How to manage users - Online Help | Zoho Campaigns

Manage users

Users 

Zoho Campaigns has two default roles: Admin and User.
Each role comes with a different set of access and permissions. Admins are responsible for managing users and handling organizational level activities, while other users are members who work on the product based on specific privileges assigned to them. Every organization must have at least one administrator to handle critical operations, such as inviting users, controlling user access, and removal of accounts when required. 
Notes
Roles related to Workspace follow a different categorisation structure. You can view detailed descriptions and differences by referring to the Roles and Permissions help article.
 
In this help article, we'll walk through user management operations such inviting users, creating and assigning roles, removing users from an organization, and other related actions. Admins can also create different custom roles and assign privileges based on their organisation's requirements.
 Roles 

Admin   /Portal Admin

An Admin can create a workspace, add users, and assign different levels of permissions.  Admins have access to all workspaces and can perform any activity across the portal as well as within individual workspaces.

Member   

All users within the portal, except the admins, are referred to as a Member. Any new user added to a workspace or portal with roles other than Portal Admin will be listed as a Member. Members can access the product based on the permissions associated with their assigned role.

Portal and workspace roles 

Workspace as a feature is available only for users under the Professional Plan. Only Portal level roles and actions are applicable to users on other plans.
 
You can have and independently manage multiple workspaces within a portal. Roles are usually assigned both at the workspace level and the portal level, but the privileges they have purely depends on the role assigned to them by the portal admin.
Remember that portal and workspace roles are not the same and function differently. Portal roles usually supersede the workspace roles, especially in the case of portal admins. For detailed information about Workspace specific roles, refer to the Roles and Permissions help article.

User status   

In the Users category, you can view the status of your users including admins and members. It consists of seven different statuses, which are:
  1. Active – The user is an active member in your organization and has the access to it.
  2. Invited/Pending – An invite has been sent to the user to join your organization.
  3. Ignored - The user has ignored the invite, which means they've clicked the Ignore button in the invitation email.
  4. Declined - The user has ignored the invitation email the first time.
  5. Re-invited - The user has been sent a second invitation email.
  6. Blocked – The user has ignored the invitation emails twice, so the user's access to the organization is blocked.
  7. Inactive - Only happens when the user has been marked inactive through bundled services and cannot access Zoho Campaigns anymore.

Plans and features   

You can add users based on your plan offering. They are as follows:
1. Free Plan:
  "You can add a maximum of 5 users to an organization."
2. Standard Plan:
  "You can add a maximum of 10 users to an organization."
3. Professional Plan:
  "You can add a maximum of 20 users to an organization."
Also note that only the admin can send invites to add users.
4. Pay as you go Plan:
"You can add a maximum of 10 users to an organisation, but the other user management related features remain the same as the Free plan.

Admin actions 

Add Users 

Only an admin can invite users, who are added to the organization as soon as they accept the invitation. A user can be associated with more than one workspace, which can be configured while adding them. To add users:
  1. From the Dashboard, click Settings.
  2. Choose Users under Users and Controls.
  3. Click Add User button from the top right corner of the page.
  4. In the window that appears, Enter the email address, name of the user and assign a role to them in the dialog box that appears.
  5. Click Invite to send an invitation email.
If the user accepts your invitation, they will be added to your organization.

Change/assign roles   

You can change the role of any user if you have the administrative privilege. To change the role of a user, follow these steps:.
  1. Click Settings in the top right corner of the screen.
  2. Click Users under Users and Controls.
  3. Click the three dots beside the respective user and click Change role.
  4. You can also just click on the user's name to open the side window.
  5. In the side window that pops-up, select the Role dropdown.
  6. Change the role of the user and click Save.

Remove User    

To remove a user from the organization, follow the steps below:
  1. Click Settings in the top right corner of the screen.
  2. Click Users under Users and Controls.
  3. Click the three dots beside the respective user and click Remove User.
  4. The pop-up that appears will inform you of the functions the user is part of.
  5. Select Remove again if you are sure of the removal.
You have successfully removed the user.

Member Actions 

Non-Admin Users can only view the list of other users in the portal and cannot perform any actions which can result in addition, removal and change of roles. You can view the list of users by following these steps:
  1. Click Settings in the top right corner of the screen.
  2. Click Users under Users and Control.
  3. View the list of users in the portal along with their roles and status. 

Multi-Portal Service 

Zoho Campaigns allows you to connect multiple organisations(also called as Portals) to a single account. In simple words, one account can be used to be a member of different organisation/portals inside Zoho Campaigns. This avoids the need to create multiple accounts and allows you to multitask and switch between multiple organisations using a single account. To access an organization's portal, you must be invited by its administrator. You can switch between those accounts by switching organisations, and assign a default organisation as well. Unless you set a default organisation, you will be prompted to choose the organisation you want to view every time you try to access Zoho Campaigns. But once you set a default organisation, you will be directly taken to the default organisations and you will have to manually switch if you want to view your other organisations by following the steps below.
To Switch between portals:
  1. Click the Profile icon on the top right.
  2. Click My organisations under My Org & Settings.
  3. You'll see a your list of portals with Org Name, Org creation date, Org ID, Edition and your member status in the organisation.
  4. Click on Go to Organisation button on the organisation you want to access and you'll be redirected to the chosen portal.