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


        Zoho Campaigns Resources


          • Desk Community Learning Series


          • Digest


          • Functions


          • Meetups


          • Kbase


          • Resources


          • Glossary


          • Desk Marketplace


          • MVP Corner


          • Word of the Day


          • Ask the Experts


            • 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:

            Zoho CRM Plus Resources

              Zoho Books Resources


                Zoho Subscriptions Resources

                  Zoho Projects Resources


                    Zoho Sprints Resources


                      Zoho Orchestly Resources


                        Zoho Creator Resources


                          Zoho WorkDrive Resources



                            Zoho CRM Resources

                            • CRM Community Learning Series

                              CRM Community Learning Series


                            • Tips

                              Tips

                            • Functions

                              Functions

                            • Meetups

                              Meetups

                            • Kbase

                              Kbase

                            • Resources

                              Resources

                            • Digest

                              Digest

                            • CRM Marketplace

                              CRM Marketplace

                            • MVP Corner

                              MVP Corner




                              Zoho Writer Writer

                              Get Started. Write Away!

                              Writer is a powerful online word processor, designed for collaborative work.

                                Zoho CRM コンテンツ




                                  ご検討中の方

                                    • Recent Topics

                                    • Good news! Calendar in Zoho CRM gets a face lift

                                      Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activities
                                    • Global Search / Command Palette in Live App

                                      Zoho Creator applications can contain many forms, reports, pages, and dashboards. While navigation inside the app is smooth, users still need to move through multiple menus or screens to find specific records or open particular modules. Currently, in
                                    • New 2026 Application Themes

                                      Love the new themes - shame you can't get a little more granular with the colours, ie 3 different colours so one for the dropdown menu background. Also, I did have our logo above the application name but it appears you can't change logo placement position
                                    • Smarter appointment allocation with round-robin distribution

                                      Greetings from the Zoho Bookings team! We’re excited to introduce the Appointment Distribution feature, a new way to decide how appointments are assigned among users. By default, appointments are distributed evenly across all event types, but this enhancement
                                    • A2P 10DLC Opt-in Rejection Issue with Zoho Creator Public Form

                                      Hi everyone, I’m working on an A2P 10DLC SMS campaign and running into repeated rejections due to opt-in issues. I’m using Zoho Creator for the registration flow. The form is public (no login required). Users enter their phone number and there is an unchecked
                                    • Make Quick Edits to Images Before Attaching

                                      Hello everyone, We have enhanced how attachments are handled in tickets to help agents preview and share files more efficiently in Zoho Desk. Agents can preview image attachments before adding them to tickets and edit them using attachment annotator.
                                    • 3/18 オンライン勉強会のお知らせ Zoho ワークアウト (無料)

                                      ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 3月開催のZoho ワークアウトの開催が決定しましたのでご案内します。 今回はZoomにて、オンライン開催します。 ▶︎参加登録はこちら(無料) https://us02web.zoom.us/meeting/register/BoNTN7zYR8OvOPGShqBY0A ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは? Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目指すイベントです。
                                    • Incorrect Functioning of Time Logs API (Version 3)

                                      We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the
                                    • Extend color coding to custom picklist fields

                                      Objectively, Projects has the best UI of any Zoho app — clean, intuitive, and never feels bloated. Big props to whoever owns the design. Feature request: color coding for custom picklist field values in field customization. You've already done it in two
                                    • New in Office Integrator: In-sheet text translation

                                      Hi users, We're pleased to introduce translation capability in the spreadsheet editor in Zoho Office Integrator. This allows you to translate the text in your spreadsheet's cells into 70+ languages from within your web app. Office Integrator's spreadsheet
                                    • Streamline email communication with Out of Office configuration

                                      Managing user communication effectively is the key to ensuring timely responses and consistent messaging. However, when users are unavailable, the absence of an Out of Office response can lead to delays and missed expectations. Managing these settings
                                    • Changing settings for auto logoff

                                      I've noticed that when I haven't used Cliq for a while, I have to re-enter my password. That is really clumsy, especially if you have a complicated password. Because it won't be filled in automatically. Is there a way to change that behaviour? We are
                                    • A few Issues when using "Pay Bill via Check"

