FAQ: Transition to the NextGen UI

FAQ: Transition to the NextGen UI

Switching from old UI to the NextGen UI 

1. Are Zoho CRM and CRM for Everyone the same? 

We are introducing an upgrade to your existing Zoho CRM, which we've titled CRM for Everyone. This isn't a new CRM, but a significant enhancement to the user interface and functionality you're familiar with in your current CRM. This upgrade retains the core functionality of your current CRM. It will present your familiar CRM in a fresh, more efficient format.

Whether you use CRM as a standalone product or bundled in CRMPlus or Zoho One, the features and user interface remain consistent. The main change you’ll notice is a shift of some features from the sidebars to the top band in the dashboard UI.
For detailed information on the UI updates across CRM, CRMPlus, and Zoho One, please refer to this document.
See Also>> What is CRM for Everyone

2. What’s new in Zoho CRM?

The new updates in NextGen CRM are:

3. Why should I switch to the NextGen UI of Zoho CRM?   

What if you could do more with the help of this new CRM?

The nextGen CRM isn’t just for your sales team to generate revenue; it’s built for multi-team collaboration. Whether you’re in Sales, Legal, Marketing, or Product, the new UI is designed to support how teams work together offering dedicated spaces, tailored modules, and individual controls for each team. This leads to better lead generation, smoother management, and faster deal closures, all contributing to quicker, more efficient growth.

So, how do you achieve this?
Check out our list of new features and improvements, each designed to make that experience possible.
See Also>> CRM for Everyone

4. What are the key differences between the new UI and the old UI?

The NextGen UI introduces a more streamlined experience, focused on easier navigation, team-based collaboration, and better data interaction.
  • Navigation and Layout:
    Old UI: Modules are listed in a top navigation bar with limited screen space for record content. Accessing setup configurations requires navigating through multiple screens.
    NextGen UI: Modules are now listed on a vertical left panel, offering more space to view records. Two new sidebars give quick access to configurations, hence no need to dive deep into the Setup page.
    Learn more about the new navigation
  • Module creation and configuration:
    Old UI: All module and layout configurations are accessed through the central Setup area, requiring deeper navigation and more clicks. Only custom modules can be created in Old UI. In New UI, you can create modules for your team using the team module and you can also create custom modules.
    NextGen UI: You can now create and manage Team Modules directly from the sidebar, with easier access to field layouts, automation, and permissions—all without switching to the full Setup page. 
    Navigating to the nextgen UI
  • Views and Record Interaction: 
    Old UI: List view, Kanban view and canvas view are the default mode of record interaction. It supports basic filtering and search, but lacks visual context.
    NextGen UI: Multiple views like Grid, Timeline, and Chart are now available along with other old UI views. These support inline editing, visual layouts, and built-in charts.
    Grid View
     → Timeline View
     → Chart View
  • Team-Based Access:
    Old UI: There is no structured concept of teams or departmental workspaces. Custom modules are shared across all users based on profile permissions.
    NextGen UI: Teamspaces let departments work independently with their own modules (Org and Team modules) and roles like Admin, Member, or Requester to control access. In Org modules, automation requires the "Manage Automation" permission, which applies system-wide. But in Team Modules, a user can create automation only for that team module if they're its Admin even without the Manage Automation permission.
  • Connected Records:
    Old UI: Linking related records requires manual lookups fields that too is limited with parent-child relationship in records.
    NextGen UI: Modules can be intelligently linked so that related data is shown automatically without giving full access to other modules.
  • Cross-Team Collaboration with requesters: 
    Old UI: Collaboration between teams rely on email, chats, or external tools.
    NextGen UI: Requests can be raised between teams (e.g., Sales to Legal) and tracked within CRM—no more relying on email or external tools.
  • Interactions Tab:
    Each record has a timeline-style view that shows all related calls, emails, tasks, and updates in one place—helping users understand the full customer journey without switching tabs.


5. Which features from the old UI have been removed/replaced, and why?   

Replaced Features  
  1. Tab Groups has been replaced with Teamspaces
Enhanced or Repositioned Features
  1. Navigating to configuration through the module's ellipsis icon (three dots).
  2. Theme Modes The old UI supported a fixed light theme. The new UI introduces multiple display modes: Light, Dark, and Auto (system-driven), allowing users to personalize the interface based on preference or device settings.

