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Portal Users Grid View

Employees in your organization must be added as portal users before they are assigned to individual projects.  Projects are accessible to users added to them. Portal Owners and Admins will have access to all projects in the portal.

Click to learn more about access privileges for modifying users in Zoho Projects.

Add Portal Users

  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Manage Users and then click Portal Users.
  3. Open Grid  View from the view drop-down.
  4. Click Invite User in the upper right corner.
  5. Enter a User Email address. You can add multiple email addresses separated by a comma. 
  6. Select a Role and Profile for the users. If your portal is integrated with Zoho Books or Zoho Invoice you can also add user rates.
  7. Enter Rate Per Hour (used for billing and calculating project revenue). This is applicable for projects which have Based on Staff Hours as the billing method.
  8. Enter Cost Per Hour (used for calculating project cost). This is applicable for projects which have Based on Staff Hours as the billing method.
  9. Select a Reporting Manager for the user.
  10. Select the projects from the picklist to add users to them. Users having the Admin profile will be automatically added to all the projects and cannot be removed.
  11. Click Invite. Users will receive an invite in their inbox and must accept it before they can access the portal.
    1. Click Invite More to continue inviting more users.
  12. Re-invite users who have not accepted the invitation by hovering over the user tile and clicking icon.
  13. Alternatively, to add portal users:
    1. Click Invite Users in the lower-left corner from any screen except settings in Zoho Projects. Enter the email addresses, choose the Profile, and click Invite.
    2. If you choose to add them to a specific project and portal at the same time, open your project, then click Invite Users in the lower-left corner, enter the email addresses, choose the Profile, check Add users to the project box, and click Invite.



Use case
No. of users allowed
New sign-ups for free plan
Can add a maximum of 5 users.
Existing free plan accounts with more than 5 users
Can continue with existing users. New users cannot be added unless you deactivate existing users (If the user count drops below 5, the 5 user limit will apply).
Existing free plan accounts with less than 5 users
Can add more users subject to the 5 user limit.
Downgrade from paid plan to free plan
5 users will remain active and the rest will be deactivated.
Paid plans
Click here to view user limits in our paid plans.

Deactivate Users

Users can be temporarily deactivated from the portal. This will not delete the user. The user will not have access to the portal data and can be activated again if necessary. 

  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Manage Users  section and click Portal Users.
  3. Hover over a user and click Deactivate. User will be moved to Deactivated User section.
  4. Activate users from the Deactivated Users Section. Hover over the user and click Activate.
  5. Users can also be deactivated in bulk.
    Hover over a user and click on the check box.
  6. Select all the users you want to deactivate. Click Deactivate.
    Deactivated users don't count towards your licenses and you can add a new user for every deactivated user. Please note that, the user license is not canceled and you will be billed accordingly unless you downgrade your total user licenses.

Add Project Users

  1. Click Projects in the left navigation panel..
  2. Select a project from the list.
  3. Select Users from the top navigation panel.
  4. Click Add User in the upper-right corner.
  5. Enter the first few characters of the user's name or select from the pick list. (If the project's billing method is based on the project hours, then you won't see the Rate Per Hour field here.)
  6. Add the Rate Per Hour (used for billing and calculating revenue) and Cost Per Hour (used for calculating project costs).
  7. Select multiple users to add them in bulk.
  8. Click Add.
  9. Select Add New User to add users who are not part of the portal.
  10. Enter the email addresses separated by commas.
    Give each user a Role and assign a Profile. You can add user rates if you have subscribed to Zoho Invoice or Zoho Books and completed the integration.
  11. Click Add To List. You can now select the users from the pick list and add them to the project.
    An email invite is sent to the added users along with the login credentials.

User Details Page

  1. Click on the user to open the detailed view
  2. View the displayed name, email, role, and profile at the top.
  3. Click for more information.
  4. Overview section displays
  1. Skill sets: View skills acquired by the user. Skill details are pulled from Zoho People.
  2. Planned and Actual Hours: Planned hours are calculated based on the work hours allocated for the task assigned to the user. The actual hours spent is calculated based on the user's timesheets and timers.
  3. Rate and Cost Per Hour: Outlines the user's billing rate and cost implications.
  4. Direct Reports: Lists individuals who report directly to the user.
  5. Reporting To: Indicates the manager or superior to whom the user reports.
  6. Status Summary: Provides progress updates on associated tasks, issues, and milestones in a graphical representation. (Status of projects where users have View All permission for tasks will be shown in the graph)
  7. Associated Teams: Lists the teams the user is a part of.
Activity Stream displays all user activities across all projects. For project-specific activities, choose the desired project from the drop-down menu.

Edit a Portal User

Edit user Role, Profile, and User rates from Portal User section. These edits can also be made at an individual project level. You can also apply the user's portal defaults to any project to which they're assigned.

  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Manage Users section and click Portal Users.
  3. Open Grid view, hover over a user and click    to display available actions.
  4. Alternatively, right click on the user to display available actions.
  5. Click Edit, Update the Role, Profile, and Rate as needed.
  6. Edit the Role and Rate Per Hour for individual projects in the list. (If the Rate Per Hour field for a project shows "NA", it means that project's billing is based on project hours and you won't be able to set a user rate.)
    • To add the user to more projects, click Assign More Projects above the list.
    • To apply the user's default values to projects, use the checkbox to select the projects you want and click Apply Portal Values.
  7. You can also set the Cost Effective From Date from which the Cost Per Hour should take effect and click Update.
Notes
  1. Tasks starting on or after this date and timesheets logged on or after this date will use the updated Cost Per Hour.
  2. Cost Effective From Date can be set for dates within the past 6 months at the portal level and within the past 1 year at the project level.

