User & Roles

Users

A user is someone who has access to your Zoho Books organization. An organization in Zoho Books can have multiple users.

Roles

A role refers to the level of accessibility that a user can have in an organization. In Zoho Books, we have standard roles like:

Admin

An Admin in a Zoho Books organization has complete access to all modules, transactions, and settings. They can create and assign roles for other users in their organization.

Staff

The Staff role is assigned by the admin to other users who can access all modules except reports, settings, and accountant.

Timesheet Staff

The admin can assign the Timesheet Staff role to a user, who can access and log time entries within the Timesheet module.

Staff (Assigned Customers Only)

In Zoho Books, Staff (Assigned Customers Only) is a role that is given to users who are assigned to specific customers. They can access all modules, transactions, and data related to their assigned customers.

The default roles in Zoho Books cannot be edited or deleted. However, you can modify their access control. You can also create custom roles with more specific access permissions.

Add User

When you create a Zoho Books 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:

Go to Settings in the top right corner of the page.
Under Organization Settings, select Users under Users & Roles.
Click Invite User on the top right corner of the page.
Enter the Name and Email Address of the user you want to invite.
Select the Role for the user.
Under Restrict Access To:
- If Locations is enabled in your organization, go to the Locations tab and select the locations to assign to the user.
- If Advanced Reporting Tags is enabled in your organization, the reporting tag for which access control is enabled will appear as a tab. Select it and choose the tag options to assign to the user.
Review the selected locations and tag options in the ASSOCIATED VALUES pane on the right.
Click Save.

Once saved, an email will be sent to the new user. They need to verify the link and set a password to access your Zoho Books organization.

Users can access only the records that match all the values associated with them.

Scenario: Patricia is a user associated with the Head Office location and the Sales department. She can view only the transactions tagged to Sales in Head Office but cannot view transactions tagged to Marketing or those from other locations.

Note:

The records a user can access depend on the segmented access control configured at the role-level and the values associated at the user level.
Only users with Admin access can add new users.

Edit User

After you have added a new user, you can edit their data if required. Here’s how:

Go to Settings in the top right corner of the page.
Under Organization Settings, select Users under Users & Roles.
Click Edit.
Make the required changes.
Click Save.

Note: Only users with Admin access can edit user information.

Custom Roles

Apart from the standard roles (such as Admin, Staff, etc.) in Zoho Books, you can add additional roles with different levels of access. These roles are called Custom Roles.

To add a custom role:

Go to Settings in the top right corner of the page.
Select Roles under Users & Roles.
Click the New Role button in the top right corner of the page.
On the General tab, enter the Role Name.
Add a Description if required.
Select the modules and the level of access you want to provide for the role.
Click More Permissions for additional access options.
Click Proceed.
On the Segmented Access Control tab, select the module to which you want to apply access control.
Click Save.

Configure Access Control for Roles

You can configure access to entities based on a module, such as Locations, Reporting Tags, or Banking. Once configured, users with that role can view and modify only the records that match the selected access.

For example, if access to Transactions is configured based on Locations, users can view and modify transactions only for the locations associated with them.

To configure the access control for a role:

Go to Settings in the top right corner of the page.
Select Roles under Users & Roles.
Hover over the role you want to edit and click the More icon.
Select Edit Access Control for default roles, or Edit for custom roles.
Under the Segmented Access Control tab, select the module to which you want to apply access control.
Click Save.

Additional Fields for Users

By default, the details about a user in Zoho Books include their name and email address. If you want to add more details apart from this, you would have to create additional fields for users.

To create an additional field for users:

Go to Settings in the top right corner of the page.
Under Organization Settings, select User Preferences under Users & Roles.
Select the Field Customization tab on top of the page.
Click the + New Custom Field button in the top right corner of the page.
Enter the Label Name, select a Data Type for it, and fill in the other required details.
If the field that you’re going to add is a Personally Identifiable Information (PII), mark it as such under Is this PII?
Click Save.

This new field will be saved under the Field Customization tab. You can perform different actions on it by hovering over the field and clicking the Edit or drop-down arrow next to it.

The custom fields that you create under Field Customization will be shown while adding a new user to your organization.

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:

Go to Settings in the top right corner of the page.
Under Organization Settings, select Users under Users & Roles.
Select the user you want to mark as inactive.
Click Mark as Inactive.

Mark User as Active

In certain scenarios, there may be a need to change the status of an inactive user to active. In Zoho Books, you have the option to mark an inactive user as active.

To mark a user active:

Go to Settings in the top right corner of the page.
Under Organization Settings, select Users under Users & Roles.
Select the inactive user you want to mark as active.
Click Mark as Active.

Delete User

You can delete a user whom you no longer want to give access to your Zoho Books organization.

To delete a user:

Go to Settings in the top right corner of the page.
Under Organization Settings, select Users under Users & Roles.
Select the user whom you want to delete.
Click Delete.

The user will be deleted.

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