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This page is applicable for Bookings 2.0 version only. To view the equivalent Bookings 1.0 version, please check this page.

Users in Zoho Bookings represent the employees or staff members who manage availability and handle appointments. They help businesses assign event types to users, and manage their availability. You can add users when team members need to manage bookings, offer services, or access appointments within specific workspaces.

1. Understanding users roles

Employees or staff members in your organization can be added as users. Once added, they can sign in using their own accounts, connect calendars, configure availability, and manage appointments assigned to them. Users can also be assigned to multiple workspaces and will only have access to appointments and data within those workspaces. Example: A business has teams across different locations. Each user is assigned to the relevant workspace, allowing them to manage their own availability and appointments while restricting access to bookings from other locations.

1.1 User roles in Zoho Bookings  

Role	Access
Super admin	Full access to all features. Only one Super admin is allowed per organization.
Admin	Full access to all features across the organization.
Workspace admin	Access to all features within assigned workspaces except integrations.
Manager	Edit access to appointments, event types, and users in assigned workspaces. View access to other features except integrations.
Staff	Access only to appointments and customers within assigned workspaces.

2. Use case

1. In this organization, the IT Head (the head of operations) signs up and becomes a super admin. They then delegate the responsibility of managing Zoho Bookings to the senior manager and assigns them the role of admin, who can manage all workspaces.
   
2. The admin assigns the role of workspace admin to various department heads, who can manage all appointments and users under their specific workspaces alone.
   
3. Department heads assign the Manager role to each team manager. They can view all appointments and users of their workspace.
   
4. Team members are assigned a Staff role who can only view and manage their own appointments.
   

3. Steps to add new users

3.1 Invite users

1. Switch to the required workspace by clicking the workspace name under the Bookings icon 
   in the top-left corner and select Users on the left sidebar of Bookings. 
   
   Note: If you see a different option instead of Users, then a custom label is set in your account. Please check your Custom Label settings and follow the term.
2. Click the + New User button in the top-right corner. 
   
   
   
3. Enter the email addresses of the users in the Invite Users pop-up to send an invite. You can invite multiple users at a time by entering multiple email addresses. 
   
   
   
4. Workspaces dropdown allows you to assign multiple workspaces for the users. In other words, users can access the data belonging to all the assigned workspaces.
   
5. Under Role, choose the role that you want to assign the user to.
   
6. Click Invite. 
   

Note: You can enter a maximum of 50 email addresses at once, and all users can be assigned to the same role at a time.

3.2 User verifies the account

Users can accept the invitation sent to their email by clicking the Confirm Your Account link. They will be redirected to Bookings, in which they can enter their basic details like name, contact number, gender, and upload their profile picture. 

4. Manage users

1. Edit user's profile
   
2. Re-invite users
   

4.1 Edit user's profile

1. Navigate to Users and select the required user.
   
2. Click the Profile tab, then select Edit on the right.
   Here, you can update the user's details This allows you to edit and perform the below functions
1. Change role
   
2. Set the user as active/inactive
   
3. Upload profile picture of user
   
4. Update designation, contact number, name, and date of birth.
   
5. Add a description about the user as this will be shown on the respective user's booking page.
   
   
   

4.2 Re-invite users

If the user didn't join the org, the user will be marked as Pending. You can also resend the invitation by navigating to Users and selecting the Re-invite button in the respective user's card.