Transition Guide: Moving to Zoho CRM For Everyone (next-gen UI)
What is Zoho CRM For Everyone?
CRM For Everyone is Zoho's next-generation CRM experience, designed to bring sales and non-sales teams together onto a single platform for better coordination, smoother workflows, and improved customer experiences. CRM For Everyone is built based on three principles:
It also introduces a few features that result in a more intuitive UI that supports both collaborative and independent team processes while providing admin-level controls and team-level data security.
What's new in Zoho CRM For Everyone?
Teamspaces
Think of teamspaces as miniature workspaces in Zoho CRM where each department or team can collaborate using a set of modules created for them. Examples: Sales, marketing, operations, legal, onboarding, and other teams can have their own dedicated spaces in Zoho CRM—teamspaces—each with its own admins, members, and custom setups. Learn more.
Team Modules
Team modules enable individual teams to create and manage processes without depending on their super admins—but still work within their CRM configuration's existing security and structure, thanks to team module admins. Team module admins can customize each team module by adding/editing fields, layouts, automations, and more. Learn more.
Requester roles
We've introduced requester roles to enable coordination between teams in the CRM system. A requester is someone whose deliverable depends on another team, to whom they can submit requests directly in Zoho CRM. For example, a salesperson can request case studies from the marketing team, an onboarding expert can request training materials from the training team, and so on—all without switching tools. Learn more.
Team user licenses
With the ability to add multiple teams to the CRM platform, you may need to add more users to your plan. But because team module users' responsibilities will lie only within the team to which they're added, purchasing regular CRM licenses that provide full CRM access for these users would be expensive and cost-inefficient.
Accordingly, we're introducing team user licenses, which provide access at a much lower price than regular CRM licenses. Users with this license type will have the system-defined Team User profile type.
Pricing
- USD $9 per team license per month (paid yearly)
- USD $11 per team license per month (paid monthly)
|
Org module access capabilities
|
Team module access capabilities
|
|
Limited capabilities and data access for org modules.
|
Full access and capabilities for assigned team modules
|
|
No org admin or developer capabilities
|
Can be made a team module admin
|
How does the next-gen UI look?
Improved navigation with the top bar moved to the left
In the old UI, modules are listed in the top bar, along with the setup menu, profile menu, and other utility options.
One of the most noticeable changes is the relocation of the navigation bar from the top to the left side. Learn more.
The left-side menu organizes all key modules vertically, making it easier to navigate through your CRM without excessive scrolling or clicks.
By moving the top menu to the left, we've freed up valuable vertical space, enabling you to view more data at once, whether you're managing records or analyzing reports. The left-side menu bar aligns with most web app standards, creating a more consistent approach to user experience.
Configuration shortcuts
Configuring processes and creating new modules is easier in the new user interface—now doable from the secondary sidebar itself. Learn more about configuration shortcuts in the new UI.
- Create team modules or organization modules from the Modules tab on the left. You can also create folders and associate modules from here. No more having to navigate to the Setup menu!
- Hover over a module and click the More option to configure different automation rules, define processes, edit fields, and modify layouts—right from the sidebar.
Note : In the old UI, all configuration, automation, and module creation had to be done from the Setup menu.
New features exclusive to the next-gen UI
Module permissions and settings
With multiple teams creating their own team modules to perform their own day-to-day operations, it's necessary to ensure enhanced security and data control. Accordingly, you can provide access to users and control what they can and cannot do from within the sidebar.
Users can also configure automations and processes without having to navigate to the Setup menu from the sidebar.
New module views: Chart, Grid, Split and Timeline
Chart view
Charts are no longer confined to reports and dashboards. They now appear directly in your lists, from which you can create visual representations of your record data. Simplify data interpretation and visualize key metrics without switching to the Reports module, take action based on the insights you derive, and make the right decisions for your business quickly. Learn more
Grid view
In this view, module data appears in a spreadsheet-like interface, where users can manage multiple records in a tabular format. This view is ideal for teams who need a fast, flexible way to manage many records without switching between multiple screens. You can create new records directly in the grid, as well as edit and update records without having to navigate to the detail view page.
Split View
Segment records in your module by splitting them into multiple tables based on key characteristics like picklist fields, users, or other criteria. Users can simultaneously view and manage data from different categories (arranged in tables) side by side. Learn more.
Timeline view
Use this view to get a visual representation of all records in your module plotted over a period of time. View the records by day, week, month, or quarter to draw important time-centric inferences. Learn more
Interactions tab
Each customer's journey in your CRM is unique. Hence, being able to track omnichannel engagement helps customer-facing teams understand the complete journeys their contacts traverse, from the times they were been added to their current statuses in Zoho CRM. The Interactions tab offers a comprehensive chronological view of each customer's journey and interactions across various channels in your CRM. Learn more.
Night mode
Switch between night, day, or auto modes to adapt to your working hours, visual preferences, or system settings. Learn more.
- Night mode: Work later hours with reduced eye strain in night mode, which minimizes glare and makes it easier to focus.
- Day mode: Use this when working in a well-lit or sunny environment. Day mode creates a visually appealing and clean work environment.
