All about Users in Zoho Projects

All about Users in Zoho Projects

To form a functional team, businesses should define different types of users in their team. Businesses can be effectively managed by inviting users to various roles. And, the person who has the administration privileges can invite or add users to various roles in the project.

Two types of users

Before going into the steps to add users to your portal or project, let's understand the different types of users: 

  • Portal Users - Users who work for the projects in your team.
                     ~ Portal level users - Users who work across projects.
                     ~ Project level users - Users who work for particular projects.

  • Client users - External users your team works for.

                    ~ Portal level client users - Users who are in your portal. 
                    ~ Project level client users - Users who are assigned to particular projects in the portal. 

     For instance

    John works for an advertising agency. He creates a portal ‘Picture Makers’, adds various projects, and invites users to his portal. The team produces ad films and promotions for an event management company ‘Eventz Corner’ owned by Angel. Now, John adds Angel as the Client user and ‘Eventz Corner’ as the Client Company to his portal.

    Customize tabs 

    You can customize the tabs across the projects in your portal for both the project users and client users. Click here to know how you can switch on/off the tabs to enable or disable the visibility of tabs to both the project and client users.


    Note

    • Portal level client users can view only the milestones, task lists, and bugs that are flagged as external across all the projects.
    • Project level client users can view only the milestone, task lists, and bugs that are flagged as external in that particular project.
    • If you disable the milestone, tasks, and bugs tabs for the client users, it will not be visible to them even if they are flagged as external.

    • Client users cannot add users to the project and they can't perform activities without your knowledge.

    Four predefined user roles

    While adding the user to your portal or project, assign the user to a proper role. Privileges for the users are based on their roles. In Zoho Projects, we've four different user roles:

    • Portal owner / Admin - User who creates the portal becomes the portal owner or the admin of the portal. They can access all the projects in the portal and manage all the activities across projects in the portal.
    • Manager - Every project has a manager who manages that particular project in the portal. They will be part of the portal but can access only the project for which they are added as the manager. They can add users to their project and assign roles for them.
    • Employee - Users who are added to particular projects. Either the portal owner/admin or the manager can add users to particular projects in the portal. They can only work on their own tasks.
    • Contractor - Users who are added either by the portal owner/admin or the manager for their own projects. They will be part of that particular project and can work only on their own tasks for a particular period of time.
    Well, you're clear with the different types of users and roles in Zoho Projects. Get to know:

    Import users

    Zoho Projects lets you import users from CRM, Mail Suite, and Google Apps. You can save a lot of time and effort in adding the users to your portal or project. Say, if there are 100 users in CRM and you need to add them to your Zoho Projects portal. You can just import users and assign roles to them. And, your import gets done in seconds. Get to know:

    Start adding users, assign them to different roles, engage with your team, and get your work done in no time. If you've any queries related to adding users to your portal or project, email support@zohoprojects.com

    Regards,

    Monica. R



        • Sticky Posts

        • Tip of the Week: Task Sorting

          I believe that sorting of tasks helps managing the activities in a better fashion. You might second it too . By default, the tasks are listed chronologically. However, you can sort the tasks either by its title, start date, end date, priority, created by and percentage completion. All you have to do is, click the Task Sorting option and select the required criteria. Few points to be noted about task sorting: This option is available in the Classic View only (within My Tasks, Tasks & Milestones section).

        • Tip # 3 - Follow And Add Followers To Your Project Modules

          Besides owning effective managers and quick-witted employees, you need to have supportive followers for accomplishing your project goals. Accompanying this note, today, lets run through a quick and easy tip on  'How to follow and add followers to your project activities?' . Follow the project activities all by yourself -Follow to get real-time milestone updates Milestones are nothing but your project goals, which can ultimately uplift your projects' quality to the next level. Now, users in the portal

        • Tip of the Week: Task Dependency (Duration in Hours)

          I hope the tip on task dependency helped in understanding how it works in Zoho Projects. In a real-time, the successor task may or may not start on the predecessor's completion date. On either case, a project management tool should allow the users to set dependency between tasks. Ain't it? In Zoho Projects, the Task Duration in Hours option allows the users to set dependency between tasks that ends and starts on the same day. The Portal Owner and Admin role users can activate this option from the

        • Tip of the Week: Task Dependency

          Task Dependency - a feature that allows the users to establish dependency / linking between tasks within the project. Points to be noted with respect to this feature: Task Dependency can be set only from the Dependency View section within the Tasks & Milestones module Tasks setup with duration (start & end date) will only be displayed in the Dependency View The supported dependency model is Finish to Start Dependency can be established only between the tasks in the same project A task can be dependent

        • Tip of the Week: Drag and Drop option in Calendar

          As the thoughts flow in your mind, you plan the tasks, provide duration and assign users. While you go through the calendar later, you feel that a couple of tasks should needs to be postponed by a couple of days. Do you navigate to the Tasks & Milestones section and change the task duration? is the question I have for you. In case of YES, I would say that the task duration can be changed from the Calendar module itself. All you need to do is: Drag the task bar and Drop it on the required date. Note:

