Team Modules for Zoho CRM : Empower teams to boost Collaboration

Team Modules for Zoho CRM : Empower teams to boost Collaboration

Hello Everyone,

The ultimate goal of every business is to achieve customer delight—and achieving customer delight cannot happen with the effort of a single person or team. At Zoho CRM, we believe that it’s a shared mission that spans across your entire organization. From Sales and Pre-sale to Marketing, Onboarding, and beyond, every team plays a role in shaping the customer's experience.

While sales teams are the champions that lead customer conversions and make the tough negotiations with prospects, the ultimate clinching of a business deal is the result of cumulative efforts of multiple minds. So instead of limiting Zoho CRM's capabilities to just one team, we introduced Teamspaces to onboard multiple customer-facing teams onto the CRM platform.

However, how do these teams work in the CRM system? 

Presenting Team Modules, a powerful new way to empower all customer-facing teams with the tools they need to manage relationships and contribute to business success.

With Team Modules, each department within a team can build and manage their own processes directly within Zoho CRM; there will be no need to rely solely on central admins. This enables cross-functional teams to work in sync toward a common goal: delighting your customers, every single day.


In this post, we’ll walk you through how Team Modules fit into Zoho CRM, the availability of automation within them, manage team users, and enable seamless coordination through requests.

How do Team modules fit into Zoho CRM? 

In traditional CRM setups, the authority to configure processes across all teams typically rests with central admins — a necessary measure to ensure data privacy and consistency. However, this often creates bottlenecks, delaying essential internal processes.



With Zoho CRM for Everyone, we’ve changed that. Now, multiple customer-facing teams can operate from within their dedicated Teamspaces and each teamspace can have its own Teamspace Admin, who oversees the activities and workflows specific to that team. Learn more.

Within every Teamspace, processes can be configured and executed through Team Modules. Team modules are customizable modules that enable teams to set up their own workflows and manage data independently. Learn more.

Let's take the example of the Sales team. They may handle multiple processes such as Customer Conversions, Sales Administration, Renewals, and more. Each of these processes is typically managed by different departments. These departments with their own processes and responsibilities can be captured via Team Modules.

To ensure data security and integrity, Team Modules come with module-level access controls that let you manage permissions with precision. Team Modules include different types of users or roles:
  • Team module admins,
  • Managers,
  • Members,
  • Participants, and
  • Requesters.
From our example above, the department heads for each sales process in the sale team can be assigned as team module admin. Team members from the department can be assigned with other types of users or personas depending on their roles and responsibilities.

Each role or type of user in the team module have specific permissions, ensuring that they perform their tasks without compromising data access or privacy. Learn more.


In conclusion, while a central admin will certainly continue to operate at the highest level to take care of company-wide priorities and governance, team module admins now have the flexibility to configure and run their own modules — leading to faster, more efficient operations.

The image below depicts a CRM system built for an ecommerce industry where there are multiple teams within their teamspaces, having multiple processes captured in a team module and each process will be managed by a team module admin.


Automation in Team Modules

Empowering teams to build their own processes means giving them the tools to automate those processes too. Team module admins or users with Create Team Module permissions enabled can set up automations for their team.

Team Module Admins or users with the appropriate permissions can:
  • Create workflow rules, blueprints, approval processes, and assignment rules
  • Design canvas pages, webforms, layout rules, validation rules, and wizards
This lets them handle a huge set of use cases when it comes to common tasks like assignment, approval, process compliance, notifications, etc.  Learn more. 
 
Let's look at an example of automation configured in a case study team module of the Marketing Team:
  • An assignment rule to assign enterprise case studies to marketing managers automatically
  • A workflow rule to send notifications to customers to keep them in the loop.

  • A blueprint to streamline the case study publishing process

  • An approval process to ensure that case studies are signed off by a team module manager

Improving Team Coordination

Winning a customer is often like running a relay race where one team hands off to the next until the goal is achieved.  With multiple customer-facing teams onboard, how can they coordinate to achieve their goal - in case of any industry, it would be to close a deal successfully.

