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

    • Python - code studio

      Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics already

    • API question - adding a thread to an existing ticket

      Hi Is there an API function for the customer to add to an existing ticket thread? example, customer puts in new support ticket. support replies and ask for more details. customer replies with more details -what api function is used for this (will add record append to same ticket number?) Thanks

    • search and Smart Bar both missing in Mail

      One of the users on my account does not have the search bar at the top right or the Smart Bar at the bottom left of the desktop Mail app. Any ideas how to get those back?

    • Why is Zoho Meeting quality so poor?

      I've just moved from Office 365 to Zoho Workplace and have been generally really positive about the new platform -- nicely integrated, nice GUI, good and easy-to-understand control and customisation, and at a reasonable price. However, what is going on

    • Items Below Reorder Point Report?

      Is there a way to run a report of Items that are below the Reorder Point? I don't see this as a specific report, nor can I figure out how to customize any of the other stock reports to give me this information. Please tell me I'm missing something s

    • Qwen as the default open source Generative AI model for Zia

      Hello everyone, Zia Generative AI is transitioning from Llama (8B parameters) to Qwen (30B parameters) as the default model. This means that users who were using Llama as a GenAI service will now use Qwen. This upgrade was made with a vision to enhance

    • Calendar week view: Today + 6

      Is there anyway to have the calendar change dynamically based on the date? Due to the amount of events, we only display a week at a time, but towards the end of the week, we can no longer see ahead to next week (without changing it manually every time).

    • How to restrict user/portal user change canvas view

      Hi , I would like to restrict user / portal user change their canvas view because I hide some sensitive field for them. I dont want my user switch the canvas view that do not belong to them But seems Zoho do not provide this setting?

    • E-Invoicing in Belgium with Zoho Inventory

      Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. Invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing Works

    • Introducing parent-child ticketing in Zoho Desk [Early access]

      Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

    • How to add to Subforms via Zapier with Zoho Writer?

      I have the following layout for a Zoho Writer Document. As you can see there is a repeating subform taking in "Items". I am trying to make a Zapier integration with it, and I can see there is 1 field saying: "Items", but it does not specify how I'm supposed

    • Contrôles administratifs granulaires : un atout pour la sécurité des e-mails

      La moindre erreur dans votre système de messagerie peut coûter très cher à votre entreprise, tant en argent qu’en conformité et en image de marque. Pour beaucoup d’organisations, ce risque est bien réel. Les e-mails véhiculent quotidiennement des informations

    • ZeptoMail API Request

      We tried to send mail using ZeptoMail using Django. Following is my payload {'from': {'address': 'abc@abc.com'}, 'to': [{'email_address': {'address': 'xyz@xyz.in', 'name': 'Bhavik'}}], 'subject': 'Report Name', 'htmlbody': '<p>Test</p>'} Following is

    • Marketer's Space: Why mobile optimization deserves a place in your email strategy

      Hello Marketers, Welcome back to Marketer's Space! Today, we'll talk about the importance of creating mobile-friendly email designs. While mobile phones were once used only to make phone calls, today they're used for almost everything, including texting,

    • Collections Management: #6 Realign Customers who gets back In-Term

      Arun stared at the subscription list on his dashboard. Another account had just been moved to Cancelled status after completing the whole dunning process. Nothing unusual, just that payment failures happen, retries fail, and cancellation is the expected

    • Zoho Mail IP Blacklist

      I need problems with send mails: Error: junk mail rejected - sender4-op-o10.zoho.com 136.143.188.10, is in RBL. Spamcop. Please remove FQDN for blacklist. Regards.

    • I can receive but not send emails

      Hello, I've been not able to send emails for almost a year now. I been using alternate email to do this. I want to know how to fix this so I can use my zoho account normally again.

    • Setting checkbox value on template in Sign from Creator

      Good day, Please help me understand how do I set a tick from a checkbox in Creator into a checkbox on a Sign template. Below is the only values on the Sign template and the code from Creator, "field_boolean_data": {}, "field_date_data": {}, "field_radio_data":

    • The challenge of 24/7 connectivity: Being present and meeting customer expectations

      Before television entered our homes, radio was our window to the world. We had to tune carefully to catch voices from distant places. When television arrived, the world began to grow smaller. We can watch rocket launches, see the goal that wins our favorite

    • How to download all attachments from inbox, send, other folders in one go

      Hi All, Appreciate if anyone could help me with steps for below requirement. How to download all attachments from inbox, send, other folders in one go. Even mapping to new folder will help me. Thanks in advance.