          • Recent Topics

          • Single Portal for Multiple Apps

            Hello, I'm just getting started with Zoho and I'm very overwhelmed. I am currently using the free trial of Zoho One, but if I can figure it out, I intend to upgrade to the paid version. Zoho One, of course, gives me  access to an entire suite of services/applications. One of the things I'd like to do is have a single place for clients (customers?) to log in and view current projects, invoices, contact information, etc. A single login for my clients. A single portal. I've come across documentation

          • Antispam validation failed for your domain in Accounts

            I tried adding a domain to zeptomail.zoho.com, but the “add domain” operation failed. The front‑end error reads: “Domain could not be added. Please contact support@zeptomail.com.” The back‑end API returned: ``` { "error": { "code": "TM_3601", "details":

          • CodeX Scripts for Enforcing Custom Project Logic

            Every organization has a defined way of executing projects. There are clear expectations around how tasks should move, when projects should progress, and which actions require validation. When these rules are consistently followed, projects remain structured

          • Cancelled appointments still block out timeslot

            I haven't had to test this before, but I've just found a problem. I had an appointment in a certain timeslot, and that appointment was cancelled. However, Bookings won't let another appointment be booked in that slot - it makes that time unavailable until

          • Preventing Group Emails From Being Sent to Group Member Personal Mail

            We have a group setup for a public facing email address. We have streams turned on for this group. Right now when an email is sent to this group email it hits the group stream and also sends a copy of the email to all group members. We'd like to disable

          • Unusual activity detected from this IP. Please try again after some time.

            Hello Zoho admin and IT team We are a registered website in Eloctronic services and we been trying to add our users to the zoho system but this issue faced us ,, hope you unlocked us please.

          • ¿Puedo migrar mi sitio desde WordPress a Zoho? ¿Zoho admite herramientas con código personalizado?

            ¡Hola comunidad! Estoy evaluando la posibilidad de migrar mi sitio web https://calculadoradenotas.cl/ desde WordPress a una solución Zoho, y tengo algunas dudas técnicas que espero puedan aclararme. Mi sitio no es solo informativo: es una herramienta

          • How do I link my invoice to an estimate?

            There has been instances where I have created estimates, however, invoices for the same estimate were created independently. The status of these estimates hasn't converted to 'invoiced'. 

          • Zoho Books (and other finance suite apps) - Retrospective Linking of Invoice and Sales Orders to Quotes.

            In some cases, Quotes and Invoies may be created sperately instead of using the convert feature. In this feature request I am asking for the Finance Suite team to consider adding a lookup field to reference the quote on Invoices and Sales Orders, or some

          • Impossible to import Journal from Freshbooks

            I have been trying to import journals from Freshbooks since August 30th. Every time I try to import, I get an error message. I have already made sure every row has a date. First it was saying the account and notes had unexpected input and that every debit/credit

          • Peppol: Accept Bill (Belgium)

            Hi, This topic might help you if you're facing the same in Belgium. We are facing an issue while accepting a supplier bill received by Peppol in Zoho Books. There is a popup with an error message: This bill acceptance could not be completed, so it was

          • Convert invoice from zoho to xml with all details

            How to convert an Invoice to XML format with all details

          • Prevent subform editing on a module's detail's page

            Hi everyone, We would like to prevent any editing of the subform data in the : Create page Edit page Details page (as subform editing is now allowed by the recent UX update) We are able to prevent editing by making the subform fields read only in the

          • Export Invoices to XML file

            Namaste! ZOHO suite of Apps is awesome and we as Partner, would like to use and implement the app´s from the Financial suite like ZOHO Invoice, but, in Portugal, we can only use certified Invoice Software and for this reason, we need to develop/customize on top of ZOHO Invoice to create an XML file with specific information and after this, go to the government and certified the software. As soon as we have for example, ZOHO CRM integrated with ZOHO Invoice up and running, our business opportunities

          • Refresh frequency

            Dear Zoho Team, I really, truly appreciate that Zoho Books gets frequent updates. As a matter of fact this is how a good SaaS company should stay on top. However, I feel that I have to hit refresh almost every day. This was exciting at the beginning but

          • Zoho Books | Product updates | January 2026

            Hello users, We’ve rolled out new features and enhancements in Zoho Books. From e-filing Form 1099 directly with the IRS to corporation tax support, explore the updates designed to enhance your bookkeeping experience. E-File Form 1099 Directly With the

          • Weekly Tips : Save Time with Saved Search

            Let's assume your work requires you to regularly check emails from important clients that have attachments and were sent within a specific time period. Instead of entering the same conditions every time—like sender, date range, and attachments included—you

          • Bring real app analytics into Zoho Creator apps with Zoho Apptics

            We’re kicking off the year with a release we’ve been looking forward to for a long time. After being in the works for a while, Zoho Creator and Zoho Apptics are now officially integrated, bringing in-depth product analytics directly into the Zoho Creator

          • Discontinuing Zoho ShowTime service on May 30, 2026

            Hello everyone, As a follow-up to our earlier announcement, we’d like to share an important update regarding Zoho ShowTime’s discontinuation timeline. Zoho ShowTime, our online training platform, reached its end of life on December 31, 2025, and its services

          • emailing estimates

            Shows up in the customer mail logs as sent but nobody is receiving them, even when I send them to myself I don't get them ??? Something wrong with the mail server or my end ?