6. Will my existing data and settings carry over to the NextGen UI?

Yes, most of your data and configurations, such as modules, records, workflows, roles, and permissions, carry over automatically, as the underlying system remains the same. It’s similar to a software update on your computer or mobile device: everything stays in place, and only the new features or additional functionality require manual setup, if you choose to use them.
That said, a few elements redesigned in the new UI like tab groups (now replaced by Teamspaces) and the old Activities module may require some manual adjustments. For instance, tab groups can be recreated as Teamspaces.
Note: Overall, your core setup stays intact, and there's no need to worry about data loss during the switch.

7. How do I switch from the new UI to the old UI?

With the introduction of CRM for Everyone, the NextGen UI is available by default for all new Zoho CRM signups. Existing customers receive the option to explore the new interface and features through a guided switch process.

Switching from the old UI to the NextGen UI (CRM for Everyone):
  • Step 1: A banner will now be available at the top of the screen for all Standard and Professional edition Admins. You can simply click Access Now to switch to the new UI and access CRM for Everyone.
  • Step 2: Go through the onboarding tour to learn what you can do in this new version.
  • Step 4: You can choose to extend this access to other users in your organization immediately or later. Once extended, all users in the organization will see a banner at the top of their screens, from which they can access the new UI by clicking "Access Now."

Now you may use the new UI, unlocking access to features such as Teamspaces, Team Modules, Grid View, Timeline View, and an improved sidebar navigation experience.
Additional Notes:  
  1. This toggle is available during the initial rollout period to support smooth adoption.
  2. Data and configurations remain consistent across both UIs.

8. Admins see two options when switching to the Next Gen UI in Zoho CRM: ‘Extend to all users’ and ‘Extend later’. How do these options work?

During the transition to the Next Gen UI, admins are given two choices: extend the UI to all users organization-wide or postpone this decision. If they choose Extend Access Now, this prompt will be shown to the admins.
 

Once the org admin extends the access now, all users in that org will see a banner prompting them to switch to the new UI and access CRM for Everyone features.

If they opt to extend it later, they can still do so anytime by clicking the profile icon at the bottom left and selecting the option to extend the Next Gen UI to all users.


9. Once the CRM admin enables the Next Gen UI for the entire organization, how is it applied to individual users? 

As mentioned earlier, if the admin selects the "Extend Later" option while enabling the Next Gen UI for the organization, users will see a prompt to upgrade to CRM for Everyone after 30 days.

For example, if the admin selects "Extend Later" on June 4th, org admins will receive a reminder banner indicating that users will soon see a banner prompting them to switch to the Next Gen UI and access CRM for Everyone features.
Note: If the admin rolls back to the older UI during the 30-day window, users will still see the banner prompting them to switch to the CRM for Everyone. The upgrade prompt remains active, regardless of the admin’s temporary switch back.

 

Even if an admin Chooses "Extend Access Now" in the organization, it doesn't immediately switch everyone to the new interface. Each user will see a banner prompting them to upgrade, and the switch will happen only after they accept it.


 


10. How can I switch back to Old UI from the new UI? 

Once you've transitioned to the NextGen UI, you have the ability to revert to the previous interface independently. Simply click on your profile icon located in the upper left corner, where you'll find the option to Switch to old version.


11. Will my personalized settings and preferences be preserved when I switch back to the old UI? 

When switching from the the NextGen UI to Old UI, core CRM data and module configurations remain intact. However, UI-specific preferences—such as layout arrangements, view modes, themes, and recently accessed modules—do not carry over between interfaces.
Here's what remains preserved:  
  1. All record data, custom fields, workflows, automation rules, and module configurations.
  2. Profile-level permissions and sharing settings.
  3. Teamspaces are not accessible in the old UI. However, any Teamspaces you created will be archived and preserved, and will reappear when you switch back to the NextGen UI. In the old UI, Tab Groups will be shown instead of Teamspaces.
  4. Team Modules created in the new UI remain intact when switching back to the old UI, and their data will still be visible. However, you cannot create new Team Modules from the old UI.
  5. All existing Connected Records and the ability to create new ones are available in the old UI as well.
  6. Features like Timeline View, Grid View, and the Request tab are available only in the NextGen UI. When switching back to the old UI, these features are not accessible.
Here's what does not carry over:  
  1. The UI layout preferences (e.g., sidebar customizations, collapsed/expanded views).
  2. Modules views like Grid View, Split View or Timeline View.
  3. The theme mode (Light/Dark/Auto) selected in one UI is not reflected in the other.
  4. Any quick access pins or shortcuts configured in the navigation panel.
  5. Sandbox behavior is version-dependent. If a sandbox is created in the nextgenUI and you switch, you must refresh or recreate it to view it in the Old UI.  
Note: Split view will be released soon with the upcoming updates to your CRM NextGen UI.

