Users and Profiles
Can the admin change the check-out time of the users?
Yes, an Admin can edit a user’s check-in and check-out time in Zoho FSM. Editing Attendance Records in Zoho FSM Navigate to Workforce > Attendance. Under Team Data, open the attendance record by clicking on the Record ID. Click the Edit icon. Make ...
What is the difference between a user and a profile in Zoho FSM?
In Zoho FSM, a user is anyone in your organization who needs access to the application—such as a field agent, dispatcher, or administrator. A profile defines the permissions and access level assigned to a user. It determines what they can view and do ...
What are the default (built-in) profiles available in Zoho FSM?
Zoho FSM provides five built-in profiles: Administrator, Dispatcher, Call Center Agent, Field Agent, and Limited Field Agent. Administrator: Has full access to all modules and settings, including user management, billing, integration, workflow rules, ...
What are the different user statuses in Zoho FSM (Active, Inactive, Invited, etc.) and what do they mean?
In Zoho FSM, each user can have one of the following status types: Active, Invited, Inactive, or Deleted. Active: The user has accepted the invitation and currently has access to the application according to their assigned permissions. Invited: The ...
Which profiles can access the mobile app in Zoho FSM?
All built-in profiles in Zoho FSM—Administrator, Dispatcher, Call Center Agent, Field Agent, and Limited Field Agent—have access to the mobile app. However, the level of access and the features available differ based on the permissions assigned to ...
How can I see which profile can access which records in Zoho FSM? How can I review what each profile has access to?
To review the permissions for each profile, Go to Setup > Security Control > Profiles. Click on any profile (e.g., Administrator, Dispatcher, Field Agent) to view its detailed permissions. The permissions section will show you what modules and ...
What are the prerequisites required to add a new user?
To add a new user in Zoho FSM, the only essential prerequisite is a valid email address. This email ID will be used to send the invitation to join your Zoho FSM organization.
How do I create a new user in Zoho FSM?
To create a new user in Zoho FSM: Under Workforce, select Users. Click the + New User button. Fill in the user’s details: Last Name, Email Address, and Profile are mandatory fields. Click Save. Once saved, the user's status will be set to Invited. An ...
How can a user get access to Zoho FSM?
To provide access to Zoho FSM, they have to be added as a user. Once a new user is added in Zoho FSM, an invitation email is sent to their registered email address. To join the organization of the Zoho FSM account, Open the invitation email. Click ...
I’ve added a user in FSM, but they didn’t receive the invite. How do I resend the invitation email?
If the user hasn't received or missed the invitation email, you can resend it: From the invited users list, click on the name of the user who hasn’t received the invite. On the user’s detail page, click the Reinvite button. This will send the ...
How do I edit a user's detail in Zoho FSM?
To edit a user's detail Go to Workforce > Users. Click on the user’s name to open their detail page. Click Edit from the drop down. Update the necessary information. Click Save. You cannot edit the email address of a user once added. If you need to ...
Can I change a user’s profile after creation?
Yes, you can change a user’s profile after creation in Zoho FSM. To do this: Go to Workforce > Users. Open the user’s detail page by clicking their name. Click Edit. Choose the Profile field to the desired profile from the drop down. Click Save. ...
What happens to existing records if a user’s profile is changed?
When a user’s profile is changed in Zoho FSM, their existing records remain intact, but their access to those records may change based on the new profile’s permissions. This means: Depending on the new profile’s access rights, they may gain or lose ...
What should I do if a user leaves my organization?
If the user has permanently left your organization, you can delete their account. Go to Workforce > Users. Open the user’s record. Click the dropdown and select Delete. You will be prompted to transfer ownership of their records (work orders, service ...
How do I deactivate or delete a user in Zoho FSM?
Deactivating a User: If you want to temporarily revoke a user’s access (for example, during a long leave), you can deactivate them. Go to Workforce > Users. Open the user’s record. Click the dropdown and select Deactivate. Confirm the action. Once ...