For example, in a typical SAAS industry, there would be multiple customer-facing teams : Sales team, Marketing team, Pre-sales team, Onboarding team and a Training team. Once all the teams are onboarded onto the CRM platform, teams would require information from each other during a sales process. Example,
  • While the sales team is negotiating their next big deal, they may have to request supporting material like case studies from the marketing team.
  • If a marketer wants to write a better case study, in turn, they may like to raise a request for customer implementation from the solutions experts team and so on. 
In our current-day CRM system, these requests or the need for information between teams happen outside the CRM ; via chats, emails, or spreadsheets, thus leading to disconnects and inefficiencies.



CRM for Everyone addresses this challenge by making team coordination a seamless part of the user interface by introducing Requesters.

Each team could register a need for a deliverable from another team in order to move ahead in the process by raising what we call a "request". In the above case, the sales team is the "Requester" for Marketing, Presales, and Legal teams requesting different materials and action items in order to close a sale. Learn more



They can keep a track of their requests without being privy to their other teams' internal operations directly from the "My Requests" tab. The Requesters can also be kept informed once their requests have been met. In our example, when ultimately the case study does arrive, the sales team that "requested it" can follow it up, not via chat or email, but in the CRM itself.


How can users be assigned as Requesters? 

Team Module Admins can assign Requesters in three ways:
  • Individually : Add specific users when setting up a Team Module.

  • QR Code or Link : Generate a link or code from requester settings. Anyone with access can instantly join and submit requests, no manual effort needed.
    Example: Marketing can embed a QR code in an internal newsletter to allow regional sales reps to submit campaign briefs easily.

  • Enable All Users : Allow all users in the organization to become requesters in a given module.
    Example: A Sales Enablement module can be accessed by Product, Marketing, or Training teams to submit requests for sales insights.

This seamless, integrated request system ensures teams can collaborate efficiently while maintaining privacy and process control. Learn more

This entire loop of requests and coordination between teams to meet a common goal is woven into the CRM interface as an integral part of the system, thus eliminating communication silos. This also puts us a good step closer to improving the adoption of CRM by several teams across the organization.

The details and nitty-gritty of who can manage what, who can view which data sets, etc., have to be carefully decided and managed. So CRM for Everyone also packs in an easy interface for each team to organize and manage their team modules.

Team Users For Team Modules 

When we aspire to democratize the system and empower various non-sales teams, we hear you thinking, how do we take it from being an aspiration to ground level implementation? What motivates an organization to bring, most likely a large number of non-sales users, on to Zoho CRM? What’s their incentive?
 
Well, so far, the non-sales teams have probably not had the opportunity at all, to be a part of the same CRM system where all the customer data and processes are housed. The fact that Team Module will now give them that opportunity to be a part of this crucial system and simplify their work management is an incentive in itself, so to speak.
 
Of course, there is also a cost-related incentive. Since the non-sales team members will typically not need access to all of CRM, we have created a new type of user license to encourage their access to CRM— called the Team User license, which is priced lower than a regular CRM user license, and by design will allow only limited access to CRM.
 
With the introduction of Team User licenses, we will now have two types of CRM users:

      ➤ Organization User
      ➤ Team User
  • The Organization User is your regular power CRM user who will need access to all CRM data and most functionalities. Typically, a sales team member.
  • A Team User is typically a non-sales team member, whose work could be managed in CRM alongside sales, as they have a part to play in the entire customer-oriented process. For example: A presales executive who needs to step in to give a product demo to a customer right after a salesperson's pitch. Alternatively, a Legal team member might have to process contract signatures while closing a deal. Additionally, a Training team member who will take up a training request for a customer on-demand.


