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:

      Nederlandse Hulpbronnen


        • Recent Topics

        • Zoho Desk - Community - Customer Portal - Description Field UX Improvement

          Hi Zoho Desk Team, As a prolific user of Zoho Cares Community, I find it very frustrating that I cannot increase the size of the Description box (this one which I am typing this message). Many apps with multi line text fields have a small handle in the

        • Add the same FROM email to multiple department

          Hi, We have several agents who work with multiple departments and we'd like to be able to select their names on the FROM field (sender), but apparently it's not possible to add a FROM address to multiple departments. Is there any way around this? Thanks.

        • Can I change the format of the buttons in the email templates?

          Hi all! We have been working hard trying to brand our email templates, and have some way to go yet. One of the things we can't seem to edit is the green ${Cases.CUSTOMER_PORTAL_BUTTON} button and the font of the View Ticket text. Is there any way of doing

        • Lead to Contact Conversion with multiple email address fields

          We are a B2C business with a strong repeat cycle, and as such it's not uncommon for customers to use multiple email addresses with us. We have both our Contacts & Leads modules set up with 3 email fields. (Primary Email / Secondary Email / Historic Email)

        • Does Thrive work with Zoho Billing (Subscriptions)?

          I would like to use Thrive with Zoho Billing Subscriptions but don't see a way to do so. Can someone point me in the right direction? Thank you

        • Exporting Charts from ZohoCRM

          Hi...I'm relatively new to ZohoCRM, but very happy with it so far. I have all my leads and potentials accurately entered, and like the reports that I can view, with charts at the top of the data. But when I export the data, I'm receiving only the data, whether I export as excel, csv or pdf. How can I export both the chart and the data? In case it makes a difference, I'm using the free version right now. I tried researching the other editions to see if a paid version of the software offered the ability

        • Automatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects

          Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilities

        • sms long credits

          I’m trying to purchase Long Code credits so I can send SMS campaigns to my contacts. However, when I click the “Buy Now” button, the page appears blank and doesn’t load any purchase options. Could you please assist me in purchasing the Long Code credits

        • Tip #48- Power Your AI Workflows with Zoho Assist on Zapier’s MCP- 'Insider Insights'

          We’re thrilled to announce that Zoho Assist is now part of Zapier’s Model Context Protocol (MCP), bringing remote support automation right into your AI ecosystem. What is MCP? The Model Context Protocol (MCP) is Zapier’s new framework designed to connect

        • Insert Cookie Policy in Zoho Sites

          Hello, i need to insert a banner on my site because i'm in Italy so i have to respect EU laws for Cookie Policy and Privacy Policy. I see that i need to insert a code in <head> section of my site to show a banner/popup with cookie info. How i can do this? Thank you Luca

        • Marketing Tip #1: Optimize item titles for SEO

          Your item title is the first thing both Google and shoppers notice. Instead of a generic “Leather Bag,” go for something detailed like “Handcrafted Leather Laptop Bag – Durable & Stylish.” This helps your items rank better in search results and instantly

        • Customer Parent Account or Sub-Customer Account

          Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, they

        • Forced Logouts - Daily and More Frequent

          In the last month or so, I've been getting "power logged out" of all of my Zoho apps at least daily, sometimes more frequently. This happens in the same browser session on the same computer, and I need to re-login to each app separately after this happens.

        • ENTER key triggering Submit

          Is it possible to stopped the ENTER key from the mandatory triggering of the Submit button on Creator form? I want forms submitted "ONLY" when the Submit button is pressed. 

        • Is it possible to assign Client user to external task ON PROJECTS' TEMPLATES?

          Is it possible to assign Client user to external task ON TEMPLATES PROJECTS?

        • How to download all attachments from inbox, send, other folders in one go

          Hi All, Appreciate if anyone could help me with steps for below requirement. How to download all attachments from inbox, send, other folders in one go. Even mapping to new folder will help me.  Thanks in advance. 

        • Cliq does not sync messages after Sleep on Mac

          I'm using the mac app of Cliq. When I open my mac after it was in sleep mode, Cliq does not sync the messages that I received. I always have to reload using cmd + R, which is not what I want when using a chat application.

        • Link to images

          I have added images in pages. I would like to link those images with linked in URL so that they open in new window. There is an option of image -> link but I am not able to use the same to open URL in new window. Please check the attached image. Can you

        • Canvas View - Print

          What is the best way to accomplish a print to PDF of the canvas view?

        • Respond faster and smarter with Zia in your IM Inbox

          You’re in the middle of a busy chat queue. New messages keep popping up. One customer sounds upset. Another is asking a long list of questions. You need context. You need speed. You need help. That’s exactly when Zia Insghts jumps into action. It shows

        • Meeting impossible to use when sharing screen

          he Meeting tool in Brazil is practically unusable when sharing anything, whether it’s a presentation or simple navigation. When accessed via Cliq, the situation gets even worse: even basic calls fail to work properly, constantly freezing. And as you are

        • WARNING : Smart list automatically unsubscribes your contacts.

