An overview of user management in Zoho CRM

An overview of user management in Zoho CRM

A CRM user is an individual who transforms rich customer data into timely and well-informed actions. CRM users can include members from sales, marketing, customer success, legal, and other teams who rely on customer or deal context to do their jobs well. In Zoho CRM, you can purchase user licenses and invite, remove, activate, or deactivate such users per your changing needs.

Types of CRM users

There are two kinds of users in Zoho CRM:
  1. Regular users are those who are given broad or selective access to CRM data and capabilities. This access depends on their assigned profiles, which are fully customizable. The prime example of a regular user is a sales representative who uses the CRM to build relationships and win deals.
  2. Team users are those who only need limited access to CRM data and capabilities. They can be granted full or limited data access and capabilities within team modules. For example, a delivery team member who needs access to customer or order details can update delivery status and collaborate with other teams as a team user.
Note
  1. CRM admins: CRM admins must be added as regular users to set up and manage the CRM.
  2. Portal users: If your CRM edition includes portals, you can give external people—like leads, contacts, vendors, partners, or distributors—access as portal users. They'll be able to view the information they need through the CRM portal. To learn more about portal users and their licenses, please refer to this page: Portal users.
  3. Sandbox developers: If your CRM edition supports sandboxes, you can add up to five developers to the sandbox for free. They will not be able to access the production CRM environment. To learn more about developers in sandboxes, please refer to this page: Working with sandboxes.
  4. Data access in team modules: Access to a team module's data solely depends on users' team module profiles. This applies to regular and team users.

Managing CRM users

Adding users in CRM is based on your CRM edition and number of user licenses (regular or team user licenses). You can invite users via email, and each user can sign in to their account with an email address and password.

Every user is given a profile and a role. Their profile determines what features a user is allowed to access and use. Their role determines what data the user can access based on the organization's hierarchy. If users are added to a team module, they're mapped to team module profiles that control access to that particular module. Some of the add-ons and plug-ins in Zoho CRM need to be enabled for users before they can access the feature.

Admins can manage their users by navigating to Setup > General > Users.

Next steps:
  1. Purchase additional user licenses
  2. Adding, importing, modifying, and re-inviting users
  3. Adding team users
  4. Activating and deactivating users
  5. Deleting and transferring users
  6. Managing subscription