12. Will any data or work in progress be lost when switching between UIs?   

No, switching between the old UI and the NextGen UI in Zoho CRM does not result in any data loss. All underlying data, records, module configurations, field customizations, and automation settings remain preserved regardless of the UI you are using.

If you're in the middle of editing a record or setting up a configuration and you switch UIs mid-process, unsaved changes (such as partially filled fields or unsaved automation edits) may be lost just as they would be if you navigated away from a page in any system. It's recommended to save any ongoing work before switching.

Workflows or automation based on new features: Any workflows, permissions, or customizations applied within Team Modules or Requests will not surface in the old UI. However, the workflows themselves continue to operate in the background as configured.

13. How does switching UIs affect collaboration with colleagues?   

Switching between the Old UI and the NextGen UI does not disrupt core collaboration features such as record sharing, comments, tasks, notes, and workflow-based assignments. However, users working across different UIs (Old and NextGen) may experience inconsistencies in access to new collaborative tools and modules, especially those that are exclusive to the NextGen UI.

Key Considerations:
1. Shared Records and Data Access
  1. All records, including those in standard modules (Org modules), remain accessible to users regardless of the UI they’re using.
  2. Role and permission-based access to records continues to function consistently across both UIs.
2. Team Modules and Teamspaces 
  1. Users operating in the Old UI can view or interact with their Team Modules but can not create a new team module in the Old UI.
  2. Teamspaces, which are only available in the NextGen UI will not be accessible in the Old UI but the data will be archived and preserved.
  3. If a team relies heavily on these structures for collaboration, users in the Old UI will be excluded from that context unless they switch to the new interface.
3. Requests and Coordination  
  1. Features like the Requester tab are not available in the Old UI.
  2. Users in the NextGen UI can raise structured requests or coordinate across modules, but those actions and interfaces are not visible to colleagues still using the old UI.

14. Will toggling between UIs disrupt my current workflow or scheduled tasks?   

Switching between the old UI and the new UI (NextGen UI with CRM for Everyone) does not disrupt scheduled tasks, automation rules, or core workflows.
  1. Workflow Rules, Assignment Rules, Blueprints, and Approval Processes: These remain intact and continue functioning as configured, even if you toggle between UIs.
  2. Scheduled Actions (e.g., emails, field updates): These are unaffected by UI changes.
  3. Work in Progress: Drafts, pending approvals, and in-progress blueprint stages retain their states during the switch. However, presentation of that data may vary in the old UI, especially for new elements like Requester tabs or Connected Records, which are not available in the Old UI.

15. What should I do if I encounter issues or bugs while switching between the new and old UI?   

If you encounter any issues, visual glitches, or missing components while switching between the classic UI and the NextGen UI in Zoho CRM, you can follow the steps below to troubleshoot and report the problem effectively:
1. Refresh and Clear Cache 
  1. After switching UIs, it's recommended to refresh the page or perform a hard reload (Ctrl + Shift + R or Cmd + Shift + R).
  2. In case of display issues or module misalignment, clear your browser cache and cookies.
2. Check Role or Admin Restrictions  
  • Ensure that you have not lost access to features due to profile-level permissions or admin settings. Some UI features, like Team Modules or Teamspaces, are permission-based and may appear missing if your access is limited.
3. Confirm Feature Availability
  • Some features—such as Grid View, Connected Records, and the Request Tab—are available only in the NextGen UI, and their availability also depends on the CRM edition and whether the account has access to CRM for Everyone. If you’re in the classic UI, these features will not be visible by design, and their absence should not be mistaken for a bug.
    See Also>> CRM for Everyone — Availability Information
4. Switch Back and Retry  
  1. If a module or view fails to load, try switching to the other UI and then returning. Temporary glitches may be resolved through a UI toggle.
5. Report the Issue to Support  
If problems persist, report them through the following channels:
  1. Use the Help icon in the CRM interface to raise a ticket.
  2. Email Zoho CRM Support at support@zohocrm.com with details.
  3. Include screenshots, browser details, and the exact steps that triggered the issue.

16. How can I provide feedback on my experience switching between UIs?   

Available Feedback Channels:
1. In-product Feedback Option

2. Support and Email
  1. You can email support@zohocrm.com with detailed feedback. Make sure to include any screenshots, examples of missing functionality, or edge-case behavior when switching UIs.
  2. Feedback shared through these routes is actively considered as part of product refinement.

