Team Modules in Zoho CRM: Empower Every Team, Break Silos and Boost Collaboration

Team Modules in Zoho CRM: Empower Every Team, Break Silos and Boost Collaboration

Hello Everyone,

The ultimate goal of every business is to achieve customer delight—and achieving customer delight cannot happen with the effort of a single person or team. At Zoho CRM, we believe that it’s a shared mission that spans across your entire organization. From Sales and Pre-sale to Marketing, Onboarding, and beyond, every team plays a role in shaping the customer's experience.

While sales teams are the champions that lead customer conversions and make the tough negotiations with prospects, the ultimate clinching of a business deal is the result of cumulative efforts of multiple minds. So instead of limiting Zoho CRM's capabilities to just one team, we introduced Teamspaces to onboard multiple customer-facing teams onto the CRM platform.

However, how do these teams work in the CRM system? 

Presenting Team Modules, a powerful new way to empower all customer-facing teams with the tools they need to manage relationships and contribute to business success.

With Team Modules, each department within a team can build and manage their own processes directly within Zoho CRM; there will be no need to rely solely on central admins. This enables cross-functional teams to work in sync toward a common goal: delighting your customers, every single day.


In this post, we’ll walk you through how Team Modules fit into Zoho CRM, the availability of automation within them, manage team users, and enable seamless coordination through requests.

How do Team modules fit into Zoho CRM? 

In traditional CRM setups, the authority to configure processes across all teams typically rests with central admins — a necessary measure to ensure data privacy and consistency. However, this often creates bottlenecks, delaying essential internal processes.



With Zoho CRM for Everyone, we’ve changed that. Now, multiple customer-facing teams can operate from within their dedicated Teamspaces and each teamspace can have its own Teamspace Admin, who oversees the activities and workflows specific to that team. Learn more.

Within every Teamspace, processes can be configured and executed through Team Modules. Team modules are customizable modules that enable teams to set up their own workflows and manage data independently. Learn more.

Let's take the example of the Sales team. They may handle multiple processes such as Customer Conversions, Sales Administration, Renewals, and more. Each of these processes is typically managed by different departments. These departments with their own processes and responsibilities can be captured via Team Modules.

To ensure data security and integrity, Team Modules come with module-level access controls that let you manage permissions with precision. Team Modules include different types of users or roles:
  • Team module admins,
  • Managers,
  • Members,
  • Participants, and
  • Requesters.
From our example above, the department heads for each sales process in the sale team can be assigned as team module admin. Team members from the department can be assigned with other types of users or personas depending on their roles and responsibilities.

Each role or type of user in the team module have specific permissions, ensuring that they perform their tasks without compromising data access or privacy. Learn more.


In conclusion, while a central admin will certainly continue to operate at the highest level to take care of company-wide priorities and governance, team module admins now have the flexibility to configure and run their own modules — leading to faster, more efficient operations.

The image below depicts a CRM system built for an ecommerce industry where there are multiple teams within their teamspaces, having multiple processes captured in a team module and each process will be managed by a team module admin.


Automation in Team Modules

Empowering teams to build their own processes means giving them the tools to automate those processes too. Team module admins or users with Create Team Module permissions enabled can set up automations for their team.

Team Module Admins or users with the appropriate permissions can:
  • Create workflow rules, blueprints, approval processes, and assignment rules
  • Design canvas pages, webforms, layout rules, validation rules, and wizards
This lets them handle a huge set of use cases when it comes to common tasks like assignment, approval, process compliance, notifications, etc.  Learn more. 
 
Let's look at an example of automation configured in a case study team module of the Marketing Team:
  • An assignment rule to assign enterprise case studies to marketing managers automatically
  • A workflow rule to send notifications to customers to keep them in the loop.

  • A blueprint to streamline the case study publishing process

  • An approval process to ensure that case studies are signed off by a team module manager

Improving Team Coordination

Winning a customer is often like running a relay race where one team hands off to the next until the goal is achieved.  With multiple customer-facing teams onboard, how can they coordinate to achieve their goal - in case of any industry, it would be to close a deal successfully.

