Manage Users | Online Help - Zoho CRM

Manage Users, Roles, and Permissions

As you proceed with setting up the CRM account, your next step will involve adding users and determining their roles and permissions based on which they will perform specific tasks. A user is the one who manages records within the organization, whether their own or those shared by other users. You can add users based on the edition you have purchased and number of user licences that are allowed. Each user can sign-in to their account with an email address and password. Every user is assigned a role in CRM based on their hierarchial position within the organization. By default the CEO and Manager roles are available, you can add more roles based on your company's structure for example, sales manager, sales rep, etc. and set up a role hierarchy. Creating roles will allow you to provide appropriate level of access to the users depending on their position. 

Profile is a collection of permissions that give users access to set of tools and features. Once you have defined the roles of the users you will have better clarity on the type of actions you want them to perform within CRM based on which you can create profiles and assign them to respective users. 

There are two types of default profile permissions available:

  • Administrators: Users who can access the entire system. There must be at least one Administrator for accessing the entire data and features in your Zoho CRM account. Example: CEO or top officials or top management.
  • Standard Users: Users who can access data according to the defined permissions (profiles) and roles in the organization. For example: Sales Managers, Marketing Managers, Support Agents, etc.

Further depending on your businesses needs, you can restrain or permit access to specific features by using the manage profile permission option. Sometimes different team members are needed to pitch in for a particular project or deal. In such cases, you can enable the data sharing rules for an uninterrupted access to a record across teams and departments. 

Users, roles and profiles 

  • Users:  Add users to your CRM account and assign them roles and profiles. Note that only after you add a user in your account, will you be able to add new profiles and roles. For the first user that you add, the system defined role (CEO, Manager) and profile  (Administrator, Standard) can be assigned. See Also FAQ
  • Profiles: Create profiles that define the access permissions to the various CRM modules and features.
  • Roles: Also, set up the organization-wide hierarchy by creating Roles and assigning it to users.

    Redefine the way you work
    with Zoho Workplace

      Zoho DataPrep Personalized Demo

      If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

      Zoho CRM Training

        Create, share, and deliver

        beautiful slides from anywhere.

        Get Started Now

          Get started with Zoho Sign

          in a few quick steps!

          Download Help Guide

                      Secure your business
                      communication with Zoho Mail

                      Mail on the move with
                      Zoho Mail mobile application

                        Stay on top of your schedule
                        at all times

                        Carry your calendar with you
                        Anytime, anywhere

                                Zoho Sign Resources

                                  Sign, Paperless!

                                  Sign and send business documents on the go!

                                  Get Started Now

                                      Zoho SalesIQ Resources

                                          Zoho TeamInbox Resources

                                                  Zoho DataPrep Resources

                                                    Zoho DataPrep Demo

                                                    Get a personalized demo or POC

                                                    REGISTER NOW

                                                      Design. Discuss. Deliver.

                                                      Create visually engaging stories with Zoho Show.

                                                      Get Started Now

                                                                            • Related Articles

                                                                            • Forecasts Based on Role Hierarchy

                                                                              The CRM records are accessible to the users in an organization based on their roles. The user at a higher hierarchy will be able to view the subordinate's record, that is, the record visibility is per the role hierarchy. A role hierarchy has multiple ...
                                                                            • Manage Hierarchy Preference

                                                                              A hierarchy structure in an organization is defined to rank members according to their designations. Zoho CRM provides two different hierarchy structures for your organization: Role Hierarchy and Reporting Hierarchy. You can select the hierarchy ...
                                                                            • What are roles?

                                                                              Roles in CRM represent your organization's hierarchy. For example, if you have sales managers, sales executives, and sales reps in your organization, you can create these roles in CRM. Another benefit of creating roles is that it allows you to ...
                                                                            • Managing Roles

                                                                              In Zoho CRM, you can set up the organization-wide hierarchy using Roles. Users at a higher hierarchy can always access all the records of at a lower hierarchy. For example, a Sales Manager can access all the Sales Reps' records whereas Sales Reps can ...
                                                                            • Adding, Importing, Modifying, and Re-inviting Users

                                                                              In Zoho CRM, a user is one who manages records, whether their own or those shared by other users, within the organization. In addition to accessing the CRM data, some of the users can perform administrative functions for the smooth running of the CRM ...
                                                                            Wherever you are is as good as
                                                                            your workplace



                                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                              Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                              CRM Tips

                                                                              Make the most of Zoho CRM with these useful tips.

                                                                                Zoho Show Resources