The legal team members, trainers, or pre-sales executives can make contributions only in their respective Team Modules. They don't require the entire range of features in the CRM system. In fact, they won't even need access to some key organization modules. They log into the system to fulfil their responsibilities, complete their deliverables, and then log out.
 
Such users are your ideal candidates for Team User Licenses.

What is the cost of a Team User license?

Team User licenses are priced significantly lower than a regular CRM license and enable you to have cost savings, depending on how you want to distribute the Org Vs Team licenses among your users.
 
A Team User License costs:
➤ $9/ team license/ month (if paid annually)
➤ $11/ team license / month (if paid monthly)
 
For instance, Zylker Corp has onboarded 50 members of their sales team to the Zoho CRM Enterprise edition. They now wish to add an additional 30 non-sales customer operations members as Team Users. The distribution of licenses for these 80 users (on the Enterprise edition) will be as follows:
 
Organization Users - 50 users * 40 $ = 2000 $
Team Users [Annual ] - 30 users * 9 $ = 270 $
-----------------------------------------------------------------
Total Cost - 80 users = 2270 $
 
Let's see how much they would have to pay without this license in case they have to onboard all users using the regular CRM Org License :
 
All users as Organization users, therefore, 80 users * 40 $ = 3200
 
Thus, Zylker Corp's total savings with the Team User License is 930 $ which is significantly lower than regular CRM licenses.


Team Modules in Zoho CRM make it easier for all your customer-facing teams to manage their own work, collaborate smoothly, and stay aligned. With CRM for Everyone, you can break down silos, speed up processes, and deliver better customer experiences—together.
It’s a smarter, more connected way to use CRM across your organization.

Start using Team Modules today and bring every team closer to your customers.

Regards,
Serena Woolridge


 
 

    • Recent Topics

    • Swipe between notes on iPhone

      It'd be convenient if I could move from one note to the next in a notebook simply by swiping left to right.

    • Sales IQ chat is not working in signed android apk

      I have integrated ZOHO sales IQ support chat and i have followed each step and its working fine in my development build but when i create signed APK for it. Chat does not work in it and showing awaiting for detail. I previously asked the same query but

    • COQL order by COUNT not working

      Dear community, I am trying to get a list of deal amounts per planner working on it and sorted to get see who has the least amount of deals. For some reason, I am unable to use sort by in combination with a COUNT. My original code was: query = "select

    • I want to duplicate a report and name it something else

      Hi, I have created a report, and now want to reproduce it and call it something else. so that I will end up with TWO separate reports with different titles. Please tell me how do I copy / reproduce a report please

    • Zoho CRM: Sales Rep Professional Certification Program on Coursera

      We are happy to share that we have published the Zoho Sales Representative Professional Certificate in partnership with Coursera, a leading platform for online learning and career development that offers access to courses and degrees from leading universities

    • OS X Notebook quits immediately upon launch

      NoteBook for OS X (Sequoia, but also under Sonoma) always quits immediately upon launch (so I cannot use the "Attach user log" option). I've restarted my MacBook but the problem persists. If it helps, attached is a diagnostic report from Library>Log

    • Can External users upload files or images to WorkDrive?

      I want to know if it is possible for someone externally through a link and PW be able to upload files and images onto WorkDrive?

    • Multi-line fields character limits

      Is there a way to set the character limit higher on multi-line fields so that we are not losing information pasted into the field? When the text is entered or pasted, there is no error to say that the text is too large. After saving and going back to view most of the text is gone.   Also, when viewing the resume, the text is not wrapped in the multi line fields and can t be read without scrolling across the page.

    • Taz bot not working — What should I do to resolve this issue?

      I am experiencing issues with the Taz bot in Zoho Cliq—not receiving responses or it does not seem to work as expected. Could you please explain why the Taz bot might not be functioning and what steps I should take to resolve this issue? Thank you!

