Adding Team Users
Zoho CRM for Everyone is available on the Early Access mode for customers upon request. Request access to gain hands-on experience with this new version.
Editions: Standard, Professional, Enterprise, Ultimate, CRM Plus
DC: All
Pricing:
$ 9 / team license / month (if paid yearly)
$11 / team license/ month (if paid monthly)
Related profile permission
- Users with the User Management > Manage Users permission in their profile can purchase and add team users.
- Team users will have a system-defined Team User profile that is lightly customizable.
CRM for everyone allows multiple teams to collaborate quickly and effectively while sharing the same context.
Members of non-sales teams may not require the same level of data access and capabilities to complete their tasks in the CRM. For instance, a sales development rep might need similar access to sales reps, while a legal associate needs less.
Purchasing a CRM user license makes sense for the former, while the latter can benefit from a Team User license. Such a license lets you add a team user to the CRM. This user will have more limited data access and capabilities compared to regular users.
Who is a Team User?
A Team User is a user in the CRM (just like a regular user) but will have:
* Limited capabilities and data access when it comes to the org modules and no org admin/ developer capabilities
* Full capabilities when it comes to Team Modules (based on their Team Module profile) including being a Team Module admin or Teamspace admin.
To add them to the CRM, you'll need to purchase Team User licenses, which cost much less than regular user licenses. They cost:
$9/ team license / month (if paid annually)
$11/ team license/ month (if paid monthly)
Here's a look at how this compares to the price of a regular user license in each edition:
Scope of Team Users' actions
As mentioned before, Team Users have limited data access and capabilities when it comes to org modules. In this section, we'll look at what a Team User can and cannot do when it comes to org modules.
Org module actions
A Team User can
A Team User cannot
A Team User can
- Viewrecords in any 10 org modules*.
By default, a team user will have access to Leads, Contacts, Accounts, and Deals modules. This can be changed using the Team User profile. - Add notes, tags, and attachments to org module records.
- View records created via integrations.
- View Social Brands feeds.
- Interact with other CRM users via Feeds.
A Team User cannot
- Own org module records in CRM.
- Share org module records.
- Mass update and delete org module records.
- Find and merge duplicate records in org modules.
- Change the org module record owners.
- View all public custom views, create, and share views in org modules.
- Review and approve org module records.
- Receive alerts through automations.
- Enrich data with Zia.
- Be added under User fields in org module records.
- Import and export org module records.
- Send emails to the org module records manually using the "Send Email" option.
- Initiate Calls and Meetings in the org module records.
- Convert Leads, Quotes, and Sales orders.
- View, create, edit, or delete analytics and reports.
- Perform macro actions in org modules.
- Have Admin level permissions.
- Be a participant in Sales Motivator.
- Make calendar bookings for themselves.
- Access the sandbox.
- Manage users, roles, and groups.
- Add records to the related list created because of integration with other products.
(This restriction applies even if a team user is a regular user in other integrated products)
Note: The following list provides all the options available as part of the system-defined Team User profile. Admins can control what's actually available to Team Users by making changes to the Team User profile.
Team Module actions
When it comes to Team Modules, a Team User's actions are restricted only based on what's enabled or disabled in their Team Module profile (Admin, Manager, Participant, Requester). A Team User can (based on their Team Module profile):
- View, create, edit, delete, and share Team Module records
- Import and export Team Module records
- Send email, use mail merge, send mass email, and delete emails
- Mass update/ delete/ transfer Team Module records
- Change the owner of Team Module records
- Add notes, tags, and attachments to Team Module records.
- Manage custom views in Team Modules.
Purchasing Team Users
Organizations subscribed to the Standard edition and above can add Team Users to their CRM account.
The cost per license is:
$ 9 per month on an annual subscription
$ 11 per month on a monthly subscription
Admins can purchase Team User licenses on the Company Details page. Once licenses are purchased, a system-defined profile called Team User will be added to the CRM account. To purchase a Team User license
- Go to Setup > General > Company Settings.
- Under Team User License, click Get Team User License.
- In the Purchase Team User License pop-up, click Purchase Now.
You will be redirected to the Zoho Store page. - In the Payments page, click Upgrade Users/Add-ons.
- In Team Users Add-on, select the number of Team user licenses you need from the drop-down list.
- Click Proceed and Make Payment.
- Verify the number of users and the total amount.
- Click Proceed to Pay.
Once the purchase is complete, you can see the number of licenses purchased by going to Company Settings and then Team User License. - Click Buy More to purchase more user licenses.
Managing the Team User profile
The Team User profile only controls what the Team User can/cannot do when it comes to org modules, org admin actions, and developer actions.
When it comes to Team Modules, a Team User's actions are decided purely based on the Team Module profile they've been assigned to (Admin, Manager, Participant, Member, or Requester). For example, if they are the Team Module admin, they'll be able to create workflow rules and blueprints for that Team Module.
Once licenses have been successfully purchased, a new profile called "Team User" will be added to your CRM account. The Team Users will be automatically assigned the Team User profile, and these users can be assigned any role in the organization. That is, they can belong to a role in the higher or lower hierarchy. For example, a Team User can be a customer success manager, legal partner, or an onboarding specialist.
