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. Navigate to Users in the left navigation pane and then to Portal Users tab.
2. Open Grid View from the view drop-down.
3. Click Invite User in the upper right corner.
   
4. Enter a User Email address. You can add multiple email addresses separated by a comma. 
   
5. Select Invitation Template or click Add Invitation Template to create one.
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 Reporting Manager and Business hours 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.
   

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. Navigate to Users in the left navigation pane and click Portal Users tab.
2. Hover over a user and click Deactivate. User will be moved to Deactivated User section.
   
3. Activate users from the Deactivated Users Section. Hover over the user and click Activate.
   
4. Users can also be deactivated in bulk.
   Hover over a user and click on the check box.
5. 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.

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. Right click on a user or click  and select 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. Right click on a Profile and select Edit.
   
5. Click , Customize permissions for this user, icon.
   
6. Edit permissions as needed and click Update.
   

Remove Customization

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

Export Users

1. Navigate to Users in the left navigation pane and go to Portal Users tab.
2. Click in the upper right corner of the Portal Users page.
   
3. 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.
   
4. 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. Navigate to Users in the left navigation pane and go to Portal Users tab.
2. Hover over a user(s) and click on the check box.
   
3. Click Rate Per Hour to update user rate(s) or click Cost Per Hour to update user cost(s).

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:

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