    • OneNote Migration

      I am trying to migrate two notebooks from OneNote. For five days now I have had no notification that migration has completed and the migration page show 50% complete - one notebook completed one not finished. It just stays like this. I am unable to cancel

    • Set various time slot reminders for task and event

      Hi I would like known if there is possibility to set various time reminders for a task or event like we have the possibility to do in google calendar or google task. For example I'am creating an event or task and I want to be alerted before 30min and

    • Zoho Calendar not functioning---cannot edit, add attendees, etc.

      Hello, My calendar is acting strange. I'm using Chrome as my browser and pop ups are not blocked (the calendar worked fine yesterday). When creating an event, I'm not able to "edit" the event and add attendees, etc. The link is non-responsive. I cannot

    • Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked

      Hi, I sent few emails and got this: Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked And now I have few days since I cant send any email. Is there something wrong I did? Also can someone fix this please

    • Spilt Axis for stacked column and line graph

      Each month around this time I prepare a business review deck. One of the biggest annoyances I have with Zoho, also happens to be something that most other platforms have provided for a long time now, and that is being able to create a chart with stacked

    • Pin a note on top

      Dear Zoho Notebook Team, Please highly consider adding ability to pin a note on top and arrange pinned notes. I have a lot of notes that I want to pin important ones on top and this feature is missing badly. Thank you.

    • Windows 11 app ver 2.2.8

      I have been trialing Zoho Notes syncing between my PC and iphone. No problems with iphone but the Windows 64 bit app ver 2.2.8 was very buggy and would lock up completely, needing a Control Alt Delete etc to close it down. It seemed to be connected to

    • Deluge Script: Onboarding → Access Form

      Hello everyone, Edit: Sorry, I think I put this topic in the wrong section. I’ve recently run into an issue that’s been giving me a bit of a headache for the past few weeks. Context: This is my first time using Deluge to create a script, but it’s not

    • Windows Device Authentication

      We have recently started using ManageEngine, and my boss saw a device management feature in the Zoho One directory. We thought it would either help give us more intergration into Zoho one through bringing ManageEngine services through Zoho one. Or, it

    • How can I change spell check language?

      I cannot find the way to change spell check language. My "display language" is English, and I want to have the same one for Spell Check, but it is Russian!!! How can I change it? In one of your explanations you mentioned that I have to choose it from

    • Mail is so slow - doesn't even work!

      Mail has been getting slower and slower - and today it's not even pulling up emails in either Inbox or Unread. This is beyond frustrating since email is a big part of business. Sent a request through the useless help portal - no response. Called the useless

    • User marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts.

      I am the administrator for joelles.com One of our accounts has been blocked saying this: User marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts. I cannot change the disabled account in the control panel as it says that it

    • My domain did not activate

      Hi, my domain (apsaindustrial.com.ar) did not activate, and the phone verification message never arrived. Please would you solve this problem? Thanks.

    • ME SALE ESTE ERROR: No fue posible enviar el mensaje;Motivo:554 5.1.8 Email Outgoing Blocked

      Ayuda!! Me sale este error al intentar enviar mensajes desde mi correo electronico de Zoho! Tampoco recibo correos pues cuando me envia rebotan. Ayuda, Me urge enviar unos correo importantes!! Quedo atenta MAGDA HERNANDEZ +5731120888408

    • Is there a way to sync Tags between CRM and Campaigns/Marketing Hub?

      I wonder if there is a way to synch the tags between CRM and Marketing-Hub / Campaigns?

    • how to see if a specific contact opened an email in zoho campaign?

      how to see if a specific contact opened an email in zoho campaign?

    • Revenue Management: #8 Revenue Recognition in Educational & Training Institutions

      Educational Institutions and training centres typically collect course fees at the time of enrolment, sometimes for a one-day workshop and sometimes for a year-long certification course. You might also charge separately for course materials or evaluation.

    • How to Customize Task Creation to Send a Custom Alert Using JavaScript in Zoho CRM?