    • Cannot connect mail accounts to Thunderbird

      Hi Support - I'm attempting to add my mail accounts to Thunderbird but I'm getting an unable to login to server error. I tried to use the password associated with my account I received the unable to login error. So I went into Zoho Accounts and generate

    • Alias Email Id already exists

      Hi, I just verified my domain sesque (dot) com and now I am trying to create the admin account using admin (at) sesque (dot) com, but I am getting an error saying "Alias Email Id already exists". I used to have another Zoho account with this email address,

    • Unable to connect to smtp server, connection timed out

      Hi Team, I am facing below issue, while sending out emails from thunderbird client. It used to work, facing this issue from morning. Error: Sending of the message failed. The message could not be sent because the connection to Outgoing server (SMTP) smtp.zoho.com

    • javax.mail.authenticationfailedexception 535 authentication failed

      Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, Rekha

    • Client Portal ZOHO ONE

      Dear Zoho one is fantastic option for companies but it seems to me that it is still an aggregation of aps let me explain I have zoho books with client portal so client access their invoice then I have zoho project with client portal so they can access their project but not their invoice without another URL another LOGIN Are you planning in creating a beautiful UI portal for client so we can control access to client in one location to multiple aps at least unify project and invoice aps that would

    • Zoho Creator customer portal users

      Hi, I'm in a Zoho One subscription with our company. I'm running a project now that involves creating a Zoho Creater application and using the Zoho Creator Customer Portal.  At most we need 25 customer portal users. In our Zoho One plan we only get 3

    • DKIM Verification Failed (Namecheap)

      Hi! I have already set up the TXT records in Namecheap but I keep getting the "Verification Failed" pop up. Was wondering if I'm the only one who has this problem and can anyone help me with this? Thanks!

    • Emails stuck in Queue

      Hi there, Since yesterday I have a few out going emails stuck in a queue. It say it will auto retry sending however nothing is happening. It seems to be affecting roughly 50% of my outgoing emails. Please help Thanks

    • Soft Bounce from transational emails from BREVO (Sendinblue)

      I manage the website of a client who uses your EMAIL service for the domain floranativadobrasil.com. And I use the BREVO email service, previously called SendinBlue, to send transactional emails about events specific to the website. All emails sent to

    • Ability to Edit YouTube Video Title, Description & Thumbnail After Publishing

      Hi Zoho Social Team, How are you? We would like to request an enhancement to Zoho Social that enables users to edit YouTube video details after the video has already been published. Your team confirmed that while Zoho Social currently allows editing the

    • Introducing Multi-Asset Support in Work Orders, Estimates, and Service Appointments

      We’re excited to announce a highly requested enhancement in Zoho FSM — you can now associate multiple assets with Work Orders, Estimates, and Service Appointments. This update brings more clarity, flexibility, and control to your field service operations,

    • Getting an error Address not found Your message wasn't delivered

      Hey, I'm trying to configure zoho mail for my website https://businessentity.org/ The email is meredith.karter@businessentity.org I'm able to successfully send the mails but when someone sends an email to above mail, this error shoots up: Address not

    • Support Uploading YouTube Videos Longer Than 60 Minutes

      Hi Zoho Social Team, How are you? We would like to request support for uploading YouTube videos longer than 60 minutes directly through Zoho Social. Your support team informed us that Zoho Social currently cannot upload videos over 60 minutes due to “API

    • Need Faster Help? Try Live Chat Support

      Hello there, We understand that sometimes, whether you’re facing an issue, exploring a feature, or need quick clarification, sending an email and waiting for a response just doesn’t cut it. You need answers, and you need them now. That’s exactly why we

    • Can't deactivate Spell Check

      Hi Community, right now I'm using the Zoho Mail Desktop-Software. So far, so good.. many possibilities. Overall very nice. What is extremely annoying right now, is that we are not able to deactivate the Spell Check feature. And we are barely able to focus

    • Zoho Toolkit Email Signature Generator

      I'm having real issues with the email signature generator with no matter where I host the photo, Zoho doesn't seem to show the photo on the link provided?

    • Company Policy Upload - Request All EE to review and sign

      How can I upload policies into Zoho People and have the employees review them and sign off saying they agree, etc.? Also, if I make a revision to a policy, I would like that changed or updated policy to be distributed or have the employees notified that

    • Zoho Sign Global Settings vs. Template and Document

      Hello, We are running into an issue on a current use case. We already use Zoho Sign. Now that KBA is available, we want to begin using it in our tax delivery process, by allowing clients to sign electronically, but also download a copy of their return

    • Zoho Mail Desktop Crashes on Linux - Ubuntu 24 LTS

      Hi, I have been trying to run the desktop app on Ubuntu for the past few day with no luck. I have tried both the .deb package and the appImage. When I attempt to open the app. It just crashes immediately. The crash error dialog appeared once and I cant

    • Can't login to Zoho mail

      I'm logged into Zoho but when I try to go in zoho mail I get: Invalid request! The input passed is invalid or the URL is invoked without valid parameters. Please check your input and try again. I just set up my mx records and stuff with namecheap a few

    • Next Page