Users & Roles
You can collaborate with your employees and accountants in Zoho Billing, by inviting them as users, and providing role based access. Since Zoho Billing is an online application, multiple users can access it and work from any location.
User
A user is someone who has access to your Zoho Billing organization. An organization in Zoho Billing can have multiple users.
Adding Users
When you create a Zoho Billing account, you become the default admin of your organization. Once you are an admin, you can add multiple users with different roles to your organization. Here’s how you can do it:
- Navigate to Settings > Users & Roles > Users.
- Click Invite User.
- Enter Email address and Name of the user.
- Select a Role.
- Click Send to send the email invitation.
After doing so, an email will be sent to the new user, from where they have to verify the link and set up a login password to access your Zoho Billing organization.
Note:
Only users with Admin access can add new users.
Editing Users
After you have added a new user, you can edit their data if required. Here’s how:
- Navigate to Settings > Users & Roles > Users.
- Select the user whose details you want to change.
- Click Edit.
- Make the required changes.
- Click Save.
Note:
Only users with Admin access can edit user information.
Mark User as Inactive
Sometimes, you might want to restrict a user from accessing your organization. In such a case, you can mark a user as inactive. You can make the user active again if you wish.
To mark a user as inactive:
- Navigate to Settings > Users & Roles > Users.
- Select the user you want to mark as inactive.
- Click Mark as Inactive.
Mark User as Active
You can make an inactive user active again. Here’s how:
- Navigate to Settings > Users & Roles > Users.
- Select the inactive user you want to mark as active.
- Click Mark as Active.
Deleting Users
To delete a user, kindly follow these steps:
- Navigate to Settings > Users & Roles > Users.
- Select a user.
- Click More > Delete.
- Click Delete to confirm.
Note:
- Only an Admin can delete users.
- An admin cannot delete his or her own account.
- At any given point in time, there has to be one admin.
Roles
A role defines the level of access a user has within your Zoho Billing organisation. You can view and manage all roles by navigating to Settings > Users & Roles > Roles.
The Roles page displays all existing roles with their name and description. From here, you can create new roles, clone existing ones, edit access permissions, or delete roles that are no longer needed.
Default Roles
Zoho Billing comes with the following default roles:
| Role | Description |
|---|---|
| Admin | Unrestricted access to all modules. |
| Staff | Access to all modules except products, reports and settings. |
| TimesheetStaff | Access limited to timesheet-related modules. |
Default roles cannot be deleted, but can be cloned.
Custom Roles
Apart from the default roles, you can create additional custom roles with different levels of access. When creating a custom role, you can configure permissions for each module individually.
To add a custom role:
- Navigate to Settings > Users & Roles > Roles.
- Click New Role in the top right corner of the page.
- Enter a Role Name and an optional Description.
- Select the modules and the level of access you want to provide for the role.
- Click More Permissions for additional access options within specific modules.
- Click Proceed to configure segmented access control (if applicable).
- Click Save.
Set Up a Customer Owner Custom Role
This feature is currently in early access. Reach out to our support team at support@zohobilling.com to enable this feature for your organization.
If you want to dedicate specific employees to manage individual customers handling their transactions, tracking their billing history, and providing personalized service, you can do this in Zoho Billing by setting up a custom role and assigning users as Customer Owners. You can either create a new role or clone an existing role and configure the customer owner permission.
Patricia Boyle, the billing manager at Zylker Inc., wants to assign specific account executives to manage high-value customers. By setting up Customer Owners, she ensures that each executive can only view and handle the customers assigned to them, keeping the data organized and access controlled.
To set up customer owner role:
- Log in to your Zoho Billing organization.
- Go to Settings > Users & Roles > Roles.
- You can clone an existing role or New Role in the top right corner of the page.
- Enter a name for the role (for example, Staff - Assigned Customers Only).
- Under the Customers section, configure the module-level permissions (View, Create, Edit, Delete) as required.
- Check Allow users to handle the data and transactions for assigned customers only.
- Configure permissions for other modules as needed, and click More Permissions for additional access options.
- Click Save.
Once saved, this role will appear as a new role. Any user assigned this role will only be able to manage the customers assigned to them.
Assign a User With Customer Owner Role
- Go to Settings > Users & Roles > Users.
- Click Edit on an existing user, or click Invite User to add a new user for whom you’d like to assign the customer owner role.
- Enter the Email Address and Name of the user.
- Select the role you created from the dropdown.
- Click Send.
Once the user accepts the invite, they will appear in the Users list with a note indicating they can access assigned customers only.
Assign a Customer Owner
Once the role and user are set up, you can assign the user as a Customer Owner from the customer’s details page.
- Go to Customers on the left sidebar.
- Select the customer you want to assign an owner to.
- Click More in the top right corner of the customer’s details page.
- Select Assign Customer Owner from the dropdown.
- In the popup that appears, select a user from the Select User dropdown.
- Click Assign.
The selected user will be set as the owner of that customer and will be able to access that customer’s data and transactions.
You can also assign Customer Owners from the New/Edit Customer page or in bulk from the Customers module.
Clone a Role
If you want to create a new role with similar permissions to an existing one, you can clone it and make the necessary changes instead of starting from scratch.
- Navigate to Settings > Users & Roles > Roles.
- Hover over the role you want to clone and click the More icon.
- Select Clone.
- Modify the role name and permissions as needed.
- Click Save.
Edit a Role
To modify the permissions of an existing role:
- Navigate to Settings > Users & Roles > Roles.
- Click the role name you want to edit, or hover over the role and click the More icon and select Edit Access Control.
- Make the required changes to the permissions.
- Click Proceed and then Save.
Delete a Role
To delete a custom role that is no longer needed:
- Navigate to Settings > Users & Roles > Roles.
- Hover over the role you want to delete and click the More icon.
- Select Delete.
- Click Delete to confirm.
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