          • Ability to CC on a mass email

            Ability to CC someone on a mass email.

          • Bookings duration - days

            Hi team, Is there any way to setup services/bookings that span multiple days? I am using Zoho Bookings for meeting room bookings. Clients may wish to book a room for more than one day, for up to a month.  If not, is there a plan to allow services to be setup with durations of Days as well as hours and minutes? Many thanks, Anna.

          • Customer address in Zoho Bookings

            Hello,  Is it possible to add customer address information to the Zoho bookings appointment screen? Or have it pull that information automatically from the CRM? We are wanting to use this as a field management software but it is difficult to pull the address from multiple sources when it would be ideal to have a clickable address on the appointment screen that opens up the user's maps.  It would also be advantageous for the "list view" to show appointment times instead of just duration and booking

          • Feature Request - Allow Customers To Pick Meeting Duration

            Hi Bookings Team, It would be great if there was an option to allow customers to pick a duration based on a max and minimum amount of time defined by me and in increments defined by me. For example, I have some slots which are available for customers

          • New feature: Invite additional guests for your bookings

            Hello everyone, Greetings from Zoho Bookings! We are happy to announce the much-awaited feature Guest Invite, which enhances your booking experience like never before. This feature allows additional participants to be invited for the bookings to make

          • Changing the owner of a call

            Am I correct in my conclusion that I cannot change the owner of a call in Zoho? The field does not show up in the screen, nor can I make it show up as the systems does not give me that option. I cannot "mass update" it either. I tried it, but Zoho refuses to change the name of the owner. Please help out: how do I change the owner of a call.

          • Unified Notes View For Seamless Collaboration

            To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easily

          • Remove Profiles from "Forecast" Module

            How can I remove Profiles from My forecast Module? Image Below The only revenue generators are the VP's, and the Estimation Managers, and the Estimators subordinate to the Est. Managers. How can I remove the unused Profiles? Its frustrating to see them

          • Uplifted homepage experience

            Editions: All editions. Availability update: 17th February 2026: All editions in the CA and SA DC | JP DC (Free, Standard and Professional editions) 23 February 2026: JP (All Editions) | AU, CN (Free, Standard, Professional editions) 27 February 2026:

          • Restoring records from the recycle bin programatically

            Background I'm working on a piece of software to automate conversion of Leads into Deals based on order status from my company's website. The process is mostly complete, right now I'm just working on handling a few edge cases to ensure data integrity.

          • Does Zoho Learn integrate with Zoho Connect,People,Workdrive,Project,Desk?

            Can we propose Zoho LEarn as a centralised Knowledge Portal tool that can get synched with the other Zoho products and serve as a central Knowledge repository?

          • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

            Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. Latest

          • Create static subforms in Zoho CRM: streamline data entry with pre-defined values

            Last modified on (9 July, 2025): This feature was available in early access and is currently being rolled out to customers in phases. Currently available for users in the the AU, CA, and SA DCs. It will be enabled for the remaining DCs in the next couple

          • SalesIQ Identity Update for Logged In Wordpress User

            Hey folks, SalesIQ does not automatically detect when a visitor logs in to WordPress and update their identity to match. For example, if a client of ours visits the site and logs in, SalesIQ will not track them correctly by default. The Solution The solution

          • Add zoho calendar to google calendar

            Hi I keep seeing instructions on how to sync Zoho CRM calendar with google calendar but no instructions on how to view Zoho calendar in my google calendar.

          • Paragraph spacings in Zoho Notebook are double-spaced only. Is there a way to keep the original spacing format?

            Sorry I don't know the proper terminologies but the best way I can put it is all single-spaced paragraphs that I copy to Zoho Notebook become double-spaced paragraphs. It's very inconvenient and counterproductive when copying and pasting things from and

          • Changing line space in Notebook

            My lines are double spaced. How do i change to single space?

          • Workdrive on Android - Gallery Photo Backups

            Hello, Is there any way of backing up the photos on my android phone directly to a specific folder on Workdrive? Assuming i have the workdrive app installed on the phone in question. Emma

          • Auto sync Photo storage

            Hello I am new to Zoho Workdrive and was wondering if the is a way of automatically syncing photos on my Android phone to my workdrive as want to move away from Google? Thanks

          • Is anyone experience missing functions in the new UI until hard refresh?

            The set of functions including search is almost always missing upon loading an app in the new UI. If you refresh, the functions return. (see second screenshot) Anyone else experiencing this?

          • Next Page