About profiles
Zoho Sprints provides an efficient user access management system with the help of profiles. Assigning profiles to users enables you to authorize and control user access within the workspace. Each profile comes with a set of permissions that determines the access level for that user. You can define profiles at workspace and project levels. Which implies that a user can hold a profile as a workspace user and a different profile as a project user. This includes holding different profiles in different projects.
The default profiles provide the basic options such Member, Manger, Admin, View-Only Admin and Workspace Owner. Here,
- users in member profiles will have access only to the assigned work items,
- users in manager profile will access to the assigned projects,
- users in admin profile will have access to all the projects in the workspace,
- users in view-only admin profiles will have read-only access to all the projects in the workspace, and
- users in workspace owner will have access to all activities in the workspace, including setting up integrations and upgrading/downgrading the app.
You cannot edit or delete the default profile. However, you can clone them and customize the details based on your preference.
Custom profiles
You can create custom profiles with varying access levels. You can use specific combinations of permissions for a custom profile to establish an access level that fits your requirement. All the actions and functionalities that are available in Sprints are sorted into module level categories with toggle switches to enable or disable permission for users in that profile. You can navigate to each of those categories and modify the permissions to build your custom profile.
Let's assume you need to have a profile for trainee employees. This profile needs restrictions to a few more actions over the existing profile settings of a user in member profile. To achieve this, you can clone the member profile, open the profile settings, and disable permissions to the functionalities that you deem inappropriate for a trainee. This way you can establish a dependable system to protect data, avoid probably data loss, and restrict accessibility.
Create custom profiles
To create a custom profile:
- Click the gear icon in the top-right corner to navigate to the Settings page.
- Go to Profiles section under Manage Users.
- Click the +Profile button.
- Select an existing profile to clone the permission set.
- Enter Profile name.
- Provide description for the profile.
- Select the type of user as Workspace User, Client User, or Vendor User.
- Select the following is applicable:
- Add profile users to all the projects in the workspace - This will add the users belonging to this profile to all the projects in the workspace.
- Add profile users to all the sprints in the associated projects - This will add the users belonging to this profile to all the sprints in the projects to which the users are associated.
- Click the Create button.
The profile will be added to the listing page. Now, you can proceed to modifying the permissions.
Set permission for custom profile
To set permissions for custom profile:
- Click the required custom profile on the listing page. The permission settings window will appear.
- Go to each of the section to enable or disable those permissions individually.
- Click the Update button to save the changes.
The custom profile is ready to be used.
Edit custom profiles
To edit custom roles:
- Click the gear icon in the top-right corner to navigate to the Settings page.
- Go to Profiles section under Manage Users.
- Hover on the required profile. The Edit link will appear.
- Click Edit.
- Modify the required fields.
- Click the Update button. The changes will be updated.
Click the custom profile and go to the permission settings window to edit the permissions of that profile.
Delete custom profiles
To delete custom roles:
- Click the gear icon in the top-right corner to navigate to the Settings page.
- Go to Profiles section under Manage Users.
- Hover on the required role. The Delete link will appear.
- Click Delete. A confirmation pop-up will appear.
- Click the Delete button. The profile will be deleted.
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