissions as needed and then click Update.

 Clone Customized Permissions

Customized permissions can be cloned from one user and applied to other users.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Hover over a user and then click .
  5. Click and then click Clone Customization.
  6. Select project users from the dialog box and then click Copy Permissions.
  7. Permission set is copied to the selected users.

 Remove Customization

Customized permissions can be removed and the permissions will revert to portal level client permissions.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Hover over a user and then click .
  5. Click and then click Remove Customization.
  6. Permissions will reset to portal level client user permissions.

 Delete a Project User

When you delete a user from a project, they'll be removed from that particular project only but not from the entire portal.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select and navigate to Users from the left-hand panel.
  4. Hover over a user to display available actions.
  5. Click ​.
  6. Check the box if you want to let the user know they've been removed.
  7. Click Delete User.

Bulk Rate Update

Sometimes you might want to set one common rate for all the users who hold the same role in your project (for instance, $80/hour for managers and $35/hour for employees), or even set a common rate for all of the users in the project (for instance, $50/hour for everyone regardless of role). The Bulk Rate Update option makes this easier.

To update user rates in bulk across the portal:

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Click  and select Bulk Rate Update.
  4. Select a Role to update, using the drop-down menu.
  5. Select users by either typing a specific user name into the search field or using the checkboxes to select users from the list.
  6. Enter the new rate in the Update Selected Users field.
  7. Click Apply.
  8. Click Save.

 Follow project users for a selected project

You can follow a project user to know about their project activities. And once you follow a project user, you will be notified about all their project activities in your project Feed. Hover over a project user and click  . You can also choose to Unfollow the user if required.

 Change viewers or followers to project users

You can change viewer or follower into a project user.

In the Users tab, click the drop-down arrow next to Users and select Viewers or Followers to display the list of viewers or followers. Hover over the user and click . The Viewer/Follower is now converted into a Project User.

 Troubleshoot tips

You might get an error message "Unable to add user at this moment. Troubleshoot here."  when you try to add a user. This might happen due to one of the following reasons:

  • The email address might have been registered already with one of our data centers. (An email address registered with the EU data center cannot be registered with our US data center.)
  • Something might have gone wrong at our end. You can either refresh the page and retry or try after sometime.

Contact our support team (support@zohoprojects.com) for more details.

 

 Related Topics

Client Users

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