17. If I customize my dashboard or views in one UI, do those changes reflect in the other?

The behavior of customizations like dashboards and views depends on which type of customizations they are and which UI-specific features are involved.
1. Dashboards (Analytics and Custom Widgets)  
  1. Dashboard components, charts, KPIs, and widgets created using the Analytics tools remain available across both UIs.
  2. However, the interface and layout used to view and interact with dashboards may differ.
  3. Dashboards created in the old UI are accessible in the new UI and vice versa, however:
    1. The visual design may be enhanced in the new UI.
    2. The positioning and display preferences (e.g., widget resizing or reordering) may not render identically when switching.
2. Custom Views (in Modules)  
  1. Custom views created in either UI (such as filters, sorting logic, or column selections) are retained and visible in both old and NextGen UIs.
  2. However, view-specific preferences, such as using Grid View, Timeline View, or Chart View, are exclusive to the NextGen UI.
  3. If you’ve set Grid View as your default in the new UI, the Old UI will default back to List View, since Grid View is not available for the Old UI.


FAQs related to the NextGen UI 

Teamspace refers to the dedicated area for each team, where modules specific to that team are organized. To make collaboration easier among internal teams, specific areas called team spaces can be set up. For example, there can be a dedicated space for the marketing team where all its members can collaborate. Likewise, another space can be created for the legal advisors to come together.

The Team Module is designed to accommodate different processes tailored to the unique needs of each team. For example, the presales team might use an "Customer Onboarding" module to organize customer requirements efficiently, while the legal team could have a "Contracts" module specifically for managing legal documents. These modules can be linked to others, such as the Deals module, through a lookup field, establishing the relationship between modules across your CRM system.

A team module can be added to more than one teamspace but the name should be unique. For example, If a Team Module named 'Case study' already exists under the Marketing team space, another Team Module with the same name cannot be created again.

19. Are team modules specific to a particular team space?    

No, team modules can be added in more than one Teamspace. Organization modules, as well as team modules, can be added to multiple Teamspaces.

20. How many team modules and custom modules can be added to a Teamspace?   

The number of team modules and custom modules you can create depends on your Zoho CRM edition you are subscribed to. Learn more about module limits, edition details, and other capabilities

21. Who can create the team modules in Zoho CRM?  

Any user with the permission to Create Team Module can create a Team module in Zoho CRM.

22. How can I establish a relationship between two modules: Org to Org, Org to Team, and Team to Team?

Zoho CRM supports two primary ways of establishing relationships between modules: Lookup Fields and Connected Records. These can be applied across combinations of Organization and Team Modules, depending on the needs and use cases.

Using Lookup Fields:

Lookup fields allow you to establish one-to-one relationships between modules. This method is ideal for scenarios where records from one module consistently reference a specific record from another.

  • Org Module to Org Module: Supported. You can link modules like Deals to Accounts using lookup fields.

  • Team Module to Org Module: Supported. A team module can include a lookup field referencing any org module.

  • Team Module to Team Module: Supported. A team module can have lookup fields referencing other team modules.

  • Org Module to Team Module: Not supported. Organization modules cannot have lookup fields pointing to team modules.

Example: A Product Launch team module in the Marketing Teamspace can have a lookup field referencing a "Documentation" module in the User Education Teamspace. This enables cross-team visibility without merging workflows.



23. How many user types are there for a Team Module?     

Access to the organization modules is controlled by the CRM admin through profile permissions, while access to team modules is overseen by the Team Module admin who assigns CRM users to different pre-defined roles.
  1. Admins have full control over the Team Module, including fields, permissions, configurations, and records.
  2. Managers have complete visibility and control over its records.
  3. Members and participants have different levels of access to records, with members able to view all records and participants only able to view their own. Both will be able to create, edit, and delete their own records.
  4. Requesters can create and track records using the My Requests tab without direct access to the Team Module.
Note: Team module admins can customize permissions for fields and actions on a per-profile basis.

24. Who is eligible to be assigned as an admin, a member, or a requester within a Team Module?

Any user, regardless of their current profile or role, can be assigned as an admin or a member in a Team Module. This implies that any user has the potential to fill any of the five profile types (admins, requesters, managers, members, participants) types available within a Team Module.

25. Can a user in a Teamspace automatically have access to all modules in the Teamspace?      

No, simply being added to a Teamspace does not grant a user access to its Team Modules. A user must be specifically assigned a role within each Team Module—such as Requester, Manager, Admin, Participant, or Member—to view or interact with it. Org modules and custom modules added to a Teamspace will remain visible based on the user’s existing profile permissions.

26. Can I import data into my Team Module?   

Yes, you have the ability to import data into your Team Module. It's possible to upload as many as 5000 records at once using files in formats like .xls, .xlsx, .vcf, or .csv. If you need to import more than 5000 records simultaneously, you should use a .csv file. Additionally, data can be imported from other CRM systems.