For example, in a typical SAAS industry, there would be multiple customer-facing teams : Sales team, Marketing team, Pre-sales team, Onboarding team and a Training team. Once all the teams are onboarded onto the CRM platform, teams would require information from each other during a sales process. Example,
  • While the sales team is negotiating their next big deal, they may have to request supporting material like case studies from the marketing team.
  • If a marketer wants to write a better case study, in turn, they may like to raise a request for customer implementation from the solutions experts team and so on. 
In our current-day CRM system, these requests or the need for information between teams happen outside the CRM ; via chats, emails, or spreadsheets, thus leading to disconnects and inefficiencies.



CRM for Everyone addresses this challenge by making team coordination a seamless part of the user interface by introducing Requesters.

Each team could register a need for a deliverable from another team in order to move ahead in the process by raising what we call a "request". In the above case, the sales team is the "Requester" for Marketing, Presales, and Legal teams requesting different materials and action items in order to close a sale. Learn more



They can keep a track of their requests without being privy to their other teams' internal operations directly from the "My Requests" tab. The Requesters can also be kept informed once their requests have been met. In our example, when ultimately the case study does arrive, the sales team that "requested it" can follow it up, not via chat or email, but in the CRM itself.


How can users be assigned as Requesters? 

Team Module Admins can assign Requesters in three ways:
  • Individually : Add specific users when setting up a Team Module.

  • QR Code or Link : Generate a link or code from requester settings. Anyone with access can instantly join and submit requests, no manual effort needed.
    Example: Marketing can embed a QR code in an internal newsletter to allow regional sales reps to submit campaign briefs easily.

  • Enable All Users : Allow all users in the organization to become requesters in a given module.
    Example: A Sales Enablement module can be accessed by Product, Marketing, or Training teams to submit requests for sales insights.

This seamless, integrated request system ensures teams can collaborate efficiently while maintaining privacy and process control. Learn more

This entire loop of requests and coordination between teams to meet a common goal is woven into the CRM interface as an integral part of the system, thus eliminating communication silos. This also puts us a good step closer to improving the adoption of CRM by several teams across the organization.

The details and nitty-gritty of who can manage what, who can view which data sets, etc., have to be carefully decided and managed. So CRM for Everyone also packs in an easy interface for each team to organize and manage their team modules.

Team Users For Team Modules 

When we aspire to democratize the system and empower various non-sales teams, we hear you thinking, how do we take it from being an aspiration to ground level implementation? What motivates an organization to bring, most likely a large number of non-sales users, on to Zoho CRM? What’s their incentive?
 
Well, so far, the non-sales teams have probably not had the opportunity at all, to be a part of the same CRM system where all the customer data and processes are housed. The fact that Team Module will now give them that opportunity to be a part of this crucial system and simplify their work management is an incentive in itself, so to speak.
 
Of course, there is also a cost-related incentive. Since the non-sales team members will typically not need access to all of CRM, we have created a new type of user license to encourage their access to CRM— called the Team User license, which is priced lower than a regular CRM user license, and by design will allow only limited access to CRM.
 
With the introduction of Team User licenses, we will now have two types of CRM users:

      ➤ Organization User
      ➤ Team User
  • The Organization User is your regular power CRM user who will need access to all CRM data and most functionalities. Typically, a sales team member.
  • A Team User is typically a non-sales team member, whose work could be managed in CRM alongside sales, as they have a part to play in the entire customer-oriented process. For example: A presales executive who needs to step in to give a product demo to a customer right after a salesperson's pitch. Alternatively, a Legal team member might have to process contract signatures while closing a deal. Additionally, a Training team member who will take up a training request for a customer on-demand.


The legal team members, trainers, or pre-sales executives can make contributions only in their respective Team Modules. They don't require the entire range of features in the CRM system. In fact, they won't even need access to some key organization modules. They log into the system to fulfil their responsibilities, complete their deliverables, and then log out.
 
Such users are your ideal candidates for Team User Licenses.

What is the cost of a Team User license?