Delete a Portal User

  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Users section and click Portal Users.
  3. Hover over a user and click   --> Delete.
  4. Check the box if you want to let the user know they've been removed.
  5. Click Delete. 

Edit a Project User

When you edit a user within a project, the changes you make affect only that project. 

  1. Click Projects in the left navigation panel.
  2. Select a project from the list.
  3. Select Users from the top band.
  4. Hover over a user and click   --> Edit.
  5. Edit the details as required.
  6. If you update the Cost Per Hour field, select an Cost Effective From Date (This can only be done at a project level).
    The new Cost Per Hour value will be applied to all tasks having this start date and timesheets logged on this date. All the earlier entries will use the old cost. 
  7. Customize user permissions using the toggle switch.
  8. Click Update.

Customize User Permission

When you edit a user within a project you can also customize their permissions.

  1. Click Projects in the left navigation panel.
  2. Select a project from the list.
  3. Select Users from the top navigation panel.
  4. Hover over a user and click   --> Edit.
  5. Click Customize permissions for this user.
  6. Edit permissions as needed and then click Update.

Clone Customized Permissions

Customized permissions can be cloned from one user and applied to other users.

  1. Click Projects in the left navigation panel.
  2. Select a project from the list.
  3. Select Users from the top band.
  4. Hover over a user and click   --> Edit.
  5. Click  and then click Clone Customization.
  6. Select project users from the dialog box and then click Copy Permissions.
  7. Permission set is copied to the selected users.

Remove Customization

Customized permissions can be removed and the permissions will revert to portal level client permissions.

  1. Click Projects in the left navigation panel.
  2. Select a project from the list.
  3. Select Users from the top navigation panel.
  4. Hover over a user and click   --> Edit.
  5. Click   and then click Remove Customization.
  6. Permissions will reset to portal level client user permissions.

Delete a Project User

When you delete a user from a project, they'll be removed from that particular project only but not from the entire portal.

  1. Click Projects in the top navigation panel.
  2. Select a project from the list.
  3. Select Users from the top navigation panel.
  4. Hover over a user and click   --> Delete.
  5. Check the box if you want to let the user know they've been removed.
  6. Click Delete User.

Import from CSV

Zoho Projects allows you to import users from a CSV (Comma Separated Values) file. You can now bulk import users into your Zoho Projects portal using CSV files.
  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Users section and click Portal Users.
  3. Click   and select Import Users.
  4. Drag and drop or attach a file and click Continue.
  5. Select the fields in the user CSV file to the corresponding list of fields and click Continue. Here is a sample CSV file.
  6. The import will be scheduled and the import status will be displayed.

  1. A maximum of 500 users can be imported.
  2. The available user license is set to a certain limit and if the user exceeds that limit, only the number up to the limit will be imported.
  3. Users who are already present in the portal, either in active or deactivated state, will not be imported.
  4. Users who are already present in the portal as clients or contacts will not be imported.
  5. A maximum of 50 admin profile users are allowed in a portal. If the import file results in admin profile users exceeding 50, they will not be imported.

Export Users

Portal users can be exported to a csv file.
  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to the Users section and click Portal Users.
  3. Click in the upper right corner of the Portal Users page.
  4. Hover over Export Users and select an option:
    By Portal: A csv file containing all the users in the portal will be available for download.
    By Project: A zip folder containing multiple csv files named by project will be available for download.
  5. Download link will be available once the files are ready.

Bulk Rate Update

Sometimes you might want to set one common rate for all the users who hold the same role in your project (for instance, $80/hour for managers and $35/hour for employees), or even set a common rate for all of the users in the project (for instance, $50/hour for everyone regardless of role). The Bulk Rate Update option makes this easy. 

To update user rates in bulk across the portal:

  1. Click   in the upper-right corner of the top navigation band.
  2. Navigate to Manage users and click Portal Users.
  3. Hover over a user(s) and click on the check box.
  4. Click Rate Per Hour to update user rate(s) or click Cost Per Hour to update user cost(s).

Follow project users for a selected project

You can follow a project user to know about their project activities. And once you follow a project user, you will be notified about all their project activities in your project Feed .  Click on the user, click   > Follow. You can also choose to Unfollow the user if required.

Troubleshooting tips

You might get an error message "Unable to add user at this moment. Troubleshoot here."  when you try to add a user. This might happen due to one of the following reasons:

  • The email address might have been registered already with one of our data centers. (An email address registered with the EU data center cannot be registered with our US data center.)
  • Something might have gone wrong at our end. You can either refresh the page and retry or try after sometime.

Contact our support team (support@zohoprojects.com) for more details. 


See Also


Helpful?814
Updated: 1 month ago
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3 comments

Hello, it would be useful if the keywords in each article would link the reader to the related topics you mention in it. For instance, I´m reading this article and now I want to know more about the difference between viewer and follower. 

Hello,
I work as a consultant, for clients all around the globe. I'm trying to add a client user to one of my projects, but I am under .eu, and they are under .com
I keep getting this error message: "Email is already registered in another deployment/region..."
How can I solve this? Using another email address is not an option because this is their corporate email.

Thank you,
Agnes

  • 9 months ago

Can you expand on the Deactivate User and Delete Portal Users functions?
What happens to Tasks and/or Projects that are assigned to a deactivated user? What about a deleted user?
Do they remain as the task owner and their name shown, or are they removed as the task owner? After deactivating them, does it show the owner as "deactivated user" etc. How does that look?

Thanks!