27. Is it possible to personalize a list pages in a Team Module using Canvas?      

Yes, you can use canvas to personalize the Team Module list views. To customize the list view, click the more icon next to a module and click on Canvas. Module will be auto selected in the Create your own Customized List page, Select the Type from Custom List, Tile, or Table and click Create.


28. How many layouts can a Team Module have?     

A Team Module can only have a single layout, but you can customize this layout to meet your specific needs.

29. Where can a Requester raise their request?       

Requesters can raise their request via the My Requests tab from their CRM homepage or using connected records.
Note: 
  1. Fields shown in a requestor tab is customizable and the visibility, permissions to edit/view/hide will be available for the Admins.
  2. Fields added in a business card will be shown in requestor tab.


30. If I create a Team Module in a sandbox, can I deploy it?  

Users who have administrative privileges or those granted the Manage Sandbox permission are authorized to deploy team modules developed within a sandbox environment.

31. What are the fields that are not available in team modules?       

Rollup summary fields, multi-select look up fields and multi user fields are not available in team modules.

32. What are the maximum number of fields that can be added to a Team Module?   

The maximum number of fields you can add varies based on your Zoho CRM edition. Learn more about field limits and the availability of other CRM features by edition

33. How many Teamspaces can I add in my CRM?      

The number of Teamspaces you can add to your CRM depends on your subscription plan:
  1. Zoho CRM Standard Edition: Allows up to 5 Teamspaces.
  2. Zoho CRM Professional Edition: Permits the creation of up to 10 Teamspaces.
  3. Zoho CRM Enterprise Edition: You can add up to 25 Teamspaces.
  4. Zoho CRM Ultimate Edition: Also offers the ability to add up to 25 Teamspaces.
Additionally, across all editions, a Teamspace can contain a maximum of 50 folders.

34. Can a user be a part of more than one Teamspace?        

A user can be added to multiple team spaces and also be an admin of multiple team spaces.

35. What will happen when a Teamspace is deleted?       

When a Teamspace is deleted, the team modules within it will become unlinked. These unlinked team modules can be added to another Teamspace by following the steps outlined in the section for adding or removing users/modules in an existing Teamspace.

36. Can Organization modules be added to multiple Teamspaces?       

Yes, Organization modules can be added to multiple Teamspaces.

37. What is a requester, and what can they do?   

A requester in Zoho CRM (as part of CRM for Everyone) is a special type of user associated with Team Modules. Requesters are typically individuals from other teams or departments who do not own the records in a Team Module but can raise requests or submit inputs for records owned by other teams.

What a Requester Can Do:  
  1. Raise requests in Team Modules without having edit or view access to all the records.
    For example, a sales rep (requester) can submit a request to the legal team for drafting a contract via a Legal Team module.
  2. Fill out a request form configured by the owning team. These forms may include required fields and validations based on what’s needed to fulfill the request.
  3. Track the status of the requests they’ve submitted, depending on visibility settings configured by the admin.
  4. Participate in coordination without needing full access to another team’s module. This enables structured cross-team collaboration.
What a Requester Cannot Do:  
  1. They cannot view or modify records in the Team Module unless explicitly granted additional access.
  2. They do not own the record; they only initiate a request tied to the record.
  3. They cannot configure the module, layouts, or workflows related to it.
The Requester role supports a collaborative, permission-controlled approach to inter-team communication helping streamline structured input and avoid overexposing sensitive module data.
See Also >> Requester Roles

38. How does coordination of work across all modules operate, and what problems does it solve? 

In CRM for Everyone, coordination between different teams or modules happens through the Requester role. A requester is someone who may not belong to a specific team but needs to raise a request to them, for example, Sales requesting Legal to review a contract.

The requester doesn’t need full access to the team’s module. Instead, they use a predefined layout of the team module where they are designated as a requester to submit requests such as a case review, content draft, or payment follow-up. This ensures the receiving team gets all the required information in a structured format, eliminating the need for emails or informal follow-ups.

Once submitted, the request can be tracked to check the progress of their submission, depending on how permissions are set.

This setup solves common coordination issues like unclear communication, delayed follow-ups, and the need for back-and-forth clarification. It ensures every request is logged, easy to monitor, and handled through a streamlined process within the CRM.
See Also >> Requester Roles

39. What can Team Module users do and can not do in Team Modules?   

Team Users are CRM users with limited system-wide permissions but full flexibility within Team Modules, based on their assigned role. The roles include Admins, Managers, Members, Participants, and Requesters, each with specific levels of access and configuration rights.