Note: Users with Manage Profile manage profile permission can modify the system-defined permission for the Team User profile as per their business requirement.
Adding Team Users to the CRM
When the users are added, they will be sent an invitation email. They will need to accept the invitation to gain access to the CRM system and update their details. Users can be added:
- Manually
- Via Import
Points to remember during Import
- Team Users can be added through import, but their details cannot be updated using the import option.
- The profile in the CSV file must be specified as Team using either the profile name or ID to import the users successfully. When the Team Users are added, they will automatically be assigned the Team User profile.
To add Team Users manually
- Go to Setup > General > Users.
- Click the + New User dropdown arrow and select Add New Team User.
- In the Add New Team User page, enter the user details.
- Click Save.
The users will be automatically assigned the Team User profile.
To import Team users
- Go to Setup > General > Users.
- Click the + New User dropdown arrow and select Import Users.
- Click Browse and select a CSV file to upload.
- Click Next.
- In the Import Users page, choose Add as New Users.
If you want to skip duplicate records, check Skip existing users based on and select User ID or Email. - Click Next.
- In the Map fields page, map the Profile field to Profile Name or Profile ID.
If you are mapping to the profile name, ensure that it contains the value "Team". - Click Next.
A pop-up notification will alert you when the import is complete. Failed or skipped records will be listed with the reason they were skipped in the Import History. Records will be skipped if you have reached the Team User license limit.
FAQs
What happens if org module records are assigned to Team Users through automation?
Records assigned through Assignment rule
As Team Users cannot be org module record owners, these records will not be assigned to them even if they match the criteria for an assignment rule. For example, if the criteria says to assign records to sales reps, the records will not be assigned to any Team Users who have the sales rep role.
Records assigned through Workflow rules
In workflows, there is an option to create an org module record and assign an owner for it. The record owner can be the currently logged in user or a user who adds, creates, or modifies the record.
If a Team User meets the criteria to become the record owner, then the owner of the parent record will become the owner of the new org module record instead.
Records created by Team Users through Wizard
If an org module record is created using a wizard which does not have a field to select the record owner, then the record will be assigned to the user who creates it.
If the record creator is a Team User, the record will be assigned to a regular CRM user who is in any subordinate role (subordinate role to that of the Team User) because Team Users cannot be org module record owners. For example, if a stock manager who is a Team User creates a record in the Inventory module, the record can be assigned to any subordinate regular users, like a sales rep. If there is no subordinate role, the record will be assigned to the Super Admin.
Can a Team User's email address be used to send emails through automation for org module records?
As Team Users don't have the permission to send emails when it comes to org modules, even if they create a record, the option to "Send Email" will be disabled for them.
However, emails can be sent from a Team User's email address through functions. For example, a function can be written to send an email to the lead once a record is created. Based on this, if a Team User creates a record, an email will be sent to the lead from their email address.
Automated emails can be sent from workflows, approval process, review process, etc. if the From is set as "Current User's Email". The current user includes both the logged in user and the record creator.
Team Users can view emails of other users if they have the permission to view emails given through the Email Sharing permission. For example, assume Team Users belong to the compliance executive role. In Email Sharing permission, if the compliance executive role is selected, then the Team Users in this role will be able to view emails of other users in the organization. Read more about Email sharing permission.
Converting Team Users to regular users
Sometimes, there is a need to upgrade some Team Users to regular users. For example, some Team Users may need to access more than 10 org modules to complete their work efficiently. Such Team Users can be converted to regular users as needed. However, regular users cannot be changed to Team Users.
Once Team Users are converted to regular users, they will use the regular user licenses you've purchased as part of your subscription. The price of regular user licenses depends on the CRM edition your organization is subscribed to.
To convert Team Users to regular users
- Go to Setup > General > Users.
- Select the Team User you want to convert.
- Click the More icon and select Convert as regular user.
- In the Convert popup, choose the profile for the user from the dropdown list.
- Click Convert.
How upgrading or downgrading your CRM edition affects Team Users
Team Users are supported in the Standard, Professional, Enterprise, and Ultimate editions. If an account which has Team Users is downgraded or upgraded to an edition that does not support this user type, the following will occur:
- Team User profile: The system will automatically create a clone of the Team User profile. The profile will be named "Team_Cloned". All the defined profile permissions will remain as they are. CRM admins can modify the permissions and rename the profile if needed.
- Team Users: All the Team Users will be deactivated and will be listed on the Team_Cloned profile. CRM admins can reactivate them as regular users. Once these users are reactivated, they can either be kept on the Team_Cloned profile or be transferred to another profile. If they are kept on the Team User profile, they will have the same permissions that were configured for the Team User profile, unless they are modified by the admin.
Note: The "Team_cloned" profile will not be created if there are no active Team Users.
Disable Team User license
If the Team User license is disabled, all the Team Users will be deactivated. These users can be reactivated and converted into regular users manually. They will then use regular user licenses. To disable the Team User license
- Go to Setup > General > Company Settings.
- Toggle Team User license off.
- Click Disable in the pop-up alert.
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