- Auto mode: Let your system decide between night or day mode based on your device's settings.
Connected records
With connected records, users can establish connections instantly between two modules in your CRM system by linking records between those modules. This feature provides a unified view of interactions and relationships across your CRM records. It helps you gain better insights, streamline processes, and foster collaboration by connecting team and organization modules. Additionally, requesters can now submit requests from any module instead of navigating to the My Requests tab every time. Learn more about how connected records help businesses.
Connected Workflows
With Connected Workflows, you can build smooth coordination between departments like Sales, Marketing, Legal, Onboarding, and Training so that each step in the customer journey is coordinated without manual follow-ups or miscommunication.
Connected workflows help free your teams from manual coordination by enhancing coordination across multiple teams and improving customer relationship management. They allow you to automate your entire customer journey that spans across multiple customer-facing teams.
Nextgen Ask Zia features
The all-new Ask Zia: With its redesigned interface and expanded capabilities, Ask Zia is evolving into a smarter assistant that helps you get things done faster without switching screens or writing reports manually. You'll now find the Ask Zia icon on the next-gen vertical settings bar, right below the search icon. Once opened, you can chat with Zia using three distinct message intents: Insights, Help, and Action—each of which designed to support your CRM journey uniquely.
Zia Module Creation: Zia can now interpret your natural language input and convert it into a structured module layout. Whether you're managing client onboarding, handling service requests, or setting up an internal project tracker, you can simply describe what you need, and Zia will take care of the initial configuration. This makes it easier to build modules aligned with your business processes, especially for users who prefer describing their requirements over configuring modules field-by-field. Learn more
Switching to the new UI (for existing users)
How to switch to the new UI
You can switch to the new UI by clicking "Access Now" in the top bar. This is user-specific and doesn't affect other users in the org. Go through the tour by clicking Next.
If you want to switch back to the old UI, you can click the profile icon and then click Switch to old version.
What features are inaccessible in the new UI?
- Tab groups: Any tab groups created in the old UI will not carry over to the new UI and will no longer be accessible.
- Creating team modules in the sandbox: Team modules can only be created in the sandbox once all users in the organization have switched to the new UI.
What features are inaccessible if you switch back to the old UI?
You can switch back at any time, but you'll lose access to:
- Teamspaces and team modules (you'll see classic tab groups instead)
- The Requesters tab and requester settings
- The Interactions tab
- Configuration shortcuts
- New module views (chart, grid, timeline, and split)
- Connected records and connected workflows
- Night mode
- The latest Zia feature
CRM for Everyone — Availability Information
CRM offers varied licenses and editions, necessitating the need to educate users about the availability of its wide range of features. In this article we will explain the edition-specific availability of features in CRM for Everyone for users to understand which features they can access based on their chosen license and about any limitations available for those features.
CRM for Everyone bundles the following feature suites:
- Next Gen UI
-- Sidebar (Primary and Secondary)
-- Teamspace
-- Module Views like Chart View, Grid View, Timeline View, Split View
-- Interactions tab
-- Dark Mode Implementation - Team Module
-- Public fields
-- Connected Records
-- Team User licenses
Next Gen UI Capabilities and limits
|
Feature |
Free |
Standard |
Professional |
Enterprise |
Ultimate / CRMPlus / Zoho One |
|
|
|
|
|
|
|
|
Teamspace availability
Teamspace Limits
Max Folders per Teamspace
|
❌ - User will be added to Teamspace by default but they cannot create new Teamspaces
|
✅
|
✅
|
✅
|
✅
|
|
-
|
5
|
10
|
25
|
25
|
|
|
-
|
50
|
50
|
50
|
50
|
|
|
Chart view availability
Chart view Limits
|
❌
|
❌
|
❌
|
✅
|
✅
|
|
-
|
-
|
-
|
5
|
5
|
|
|
Interactions Tab
|
❌
|
❌
|
❌
|
✅
|
✅
|
Team Module Capabilities and Limits
|
Feature |
Free |
Standard |
Professional |
Enterprise |
Ultimate / CRMPlus / Zoho One |
|
|
|
|
|
|
|
|
Maximum modules
(Combining both custom modules and Team modules) |
-
|
10
|
25
|
200
|
500
|
|
Custom fields per Team Module
|
-
|
25
|
50
|
300
|
500
|
|
Lookup fields
|
-
|
1
|
5
|
10
|
15
|
|
File upload fields
|
-
|
1
|
5
|
5
|
5
|
|
Public fields
Limits
|
❌
-
|
✅
30
|
✅
30
|
✅
30
|
✅
30
|
|
Team Users Availability
Team User License Fee
|
❌
|
✅
|
✅
|
✅
|
✅
|
|
-
|
$9/ team license / month (if paid annually)
$11/ team license/ month (if paid monthly) |
||||
Note : Zoho One with Ultimate Add-on is equivalent to the CRM Ultimate edition. That is, all the availability and limits applicable to the Ultimate Edition of CRM will be applicable to the Zoho One Edition (with Ultimate Add-on).