Team User licenses are priced significantly lower than a regular CRM license and enable you to have cost savings, depending on how you want to distribute the Org Vs Team licenses among your users.
 
A Team User License costs:
➤ $9/ team license/ month (if paid annually)
➤ $11/ team license / month (if paid monthly)
 
For instance, Zylker Corp has onboarded 50 members of their sales team to the Zoho CRM Enterprise edition. They now wish to add an additional 30 non-sales customer operations members as Team Users. The distribution of licenses for these 80 users (on the Enterprise edition) will be as follows:
 
Organization Users - 50 users * 40 $ = 2000 $
Team Users [Annual ] - 30 users * 9 $ = 270 $
-----------------------------------------------------------------
Total Cost - 80 users = 2270 $
 
Let's see how much they would have to pay without this license in case they have to onboard all users using the regular CRM Org License :
 
All users as Organization users, therefore, 80 users * 40 $ = 3200
 
Thus, Zylker Corp's total savings with the Team User License is 930 $ which is significantly lower than regular CRM licenses.


Team Modules in Zoho CRM make it easier for all your customer-facing teams to manage their own work, collaborate smoothly, and stay aligned. With CRM for Everyone, you can break down silos, speed up processes, and deliver better customer experiences—together.
It’s a smarter, more connected way to use CRM across your organization.

Start using Team Modules today and bring every team closer to your customers.

Regards,
Serena Woolridge


 
 

    • Recent Topics

    • Open Activities view.

      I really like the new views for the open and closed activities inside the deals. But when you are in the tab view instead of the column view you can only complete and edit the open activity there isn't the 3 dot option to be able to delete the activ

    • Potentially Outdated and Vulnerable Chromium Engine Installed by Ulaa Browser Installer

      I just installed Ulaa Browser a few minutes ago. Whats My Browser page shows I am using an outdated Chromium engine meaning I might be vulnerable for security exploits that might have got fixed in the new version.

    • Potentially hardcoded list of Browsers to import from (after Ulaa Setup)

      I have just installed Ulaa Browser and found that the list of browser to import data is potentially hardcoded ones rather than looking at the system. I do not have FF, IE and Edge is not my default itself. I would appreciated if Ulaa detected my browsers

    • From Layout to Code: Finding Custom Field IDs in Zoho Projects.

      Hello everyone! Ever found yourself wondering how to get the API names and IDs of custom fields in Zoho Projects while working on custom functions? Here’s a simple and effective way to do it! This method makes it super easy to locate the right field details

    • Employee type and source translation

      In Zoho People, when I fill in the employee’s information, there is the option to determine the type of employment (employee type) and the hiring source. Both options ALWAYS appear in English. It is extremely inconvenient to deal with poorly translated

    • Sync Issue Between Zoho Notebook Web App on Firefox (PC) and Android App

      Hi Zoho Notebook Community, I'm facing a sync problem with Zoho Notebook. When I use the web version on Mozilla Firefox browser on my PC, I create and save new notes, and I've synced them successfully. However, these new notes aren't showing up in my

    • Request for Clarity on Timeline for True GPT/Zia Auto-Response Capabilities

      I appreciate Zoho’s steady innovation, but I’m concerned that Desk and Zia remain well behind modern AI capabilities. For years, GPT-based tools have been able to generate and send contextual responses, yet Zoho Desk only supports summarization or suggested

    • Notebook audio recordings disappearing

      I have recently been experiencing issues where some of my attached audio recordings are disappearing. I am referring specifically to ones made within a Note card in Notebook on mobile, made by pressing the "+" button and choosing "Record audio" (or similar),

    • Has anyone built a ticket export that allows Help Center users to export the tickets shown in the My Area list they are looking at?