       Profile
                       Permissions
         Limitations

      Best Suited For

Team Module Admins
- Configure module layout (fields, sections)
- Set field- and action-level permissions
- Define workflows, blueprints, approvals, validation rules
- Assign user roles (Manager, Member, Participant, Requester)
- Create/manage views, templates, widgets, buttons
- Manage Requester Settings
- Access record-level configurations and data
- Cannot access org-wide CRM setup
- Cannot modify settings in other modules (unless admin there)
- Cannot add users to org or manage billing
Admins managing module configurations and processes
Managers
- Full visibility and control over all records in the module
- Cannot modify module settings, fields, or automations
Team leaders supervising module execution
Members
- View all records - Edit/delete only their own records
- Cannot configure settings or manage permissions
Team members who are collaborating but working mainly on their own records
Participants
- View, edit, and delete only their own records
- No visibility into others’ records
- No access to module settings
Junior staff or interns handling assigned tasks
Requesters
- Submit structured requests via layouts
- Track own requests through My Requests tab
- No access to team module records or settings
External users or customers raising requests

40. What Team users cannot configure or do in Organization modules and in the NextGen UI?     

Limitations of Team Users Outside Team Modules: 
 Scope
 Limitations
In Org Modules
- Cannot own or mass update records
- Cannot view all public custom views or create/share views
- Cannot create/configure automations (workflows, blueprints, functions)
- Cannot initiate or manage integrations
- Cannot send emails or start calls/meetings
- Cannot use Zia to enrich data
- Cannot access reports, analytics, or sandbox
- Cannot act as org-level admins or modify global settings
Across CRM
- Cannot access global Setup or manage other users
- Cannot import/export records across modules
- Cannot configure cross-module workflows (unless made admin of involved modules)

NotesNote: These restrictions ensure that Team Users operate strictly within the boundaries of their assigned team modules unless explicitly elevated.


41. How does the Connected Records feature work?     

The Connected Records feature in CRM for Everyone lets you link related records from different modules even if they don’t have a direct lookup field between them. This helps teams work together more effectively, as they can see related information from other modules in one place.
You can connect records in two ways:
  • Linking records yourself : Users can manually connect one record to another using the “Add Connected Record” option.
    For example, a sales rep working on a deal can link it to a legal request so the legal team knows which deal it relates to.
  • Linking records using a workflow : Admins can set up rules that automatically connect records when certain conditions are met.
    For example, if a deal is marked as “Closed Won,” a related onboarding request can be created in the Implementation Team Module and linked to that deal. This is done through a workflow rule that creates the new record and links it back to the original one.
Once two records are connected, the link shows up in both modules—so both teams can see the relationship if they have permission. This makes it easier to understand the full picture without switching modules or asking around.

See Also >> Connected Records


42. What is a Grid View and how is it used to extract insight?     

Grid View is a module view in NextGen UI that displays records in a spreadsheet-style layout showing rows and columns that you can scroll, sort, and edit directly. It’s designed for users who need to manage and analyze large volumes of records quickly without opening each one individually.

Grid View is especially useful for teams that work with structured data like sales operations, finance, or project tracking because it enables quick review, editing, and insights without navigating away from the module.
See Also >> Grid View (Link)

43. What is a Timeline View and how is it used to extract insight?     

Timeline View in NextGen UI helps you see records arranged along a timeline based on their Start Date and End Date. It’s designed for teams that manage time-sensitive activities like campaigns, projects, onboarding, or service requests where scheduling and duration matter.

Timeline View is especially useful for planning, resource allocation, and progress monitoring, helping teams make informed decisions by simply looking at how work is distributed over time.
See Also >> Timeline View

44. What is a Chart View and how is it used to extract insight?      

Chart View in NextGen UI allows you to visually analyze data from a module using charts such as bar, pie, donut, or line charts right within the module itself. It helps users quickly understand patterns, totals, and distributions without needing to switch to a separate reports section. Chart View is ideal for team leads and managers who need quick, visual insights into team activity, performance, or workload directly where the data lives.
See Also >> Chart View

45. What is the Interactions Tab and how is it used to extract insight?     

The Interactions Tab is a section within a record's detail view in Zoho CRM's NextGen UI that displays all communication and activity history related to that record such as emails, calls, notes, meetings, tasks, and system updates in one chronological feed.
The Interactions Tab is especially useful for sales reps, support agents, and account managers to get up to speed quickly before reaching out, and for managers to review how well team members are handling each record.
See Also >> Interactions Tab

