Team modules in Zoho CRM - iOS app
In Zoho CRM, a module is where you store and manage specific types of information. For example:
- The Leads module helps you track potential customers.
- The Contacts module stores customer information.
- The Deals module manages sales opportunities.
Each module contains records related to a particular process, and it's customizable based on your business needs.
Types of modules in Zoho CRM
Zoho CRM offers two types of modules:
1. Organization Modules (Org Modules)
These are standard and custom modules available to the entire CRM organization. Examples include:
- Leads
- Contacts
- Accounts
- Deals
These are shared across all users with access permissions.
2. Team Modules
A Team Module in Zoho CRM is a user-managed module for tracking work that doesn't necessarily fit into the standard CRM modules like Leads, Deals, or Contacts.
Unlike regular CRM modules that are controlled by CRM admins, team modules are fully managed by the Team Module admin.
Note: Team module and user management are handled entirely on the CRM web.
Who can use Team Modules?
Each team module comes with defined user roles:
Role | What They Can Do |
Admin | View, create, edit, and delete records, manage users. |
Managers | View, create, edit, and delete all team records. |
Members | View all records; create, edit, and delete own record |
Participants | View, create, edit, and delete own records. |
Requesters | Create and track their requests via the My Requests tab without accessing the team module |
Why use a Team Module?
Team modules simplify internal processes by:
- Bringing teams' work and processes into CRM
- Enabling collaboration between internal users
- Allowing requesters (e.g., front desk or sales) to submit and track requests easily without needing full access to the module.
Scenario
Let’s understand team modules using an example.
How Zylker Cakes handled orders
At Zylker Cakes, Zoho CRM was used to manage customer orders from start to finish. Each team played a role in the process:
- The front desk entered orders into the CRM.
- The kitchen team was notified about new orders through messages, calls, or in person.
- The kitchen team maintained their own spreadsheets to track which cakes were in preparation, decoration, or ready.
- Once ready, the front desk was updated manually.
- The front desk then passed the order to the delivery team
- The delivery team tracked tasks independently, based on front desk updates.
Challenges
- Teams communicated via calls or chats, often causing delays.
- Kitchen and delivery tracked orders outside the CRM.
- Front desk couldn’t see real-time order status.
- Miscommunication and missed orders were common.
These challenges made it clear that Zylker Cakes needed a better way to coordinate across teams, assure timely updates, and keep everyone on the same page, leading them to explore a more cleaner solution within Zoho CRM.
Solution
- Zylker created team modules for Kitchen and Delivery to include non-CRM teams in the process.
- The Front Desk was added as a requester in both modules and could assign confirmed orders as requests.
- They tracked progress through the Requester tab in the CRM.
Once the Kitchen team marked the order as ready, the Front Desk raised a request to the Delivery team for pickup.
Here's a quick visual of how Zylker Cakes structured their order process:
Result
- Order hand-offs were clear and easy to track using requests.
- The front desk could see real-time updates on every order.
- Teams didn’t have to call or message for updates.
- Orders were completed faster with everyone knowing their role.
- No important details were missed in the process.
Working with Team Modules in iOS app
In the Zoho CRM mobile app, Team modules are accessible like any other module. If you've been added as a user by the module admin, the relevant team modules will be visible and accessible to you in the app.
To access Team Module
- Open the Zoho CRM mobile app.
- Tap the More icon at the bottom of the screen.
- Select the Team Module from the list or folder.
Note:
- Make sure you've switched to the right Teamspace to view the modules added to it.
- If the Team Module has been added to the navigation bar, you can access it directly from there.
- Team modules are denoted by
.
My Requests
Users added as Requesters in a Team Module (via the Zoho CRM web app) can raise requests to that team directly from the mobile app.
The My Requests tab is primarily used by teams that need help or action from another team.
For example, in the Zylker Bakes scenario, the front desk staff act as requesters- they raise requests to the Kitchen Team to start preparing cakes.
Requesters can track progress using the status field, if they have permission.
To create a request
- Tap the More icon.
- Tap on the My Requests icon.
- Choose the Team Module you want to raise a request in.
- Tap the Plus icon.
- Enter the required details.
- Tap the check-mark to save.
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