In Zoho CRM, user is one who manages records, ones own or those shared by other users within the organization. In addition to accessing the
CRM data, some of the users can perform administrative functions for
smooth running of the CRM account.
Types of Users:
- Standard Users: Persons who can access data according to the defined permissions and role in the
organization. Example: Sales Managers, Marketing Managers, Support
Agents, etc.
- Power Users: Persons who have access to some
of the functions of the "Standard User" and also to low-level administrative functions
such as customization of the user interface, adding users to the
system, managing workflow rules, etc. Example: Accounting Managers, Data
Administrators, IT Managers, etc.
- System Administrator: A person who can access the entire system. There must be at least one Administrator
for accessing entire data and features in your Zoho CRM account.
Example: CEO or any Top officials.
The Users module in Zoho CRM allows you to perform the following operations:
Creating Users
In the User: <User Name> form, you need to specify the user-related information. The following table provides descriptions of the various standard fields in the form.
List of User-related Fields
Field Name |
Description |
Data Type |
First Name |
Specify the first name of the user. |
Text box |
Last Name* |
Specify the last name of the user. This is a mandatory field. |
Text box |
Alias |
Specify the other name of the user. |
Text box |
Zoho CRM ID* |
Specify the login name of the Zoho CRM user. This is a mandatory field. |
Pick list |
Active |
Specify the status of the user. By default, the status is active. If required the System Administrator can deactivate the user, so that user cannot access the Zoho CRM system. |
Check box |
Profile* |
Select the user profile (for example, Administrator, Standard User, and others). This is a mandatory field. |
Pick list |
Role* |
Select the user role (for example, Administrator, Standard User, and others). This is a mandatory field. |
Organization Tree |
Email* |
Specify the official E-mail ID of the user. This is a mandatory field. |
URL |
Web site |
Specify the web site URL of the user. |
URL |
Phone |
Specify the official phone number of the user. |
Pick list |
Mobile |
Specify the mobile phone number of the user. |
Text box, integer value |
Fax |
Specify the FAX number of the user. |
Text box |
Date of Birth |
Select the date of birth of the user from the mm/dd/yyyy drop-down list |
Date box |
Street |
Specify the primary address of the Zoho CRM user. |
Text box |
City |
Specify the name of the city where the user lives. |
Text box |
State |
Specify the name of the state where the user lives. |
Text box |
Zip |
Specify the postal code of the user's address. |
Text box, integer value |
Country |
Specify the user's nationality. |
Text box |
Language* |
Select the language. Currently only English language is supported. This is a mandatory field. |
Pick list |
Country Locale* |
Select the country locale to specify your date format. This is a mandatory field. |
Pick list |
Time Zone* |
Select the time zone in which you are working. This is a mandatory field. |
Pick list |
Secret Question* |
Select the secret question for password protection. This is a mandatory field. |
Pick list |
Answer* |
Specify the answer for retrieving the password in case you forgot it. This is a mandatory field. |
Text box |
To create users
- Click the Setup link.
- In the Setup page, under Admin Settings section, click the Users link.
- In the Users page, click the Create New User button.
- In the Create User page, specify the user specific details.
Last Name, User ID, Status, Profile, Role, and Email fields are mandatory.
Refer to the List of User-related Fields table for more details.
- Click the Create New User button.
The user will receive automated login details to his/her email address.
To modify user details
- Click on the Setup link.
- In the Setup page, under Admin Settings section, click on the Users link.
- In the Users page, click the Edit link.
- In the Edit User page, modify the user specific details.
Refer to the List of User-related Fields table for more details.
- Click Save.
Creating Power Users
Power users have access to all the available features in Zoho CRM, including functions under Setup module. By default, user with "System Administrator" profile is one of the power users. If required, you can enable power user privilege to additional users in your organization.
To create power users
- Log in to the Zoho CRM with System Administrator's permission.
- Click on the Setup link.
- In the Setup page, under Admin Settings section, click the Users link.
- In the Users page, click the Edit link.
- In the Edit User page, select the Administrator profile from the Profile drop-down list.
- Click Save.
Now the standard user becomes one of the System Administrators.
Activating/Deactivating Users
Sometimes in your organization, the users' hierarchical status may change or they may move to different business units. In such cases, you might have to deactivate those users after changing ownership of the records to other users. No one will be able to log into the service using the deactivated ID.
Note: Only active users are counted for license.
To Activate / deactivate users
- Log in to the Zoho CRM with System Administrator's permission.
- Click the Setup link.
- In the Setup page, under Admin Settings section, click the Users link.
- In Users: page, click the Edit link for the user to be activated / deactivated.
- In the User: <User Name> page, select the Active check box to activate else clear the Active check box to deactivate.
- Click the Save button.
The user will be activated / deactivated and system generated email will be sent to the corresponding user. Again, if you want to activate / deactivate the user, select / clear Active check box.
To deactivate users in bulk
- Log in to the Zoho CRM with System Administrator's permission.
- Click the Setup link.
- In the Setup page, under Admin Settings section, click the Users link.
- In Users: page, select the users to be activated/deactivated.
- Click the Activate or Deactivate button.
The user will be activated or deactivated and all the users will receive system-generated email about their status.
Resetting Password
When users are unable to retrieve their password for some reason (forgot password or unable to provide correct password protection answer), they can request the Zoho CRM System Administrator to reset their password. After resetting the password, an e-mail will be sent to the registered e-mail ID of the users.
To reset password
- Click the Setup link.
- In the Setup page, under Admin Settings section, click the Users link.
- In the Users page, select the user checkbox. You can also select multiple users.
- Click the Reset Password button.
System will automatically send the new password to the corresponding users.
Deleting Users
Permanently deleting a user from your Zoho CRM account runs the risk of deleting the data and the history associated with the user. We rather suggest you to deactivate the user so that no one can log into the service using the deactivated ID. Moreover, only active users are counted for license so, you can add a user replacement rather than deleting.
To do this, please send us a request at the Zoho CRM support for replacing the user ID by a new ID (which does not have any user account in our Zoho CRM service) with the following details:
- Zoho CRM login ID
- Email ID of the user
- New ID
However, permanently deleting a user is possible if there is a single user in your Zoho CRM account. In which case you need to send a request to the Zoho CRM support with the following details:
- Zoho CRM Login ID
- Email ID of the user
- Name of the user
- Reason for deleting the user
How do I send a request to the Zoho CRM support?
Hi LEE,
You may send a request to support (at) zohocrm (dot) com and get a solution for your queries at the earliest.
Thanks,
Adam.
Is it possible to set a user to one particular account only?
audana@gmail.com
Hi Guest,
Zoho CRM will be using unique id to register. So the particular id used by the user will be associated only with the registered account.
Thanks,
Adam.
Hi
I try to deactivate a user but it has no effect. I select the user, Deselect User and the select Deactivated Users and none are listed.
My name is listed on an account that I setup for a client. The project is nearing completion and I want to deactivate myself as a user on that account since I'm the 4th person listed. Under what circumstances would a user not be deactivated?
Thanks,
Gregg
Hi Gregg,
The scenario in which you won't be able to de-activate the user is trying to perform the action as logging in as the same user. If you have any other Administrator in that account, ask him/her to de-activate your account.
Thanks,
Adam.
Hi Adam
I discovered that it works when I change the profile from Administrator to Standard and then deactivate the user.
Thanks,
Gregg