      Hi, We are moving to Zoho Desk soon. Our current support system displays an option in our help center allowing customers to export their Open, Closed, or all tickets based on which list they are looking at. We need to offer the same in Zoho Desk help

    • Zoho Desk: Q2 2025 | What's New

      Hello everyone, We are excited to announce Zoho Desk's 2025 Autumn updates. This release brings new features and enhancements that improve work management and enable businesses to provide a better overall support experience. Spanning from Zia Agents to

    • Checkboxes not adhering to any policy in mail merge - data from CRM

      I want checkboxes to appear depending on whether the checkbox in the CRM module is ticked or not. However, the tickboxes that appear are either ticked or not, but don't correlate to the actual selections in the CRM module. This is is despite updating

    • Items Landed Cost and Profit?

      Hello, we recently went live with Zoho Inventory, and I have a question about the Landed Cost feature. The FAQ reads: "Tracking the landed cost helps determine the overall cost incurred in procuring the product. This, in turn, helps you to decide the

    • CC and/or BCC users in email templates

      I would like the ability to automatically assign a CC and BCC "User (company employee)" into email templates. Specifically, I would like to be able to add the "User who owns the client" as a CC automatically on any interview scheduled or candidate submitted

    • Create Contract API Endpoint Unclear "inputfields" Requirements

      Hello, I'm trying to create a Deluge function that accepts inputs from a form in Zoho Creator and creates a barebones contract of a given type. See below for the current code, cleaned of authentication information. // Fetch form data // Hidden field client_name

    • Kaizen #46 - Handling Notes through Zoho CRM API (Part 1/2)

      Hello everyone! Welcome back to another week of Kaizen! This week, we will discuss Handling Notes through Zoho CRM API. What will you learn from this post? Notes in Zoho CRM Working with Notes through Notes APIs 1. Notes in Zoho CRM 1a. Why add Notes to records? Notes are a great way to summarize your observations on customer and prospect interactions and outcomes. By saving notes as CRM data, a sales rep will always be able to keep track of how a sale is progressing. To know more about notes in

    • Marketer's Space - Why email marketing matters in ecommerce (and how to get started with Zoho Campaigns)

      Hello Marketers, Welcome to this week's Marketer's space post. Today, we'll discus why email marketing matters in ecommerce businesses. Running an online store is exciting but challenging. If you're running an online store, you've probably experienced

    • Zoho Campaigns Event timestamps do not propagate to Zoho CRM

      We have integrated Zoho CRM and Zoho Campaigns. But when looking at Contact records, the Campaign event data is missing the actual timestamps: especially when a particular email was sent. They're not in the Campaigns related list, and the cannot be found

    • Kaizen #121 : Customize List Views using Client Script

      Hello everyone! Welcome back to another interesting Kaizen post. In this post, we can discuss how to customize List Views using Client Script. This post will answer the questions Ability to remove public views by the super admin in the Zoho CRM and Is

    • Setting default From address when replying to request

      At the moment, if I want to reply to a request, the From field has three options, company@zohosupport.com, support@company.zohosupport.com, and support@company.com.  The first two are really internal address that should never be seen by the customer and

    • Tip #45 - Explore Your Support Reach with Zoho Assist’s Geo Insights - 'Insider Insights'

      Understanding where your remote support sessions are happening can help you make smarter decisions, allocate resources effectively, and improve overall customer satisfaction. In this week's Zoho Assist's community post we will be exploring Geo Insights

    • Formatting of text pasted into Zoho documents

      Howdy, I'm a newbie and finding Zoho an improvement to MS Word. Consider yourself hugged. High on my wish list would be plain text cut-and-paste. When pasting text from the web to Zoho, presently Zoho imports the formatting along with the text. This means that every cut-and-paste operation brings in text in a different font, size, or style. Can we have at least the option of importing plain text without formatting (or better yet, is this option already out there?) ... Thanks Helen

    • Add additional features to Zoho Tables

      Zoho Tables is a really great tool, why not add features like diagramming capability into the tool from applications like Draw.io which I believe is open source, you should be able to do wireframes, process flow diagrams, network design, etc. Please note

    • The Social Wall: August 2025

      Hello everyone, As summer ends, Zoho Social is gearing up for some exciting, bigger updates lined up for the months ahead. While those are in the works, we rolled out a few handy feature updates in August to keep your social media management running smoothly.