What happens when I deactivate a user in Zoho FSM?
The user's access is revoked, and they can no longer log in to Zoho FSM. No work or appointments can be assigned to them while they remain inactive. Their status changes to Inactive. All existing data and records created by the user are retained in ...
How do I reactivate a deactivated user?
To reactivate a deactivated user in Zoho FSM: Go to the Inactive Users list under Workforce > Users. Click on the name of the user you want to reactivate. In their user details page, click the dropdown menu. Select Activate. The user's status will ...
Can I restore a deleted user’s account?
No, once a user is deleted in Zoho FSM, their account cannot be restored. Once a user is deleted, they are permanently removed from the system, cannot be reactivated or restored, and their status changes to Deleted. To grant them access again, you ...
What happens to open appointments when a user is deleted?
When a user is deleted in Zoho FSM, you will be prompted to transfer ownership of their records — including open appointments — to another active user. All their assigned appointments, work orders, notes, and related data will be reassigned to the ...
How are service territories used to manage the workforce in Zoho FSM?
Service territories in Zoho FSM help segment your workforce based on geographic regions, departments, or business units. Each service territory can have specific users assigned to it for a defined period. To assign a user to a territory: Go to Set ...
Can I assign a user to multiple territories in Zoho FSM?
Yes. You can assign a user to multiple service territories in Zoho FSM. To assign a user to a territory: Go to Set up. Under workforce, select territories. Navigate to the desired service territory. Click Add Resource. Select the user, specify the ...
How to create a custom profile in Zoho FSM?
To create a custom profile: Go to Setup. Under Security Control, select Profiles. Click New Profile, or use the More Options (⋯) menu to clone an existing profile. In the Clone a Profile popup, select a base profile to clone. Enter a name and ...
What can I do if the default profiles don't meet my team's permission requirements?
If the default profiles in Zoho FSM do not align with your team’s specific access needs, you can create a custom profile. Custom profiles allow administrators to define granular permissions for various modules and actions. You can either create a new ...
Can I make changes to the standard profile?
No, you cannot make changes to the built-in (standard) profiles in Zoho FSM. These profiles have predefined permissions and are not editable. If you need different permissions, you can clone the standard profile and modify it as needed. To clone a ...
Can I temporarily elevate a user’s permissions without changing their profile?
No, you cannot temporarily elevate a user’s permissions without changing their profile. In Zoho FSM, a user’s permissions are determined by their assigned profile. To grant additional access, you must update the user’s profile to one that includes ...
Can I assign different permissions for web and mobile app usage?
No, a user’s permissions in Zoho FSM are determined by their assigned profile and apply uniformly across both web and mobile platforms.
Can I give users view-only permissions for certain records and prevent them from editing?
Yes, you can configure view-only access for certain records in Zoho FSM by customising user permissions through custom profiles. Note that standard (built-in) profiles cannot be edited, so this option is available only with custom profiles. To set ...
Why can’t I disable certain permissions while creating a custom profile in Zoho FSM?
In Zoho FSM, certain permissions are mandatory and cannot be disabled—even in custom profiles. The non-editable permissions include: Basic Permissions: Contacts, Companies, Work Orders, Service Appointments, Trips, Timesheets, Job Sheets, Services ...
While creating a custom profile, if I turn off “Show Pricing,” why are some other permissions also turning off?
Disabling Show Pricing while creating a custom profile in Zoho FSM also automatically disables related permissions such as access to invoices, exports, and estimates. This happens because these permissions are interdependent.
Can I prevent users from viewing pricing but still allow them to create estimates or invoices?
No, in Zoho FSM, if you disable the Show Pricing permission, users will lose access to related features like creating estimates and invoices. This happens because these permissions are interdependent.
How can I track user activity or check-in history in Zoho FSM?
To track a user’s attendance and activity details in Zoho FSM: Navigate to the user’s record by clicking on their name. Their profile opens with multiple tabs showing detailed information. In the Related List section, you can view: Time Off records, ...