                                      We have quite a bit of issues with how paying for Bills via Check works. Would love some feedback from the Zoho team in case we are doing something incorrectly. 1. When we go from a vendor and select "Pay Bill via Check" option, we see ALL the outstanding
                                    • Issue with "Send Email" from Quotes not loading Email Template data

                                      Hi everyone, I'm currently experiencing an issue when using the "Send Email" option from a Quote record in Zoho CRM. What’s happening: When I go to the Quotes module and select a record, then click Send Email, the attached file (Quote) correctly pulls
                                    • Prevent tracking users from specific countries

                                      Currently, I’m receiving many bot visits from the United States and Malaysia. I would like these visits not to be recorded in SalesIQ. I already enabled the option to exclude traffic from cloud service providers, but I’m still receiving bot visits. Ideally,
                                    • My client requires me to have custom pdf file names to except payment for invoices, how can I customize this before emailing.

                                      Hello! I love the program so far but there are a few things that are standing in the way. I hope you guys can code them in so I can keep the program for years to come. My client requires I customize the pdf file names I send in for billing. Can you please
                                    • Edit Project Number?

                                      Hi all: We just signed up for a trial of zoho one, which includes ZoHo Projects. We've noticed there was a 'dummy project' preloaded in projects to help familiarize yourself with the software. We've created a couple of our own projects now but noticed since the dummy project was preloaded, our projects start with number 2 then 3, sequentially. Since it seems we will be keeping zoho past the trial, If we delete the dummy project, how do we get our own projects renumbered, beginning with 1? We'd like
                                    • Download pricebook products & details - not just pricebook creation date & name

                                      We're looking to download a copy of a pricebook and its associated products & book prices (as we have several offices in different countries selling the same products), however, when using the export feature under Data administration it only gives me
                                    • Assign Meeting in records

                                      It would be nice to be able to "call and assing" meetings from a record, for example from a Deal. Right now - calendar is synced with CRM - meetings show in calendar - you can go in each meeting and assign it to a record It would be nice to be able to
                                    • Allow Global Admin to access/edit all forms without changing owners

                                      Hi there, Please consider adding a feature where the Global Admin of the account an automatically access/edit any form in the Company Account. I'm the Global Admin on our Zoho One plan, and we have multiple users that use/create forms. But for me to access
                                    • ERROR: "Please enter a valid Phone"

                                      WHAT IS THE PHONE FORMAT? There is nothing ANYWHERE to define the format. At least the error should either show the correct format or provide a link to the help file I enter a valid phone number in as many formats as I can think of and none of them allow me to save the number to CRM Nothing works! No matter what format I enter I keep getting a red error "Please enter a valid Phone" The international format for MY mobile is +61414652366 (or +61 414 652 366) Local format is 0414652366 I call all over
                                    • How to create a boxplot chart in Zoho Analytics?

                                      Hi, I'm looking forward to making a boxplot in Zoho Analytics, either with all my data or with a time segmentation. No documentation or YouTube video explaining that was found. I guess this is a feature gap. How feasible would it be to add this to Analytics?
                                    • Introducing Zoho Sprints 3.0

                                      Zoho Sprints is consistently evolving in steady increments. The introduction of the latest version, with its enterprise level solutions, brings to you advanced capabilities that propel your agile efforts in the right direction. Here's a quick glimpse
                                    • Transaction Rules & Customer Payments

                                      So I have a situation as follows. We have many clients who are all invoiced on the 1st of each month on a recurring invoice for 1 of 10 plans. This means that almost all payment dates are the same (some people pay late) and that a lot of the amounts are
                                    • Customize Sign-out Button

                                      Are there some url parameters I can use to make a form button sign-out the user from the app? The sign-out link on the top right is small. Here's and example of the url for the top right sign-out: https://creator.zoho.com/logoutpage.jsp?sharedBy=niskypto&appID=212085000006568003&appLinkName=MYAPP&signOutUrl=niskypto/MYAPP/view-login/SOMEPAGE Note: In my account, the sign-out is set to redirect users to my website. Can I also override this with some url parameters? John M. Whitney
                                    • Please can the open tasks be shown in each customer account at the top.