    • The Social Wall: July 2025

      Hello everyone! July has brought some exciting new updates to Zoho Social. From powerful enhancements in the Social Toolkit to new capabilities in the mobile app, we’ve packed this month with features designed to help you level up your social media presence.

    • Use Zoho Creator as a source for merge templates in Zoho Writer

      Hello all! We're excited to share that we've enhanced Zoho Creator's integration with Zoho Writer to make this combination even more powerful. You can now use Zoho Creator as a data source for mail merge templates in Zoho Writer. Making more data from

    • Tagged problem !!!

      Damn it, we're one of dozens of construction companies in Africa, but we can't link purchasing invoices to projects. Why isn't this feature available?

    • Syntax for URLs in HTML Snippets

      What are some best practices for inserting a URL in an HTML snippet? I've looked at Zoho Help articles on navigation-based and functional-based URLs, but I'm still unclear on how to incorporate them in an HTML snippet. For example, 1. How do I link to

    • The Social Wall: June 2025

      Hello everyone, We’re back with June Zoho Social highlights. This month brought some exciting feature updates—especially within the Social Toolkit—to enhance your social media presence. We engaged with several MSME companies through community meet-ups

    • Make panel configuration interface wider

      Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.

    • Tip 7: How to fetch data from another application?

      Hi everyone, Following our Zoho Creator - Tips and Tricks series every fortnight, we are back today with a tip based on one of the most popular questions asked in our forum. This tip would help you fetch data from another application(App B) and use it

    • The Social Wall: May 2025

      Hey everyone, We're excited to share some powerful updates for the month of May! Let's take a look! Reply to your Instagram and Facebook comments privately through direct messages Are you tired of cluttered comment threads or exposing customer queries

    • Sub-Form Fields as Filters for Reports

      Hi, I would like to use the Sub-Form Fields as Filters in Reports just like we do for Main Page Fields. Thanks Dan

    • Zoho CRM Formula - Current Time minus Date/Time field

      Hello, I am trying to prevent duplicate emails going to clients when more than 1 deal is being updated. To do this, I would like to create a formula to identify if a date/time field is >= 2 hours ago. Can someone please help me write this formula? Example:

    • Billing Management: #7 Usage Billing in Telecom & Internet Service Provider

      Telecom and Internet Service Providers operate in markets where usage varies drastically from one customer to another. While flexible, usage-based models align revenue directly with consumption, they also introduce operational challenges like real-time

    • Zoho Sprints - Q3 updates for 2025

      The updates for the third quarter of 2025 are out. A few significant features and enhancements have been rolled out to improve user experience and product capabilities. The following are the updates: Manage tags and cluster tags Record and maintain project

    • Kaizen #208 - Answering your Questions | Functions, AI and Extensions

      Hello Developers! Welcome back to a fresh week of Kaizen! We are grateful for your active participation in sharing feedback and queries for our 200th milestone. This week, we will answer the queries related to Functions and Extensions in Zoho CRM. 1.

    • Zoho CRM still doesn't let you manage timezones (yearly reminder)

      This is something I have asked repeatedly. I'll ask once again. Suppose that you work in France. Next month you have a trip to Guatemala. You call a contact there, close a meeting, record that meeting in CRM. On the phone, your contact said: "meet me

    • Creating Restaurant Inventory Management on Zoho

      Hi,  We run a small cloud kitchen and are interested to use Zoho for Inventory and Composite Item tracking for our food served and supplied procured to make food items.  Our model is basically like subway where the customer can choose breads, veggies,

    • To Zoho customers and partners: how do you use Linked Workspaces?

      Hello, I'm exploring how we can set up and use Linked Workspaces and would like to hear from customers and partners about your use cases and experience with them. I have a Zoho ticket open, because my workspace creation fails. In the meantime, how is

    • Zoho Forms to Zoho CRM : First/Last Name to just Name ?

      When integrating a Zoho Form into the Accounts menu of the CRM I'm having trouble with how names are formatted ; In Forms the data is available as First Name or Last Name In the CRM there is only one field called Name How can I ensure that "John" "Smith"

    • Next Page