46. What types of automation are supported in team modules? 

Team Modules in CRM for Everyone support a wide range of automation options to help teams manage their processes independently, without relying on org-level administrators for daily operations. These include:
  1. Workflow Rules : Team Module Admins can create workflow rules that trigger actions when records are created or updated. With workflow rules, team module admins can:
    1. Update fields within the same module or a connected team module
    2. Send email notifications to CRM users or customers
    3. Assign tasks or meetings to team members
    4. Create records in other team modules
    5. Use existing webhooks or custom functions created by org admins. However, the cannot create new ones.
  • Assignment Rules : Automatically assign ownership of records based on predefined conditions. Useful for distributing work among team members based on criteria like record type, source, or region.
  • Blueprint : Allows teams to define a structured process for record handling using stages and transitions. Actions can include mandatory fields, checklists, and validation rules. Transition actions can include sending emails, updating fields, assigning tasks, or creating records in connected modules.
  • Approval Process : Supports multi-level approval flows within the team module. Approvers can be specific users or roles within the team.  
Automations Not Supported (Current Limitations)
  1. Review Process
  2. Escalation Rules
  3. Cannot create new custom functions or webhooks directly within the Team Module (Team Admins).
  4. Cannot automate across unrelated team modules or org modules, unless done by Org Admins.

Admin-Related FAQs 

47. Does the addition of a Team Module Administrator roles affect the authority of the Central Administrator in Zoho CRM?

The addition of Team Module Administrator roles does not interfere with the authority of the Central Administrator for Zoho CRM.

The Team Module administrators are specifically responsible for managing their assigned team modules and do not have the authority to alter the organization-wide setup.The primary purpose of appointing Team Module administrators is to enhance team productivity and collaboration by delegating routine administrative tasks.

This delegation means that the central administrator does not need to handle every day-to-day task within each Team Module. Instead, they can entrust these responsibilities to a capable user within the team. Despite this delegation, they have the right to override any decisions made by the Team Module administrators, if deemed necessary.
Note:
  1. Org admins are not automatically designated as Team Module admins—they must manually appoint themselves if needed. This setup ensures that while Team Module administrators handle specific tasks within their modules, they are not the sole authorities and cannot bypass the Central Administrator's decisions.
  2. A user with the Administrator profile can grant 'Create Team Module' permission to others. Once created, Team Modules will appear on the Modules and Fields page. However, administrators cannot view the data within a Team Module unless they are specifically added to it.
For additional information on team modules and their features, please consult these help documents:

Working with Team modules

Team Module: Read-Me-First Guide for Admins


48. How many Team Module administratorss can be added to a Team Module?

You can add a maximum of 5 admins to a Team Module regardless of the profile type they have.

49. Who can create or manage Teamspaces?

An individual with administrator privileges has the ability to create a Teamspace, or a user with the Manage Teamspace permission in their profile can create or manage it.

50. Can an Team Module admin see the team's records?        

A Team Module admin can view the team's records, given they are the primary authority responsible for granting access to the Team Module. They have the power to designate other users as requesters, participants, members, managers, or even admins within that specific module.

51. Does a created Teamspace automatically grant all the access to a Teamspace admin to view and access the team modules/modules in it?   

Users cannot view or access a Teamspace in the Dashboard unless they have been given access, even if they are the Teamspace administrators. This setup is in place because the Teamspace administrators may not be actively involved in the daily activities of the Teamspace. Instead, their role is primarily to oversee the Teamspace, handling administrative tasks and management duties without direct participation in the day-to-day operations.

52. Who can be made an administrator for a Teamspace?    

  • Any active user in your organization can be designated as the admin for a Teamspace.
  • Each Teamspace is limited to having just one admin. However, any user who holds an administrator profile or has the Manage Teamspace permission is capable of managing the Teamspace. 

53. What is the difference between a CRM administrator, a Teamspace administrator, and a Team Module administrator?   

CRM Admin: The CRM administrator holds a central role in managing the settings and configurations within a CRM account. To be a CRM administrator, one needs to have an Administrator profile or a custom profile equipped with administrative rights. A CRM admin has the capability to access and manage both Teamspaces and team modules. However, administrators specific to Teamspaces or team modules cannot make organization-wide changes.

Teamspace Admin: A user of any profile type, whether Standard, Administrator, or a custom profile, can be appointed as a Teamspace administrator. Their responsibilities include managing and configuring the Teamspace they are assigned to, but they lack the authority to implement changes across the entire organization. Their focus is solely on the Teamspace they oversee.

Team Module Admin: Similar to the Teamspace admin, a Team Module admin can be any user, regardless of their profile type. They are tasked with managing the Team Module, which includes assigning permissions and roles such as admin, requester, or participant to other users within that module. Their authority is confined to the specific Team Module they administrate.