      Hello Zoho CRM Community, I’m looking to customize Zoho CRM to send a custom alert whenever a task is created. I understand that Zoho CRM supports client scripts using JavaScript, and I would like to leverage this feature to implement the alert functionality.

    • how to use validation rules in subform

      Is it possible to use validation rules for subforms? I tried the following code: entityMap = crmAPIRequest.toMap().get("record"); sum = 0; direct_billing = entityMap.get("direct_billing_details"); response = Map(); for each i in direct_billing { if(i.get("type")

    • Using files from Zoho CRM in Gemini/ChatGPT/Claude

      Hi all, I’ve got subscriptions to Gemini and a few other AI tools which I use for tasks like data enrichment, email composition, etc. In our workflow, we often receive various documents from clients — such as process workflows, BRDs/requirement documents

    • Enhancements to the formula field in Zoho CRM: Auto-refresh formulas with the "Now" function, stop formula executions based on criteria, and include formulas within formulas

      Dear Customers, We hope you're well! By their nature, modern businesses rely every day on computations, whether it's to calculate the price of a product, assess ROI, evaluate the lifetime value of a customer, or even determine the age of a record. With

    • Maximum file limit in zoho people LMS

      Dear Team, I am having approximately 4.9 GB of material, including PPTs and videos for uploading in zoho people LMS course. May I know what is the maximum limit limit for the course files Thanking you, With regards, Logeswar V Executive _ Operations

    • Dynamically prefill ticket fields

      Hello, I am using Zoho Desk to collect tickets of our clients about orders they placed on our website. I would like to be able to prefill two tickets fields dynamically, in this case a readonly field for the order id, and a hidden field for the seller

    • Optimize your Knowledge Base for better visibility by allowing search engine crawling and indexing

      All you need to know about no-follow and no-index in KB. What are article crawlability and indexability? Crawlability and indexability are vital for making an article visible and accessible to search engines. When a search engine crawls an article, it

    • Has anyone created a public ASAP Guide that I can check out?

      I am thinking of adding an ASAP guide to my web application, but I have noticed that the ASAP widget itself can be really slow to load sometimes. Has anyone created a public ASAP Guide that I can check to see how performant it is? I don't want to spend

    • Zoho Desk Partners with Microsoft's M365 Copilot for seamless customer service experiences

      Hello Zoho Desk users, We are happy to announce that Zoho Desk has partnered with Microsoft's M365 to empower customer service teams with enhanced capabilities and seamless experiences for agents. Microsoft announced their partnership during their keynote

    • What’s New in Zoho Analytics – September 2025

      Hello Users!! In this month’s update, we’re raising the bar across multiple touchpoints, from how you bring in data, plan and track projects to how you design and brand your dashboards. We’ve added the all-new Gantt chart for project visualization, expanded

    • Zoho MCP has no tools for Creator or 3rd Party Apps?

      I don't see a Zoho MCP community forum so putting this here. Two big problems I see: 1) Although Zoho advertises "over 950 3rd party apps" as available through their MCP, when I go to "Add Tools" there are ZERO 3rd party apps available to choose from.

    • Zoho Forms - Zoho Drive connection - Shared Drives not supported

      Hello i am stuck with Google Drive Connection There is no supported shared drives Connection is not support shared drives boolean Query Parameters - supportsAllDrives=true&supportsTeamDrives=true to activate fetch files from the shared drives. Ahat need

    • Can't create package until Bill created?

      I can't understand why we cannot create a package until a Bill is created? We are having to created draft Bills to create a package when the item is received, but we may not have received a Bill from the supplier. Also, Bill # is required, but we normally

    • Whats the Time out Limit for API Calls from Deluge?

      Hi Creator Devs, We are making API calls to third party server via Deluge. Getting this error message: Error at line : 24, The task has been terminated since the API call is taking too long to respond. Please try again after sometime. Whats the default

    • Next Page