1. Overview 

• Global Level (Portal): Administrators can assign roles across the entire platform through the Setup section, ensuring that all users have consistent access across all current and future projects.
• Project Level: Users can also assign roles within specific projects, providing flexibility and granular control over user access for individual project needs.
  

2. Navigation to Users 

From the setup page

1. Navigate to the Setup page by clicking the {} icon in the top-right corner of the Home page.
   
   
   
   
2. Click Users. 

From within a project

1. Click on the required project in the Home page.
   
   
   
   
2. Navigate to Users.
   
   

3. Add Users 

1. Navigate to Users from the Setup inside Home.
   
   
   
   
   
2. Click Add Users.
   

3. Enter the email addresses of the users you want to add.
   
   
   
   
4. Assign the required roles to the users:
• Admin - Users with this role will have complete access to all projects, allowing them to perform all actions except upgrading the plan. They can manage test cases, users, roles, and other critical functions across Zoho QEngine.
• Project-Specific Roles - These roles allow users to contribute within specific projects based on their assigned responsibilities.
  

Note:

• To view the built-in permissions for each role, click View Profile Permission
  . From the drop-down menu, choose the role to view its permissions.
  
  
  
  

5. Enter an invite message for the users. This is an optional step.
   
   
   
   
6. Click Add.
   
   
7. Once users are added, you can view their roles and project access details. By default, they will be in a Pending status until they accept the invitation to their assigned projects. 
   
   

The user listing page provides an overview of their profile, the projects they have access to, and their activity status:

• Active - The user has accepted the invite and now has access to their assigned projects.

• Inactive - The user no longer has access to the assigned projects.

• Pending - The user hasn't accepted, or has rejected, the invitation to the assigned projects.

Note: You can resend the invite to users who remain in the Pending status. When a re-invite is sent, the initial invitation will expire, and only the latest invite will be valid.

 

1. Navigate to Users inside the required Project.
   
   
   
   
2. Click Add Users.
   
   
3. Enter the email addresses of the users you want to add.
   
   
   
   
4. Assign the required roles to the users.
   
   
5. Optionally, enter an invite message for the users.
   
   
6. Click Add.

Note:

• Users can't be assigned the Admin role from within a project. To assign this role, the Super Admin or Admin must navigate to Users in Setup.
• Existing portal users added to a project don't need a new invite, while new users will receive a portal invitation and only have access to that specific project.

4. Manage Users

• View User
• Edit User
  
• Delete User 
  

4.1 View User 

1. Click on the required user to view their details.
   
   
   
   
2. View their username, roles, and projects they have access to. 

4.2 Edit User 

1. Click the edit icon to perform changes to the desired user.
   
   
   

2. Update the user's assigned roles and modify the projects they are involved in.
   
   

3. After making the changes, click Update.

Note:

• Users can't be assigned the Admin role from within a project. To assign this role, the super admin or admin must navigate to Users in Setup.
• Switching a user from Admin will revoke access to all projects. You can then assign roles individually for each project as needed.
  

 4.3 Delete User 

1. Navigate to the users listing page within Setup or Projects.
   
   
   
   
2. Hover on the required user and click Delete. 

Note: You can also perform a batch delete or change the activity status of multiple users by selecting the users and clicking on delete or the respective activity buttons in the header.

 

5. Points to Note  

• Every new user will first get an invitation to the portal. Existing users instantly get added to a new project, as they have already accepted an invite.
  
  
• Users with access to multiple portals can:
• Easily switch between portals using the drop-down menu in the top-right corner of the portal home page. They can also mark a portal as a favorite, so it load automatically upon login. If no portal is marked as favorite, the one they first gained access to will be set as the default.
  
  
• Use the Edit icon next to the portal name allows users to change the portal's name, time zone, and date format for any portal they have created.
  
  

 6. Related Links  

1. Roles and Permissions
2. Manage Projects
3. Setting Up Zoho QEngine
   

7. What's Next?