54. Can team module admins manage automation or integrations within their modules? 

Yes, team module admins in CRM for Everyone can manage automation within their own team modules, but with specific boundaries.

What they can do: Team module admins can configure and manage the following automation features within the team modules they are assigned to:
  1. Assignment Rules: They can assign records or tasks based on predefined logic.
  2. Workflow Rules: Automate actions such as field updates, record creation, notifications, or task assignments.
  3. Blueprints: Set up step-by-step processes to ensure that users follow specific procedures before moving forward.
  4. Approval Processes: Route records through approval chains before a stage is finalized.
  5. Field Permissions: Control which roles can access or modify certain fields.
What they cannot do: Team module admins cannot create or manage:
  1. Webhooks
  2. Custom functions
  3. Actions by Zoho Flow
These are restricted because they might affect other modules or external systems, and must be configured by the org admin or users with Manage Automation permission.

They cannot automate actions that involve:
  1. Other team modules not under their administration.
  2. Any org modules (like Leads or Deals).
See Also >> Automation in Team module  

Pricing Related FAQs 

55. Is there an additional cost if I decide to upgrade to CRM for Everyone?        

Upgrading to CRM4E does not incur additional costs beyond your current Zoho CRM pricing. It retains the same editions and pricing structure. However, adding users to the Team Module requires a team user license, which is available at a minimal cost.

For more detailed information, please visit the Feature availability page and the team license document.

56. Who are team users and what capabilities do they have?     

Zoho CRM introduces a new user type called the Team User as part of the CRM for Everyone framework. This user type is intended for individuals who perform customer-related tasks within specific teams such as Legal, Delivery, Marketing, or Support, and who do not require access to the entire CRM system or to organization-wide modules such as Contacts, Accounts, or Deals.

The Team User license addresses the need to include a broader range of roles within the CRM environment without incurring the cost of full-feature CRM licenses. These users operate entirely within the scope of the Team Modules and Teamspaces to which they are assigned. They are added with a system-defined profile called 'Team User', which can be configured to a limited extent by CRM administrators.
Click here for detailed capabilities of Team Users.

57. How can I integrate team users into my current team or organizational structure?   

You can integrate Team Users into your CRM setup by assigning them to specific Teamspaces and Team Modules that match their role in your organization. These users are best suited for internal teams like Legal, Finance, Onboarding, or Support who need to work in a focused area of the CRM without accessing company-wide data.


Make sure to:

  1. Add them to the right Teamspace
  2. Give them a role in the Team Module
  3. Define what they can do
  4. Keep access limited to what they need
  5. Let them collaborate through Requests

58. Will the introduction of the team user affect my current pricing plan or billing structure?  

The introduction of the Team User license does not alter an organization’s existing pricing plan or billing structure for standard Zoho CRM users. Instead, Team User licenses are offered as a separate add-on to support departments that only require limited access to team-specific modules and workflows.

Team User licenses are billed independently and can be purchased in addition to standard CRM user licenses. Organizations can choose to add as many Team Users as needed, depending on their CRM edition and the associated feature limits for Team Modules and Teamspaces.

The pricing for Team User licenses is as follows:
  1. $9 per user per month when billed annually
  2. $11 per user per month when billed monthly

59. Which editions of Zoho CRM support CRM for Everyone?   

CRM for Everyone is an enhancement to Zoho CRM, introducing features like Team Modules, Teamspaces, and a Next-Generation User Interface (UI). The availability of these features varies across different editions of Zoho CRM.
Below is a summary of feature availability by edition:

 Feature

 Free

 Standard
 Professional
 Enterprise
 Ultimate
New UI
Yes
Yes
Yes
Yes
Yes
Teamspaces
No
Yes
Yes
Yes
Yes
Team Modules
No
Yes
Yes
Yes
Yes
Chart View
No
No
No
Yes
Yes
Interactions Tab
No
No
No
Yes
Yes

60. Is CRM for Everyone available in Zoho One or CRM Plus? 

Yes, CRM for Everyone is available to customers using Zoho One and Zoho CRM Plus. It is currently being rolled out in phases and is part of Zoho CRM, which is included in both of these bundled platforms.

Customers on Zoho One or CRM Plus can request early access if it's not already enabled for their account. Once available, they will be able to explore key features of CRM for Everyone, such as the NextGen UI, Team Modules, Teamspaces, Connected Records, and coordination tools all within the bundled plan they are already subscribed to.

There is no separate licensing needed for CRM for Everyone if you're already using Zoho CRM through Zoho One or CRM Plus.
See Also >> FAQ: CRM4E

 

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