                                      Hi there This has happened before, where the open tasks are no longer visible at the top of the page for each customer in the CRM. They have gone missing previously and were reinstated when I asked so I think it's just after an update that this feature
                                    • Tip #65 - Exploring Technician Console: Short Keys - 'Insider Insights'

                                      Hello Zoho Assist Community! Have you ever been in the middle of a remote support session, trying to pass a key combination onto the remote machine, only to find it's reflecting on the technician's computer. The Short Keys feature in Zoho Assist is here
                                    • Reading from and writing to Zoho Projects Custom Module with Deluge

                                      Does anyone know if there is a way to read from and write to the Custom Modules that Zoho now supports. I would love to be able to loop through a set of data and create the entities I need to for this new custom module I'm looking to put together.
                                    • Disappointment with Zoho Payments

                                      Dear Gowdhaman, I am writing to inform you that I am removing Zoho Payments from my website. I cannot continue to disappoint my customers due to the lack of UPI support, as has been the case with my experience so far. Please note that the 0.5% transaction
                                    • Evolução do modelo de ambientes: Dev, Homologação e Produção com pacotes versionados

                                      Hoje o Zoho CRM já oferece Sandbox, o que é um avanço importante para organizações que trabalham com customizações mais complexas. No entanto, na prática, o modelo atual ainda apresenta limitações significativas quando múltiplas equipes ou consultorias
                                    • Permissões granulares por usuário além do modelo baseado exclusivamente em perfis

                                      Atualmente, o modelo de segurança do Zoho CRM é fortemente baseado em perfis. Embora funcional, esse modelo apresenta limitações quando equipes possuem variações individuais de acesso dentro do mesmo grupo operacional. Em cenários reais, é comum que usuários
                                    • Add or update lookup field values during Blueprint transition

                                      Hello everyone, During blueprint transition users can add or modify the value of a lookup field. For instance, if the Tickets module includes a lookup field that connects it to records in the Assets module, agents can link the ticket to the correct asset
                                    • Can you limit SEO penalties by delaying the appearance of a pop-up?

                                      Google is not keen on pop-ups and has got even less keen on them with the new Core Web Vitals updates. But I like using pop-ups. If you delay the pop-up so it only appears 10 seconds after the page loads, do you avoid Google’s penalties? 
                                    • Adding bank details to the contact through API

                                      How to add bank-related information to the contact while creating it using API? The account number needs to be encrypted before sending it through API but not sure how to encrypt and get those values. Please guide me in this.
                                    • Restrict Payment Methods

                                      Allow us to restrict certain payment methods specific for each customer.
                                    • Clone Banking Transaction

                                      Why is there no option to CLONE a Transaction in the Banking module?? I often clone Expenses (for similar expense transactions each month) so I would also like to clone Income transactions. But there is no option in Banking to clone an existing Income
                                    • PDF limit

                                      Hello everyone, We have received an e-mail that we have reached our PDF limit. (see screenshot) However, I cannot find any reference to a PDF limit in our tariff plan (Premium). (see screenshot). What is the maximum number of PDFs that can be generated
                                    • How can I see content of system generated mails from zBooks?

                                      System generated mails for offers or invices appear in the mail tab of the designated customer. How can I view the content? It also doesn't appear in zMail sent folder.
                                    • Credit Card Pre-Authorization with later Capture/Settlement

                                      We really enjoy the convenience of being able to pay off a customer's invoice using our Auth.Net integration with Zoho Books. Unfortunately, we can only take advantage of this feature with a small percentage of our customers as it leaves a gaping hole
                                    • Zoho Projects and CRM Integration in Analytics

                                      Hi Team, In Zoho CRM, I’ve integrated CRM with Zoho Projects and associated a project within the CRM. The integration is visible under the Deals module. However, I’m unable to find this data in Zoho Analytics. Does anyone know where this information is
                                    • Next Page