          I created a smart list of my team members based on the criterion that their email domain was @_____. The list refreshed as expected — but it ended up unsubscribing almost all members of my team. I contacted support, but it took two months to get a reply,

        • 5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (10/31)

          ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの中野です。 10月開催のZoho ワークアウトについてお知らせします。 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/BGYTysOnSqa9LA9eY2IKww ━━━━━━━━━━━━━━━━━━━━━━━━ 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的とした

        • Subforms in Stateless Forms

          Stateless Forms are very useful, but we can't build complex data entry pages without Subforms. Can this be implemented? This would make Stateless Forms truly powerful.

        • Custom Function not getting package details when triggered from Workflow Rules.

          I have a custom function for Packages that submits a form in our Creator app that we use to generate custom shipping labels (internal staff complete deliveries so we cannot generate shipping labels straight from Inventory). When the function is executed

        • Billing Preferences per Account

          Hello, We are trying to setup Billing Preferences in Zoho Desk to set up a different pricing per account. We charge different pricing per hour per customer/account. Account A = 100 per hour Account B = 125 per hour In the Billing Preferences in Time Entry

        • Time entry preview for custom time entry templates.

          Our company needed time entries in a specific format to document our client interactions. Since we are using a custom time entry layout, we have lost the "preview" on the time entry tab. Using the default time entry layout, you get a small preview of

        • Able to change project on timelog entries

          Ability to move the timesheet entry from one project to another. When a user adds a wrong entry a manager can change/update the timesheet entry to the correct project.

        • Knowledge base: The nitty-gritty of SEO tags

          A well-optimized knowledge base with great SEO can benefit your company by allowing customers to find help articles and support resources using search engines. This enables customers to quickly and efficiently find the information they need without direct

        • Full Text Customization & Translation in SalesIQ Chat Widget Settings

          Dear Zoho SalesIQ Team, Greetings, We would like to request an important enhancement to the chat widget customization options in Zoho SalesIQ. Current Limitation: At the moment, only some of the text shown in the chat widget is editable or translatable

        • Introducing swipe actions in the Zoho CRM Android app

          Hello everyone, How much time do you spend each day on your list view? Probably quite a lot. Since it's such an important part of your work, wouldn't it be easier if you could take action directly from your list view instead of opening each record one

        • Content Security Policy

          Is there a place in ZOHO CRM to add a Content Security Policy to allow for a call to a google.com map, from inside our current app? Or, how do I resolve the issue below?? jquery.js:1 Refused to load the script 'https://maps.google.com/maps/api/js?v=3.41&libraries=places&sensor=true&key=AIzaSyAyQzKeKSbLci4LwZhn9oXvtCkbUo1Ae4g&callback=map_loader'

        • Option to select location?

          As a business coach, I meet with clients at various public locations. I have two or three pre-determined locations that I meet at. I would like the client to choose the location when booking an appointment. Is there a way to do that with a single service, or is the best way to accomplish this by creating one service for each location offered?

        • Unified WhatsApp Number Management in Zoho Desk and SalesIQ

          Dear Zoho Desk Support Team, We are currently utilizing both Zoho Desk and Zoho SalesIQ for our customer support operations. While both platforms offer WhatsApp integration, we are facing challenges due to the requirement of separate WhatsApp numbers

        • Provide a standard structure to your content using article templates

          Hello everyone, When multiple writers work on different documents, maintaining a standard structure can be challenging as each of the writer follows a different writing style. However, when the structure, tone, and format of every document is different,

        • Caixa de saída bloqueada. Como desbloquear?

          Olá, meu e-mail isabela.celli@sivirino.com está com a caixa de saída bloqueada. Não consigo enviar e-mails. Acredito que tenha sido porque mandei o mesmo e-mail para várias pessoas, pedindo uma cotação de serviço. Vocês podem desbloquear para mim? Quantos

        • Accessibility Spotlight Series - 1

          Every user interacts with products differently, what feels intuitive to one may be challenging for another. Addressing this, accessibility is built into Zoho Project's design philosophy. This helps users navigate and perform actions with ease irrespective

        • Projects Tasks Not Showing Dependencies

          I'm clicking on tasks and the popup to add dependencies isn't showing. I can't disconnect the nodes either. For some reason when I slide a task backwards it says it cannot go before a predecessor, even though there is not predecessor. Double clicking

        • Deprecation of C4 endpoint URLs

          Note: This post is only for users who are still using the C4 endpoints. Hello everyone, At Zoho Creator, we're committed to continuously enhancing the security, performance, and capabilities of our platform. As part of this ongoing effort, we'll be deprecating

        • Introducing AWS authentication for connections in Deluge

          Hello everyone, We're incredibly excited to announce the all-new AWS authentication for connections in Deluge! This highly anticipated feature simplifies connecting to Amazon Web Services, opening up a world of possibilities and allowing you to seamlessly

        • Next Page