Managing Users

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:

• Create users
• Create power users
• Reset users' password
• Activate/Deactivate users
  
• Deleting Users
  

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

To create users

1. Click the Setup link.
2. In the Setup page, under Admin Settings section, click the Users link.
3. In the Users page, click the Create New User button.
4. 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.
5. Click the Create New User button.
   The user will receive automated login details to his/her email address.

To modify user details

1. Click on the Setup link.
2. In the Setup page, under Admin Settings section, click on the Users link.
3. In the Users page, click the Edit link.
4. In the Edit User page, modify the user specific details.
   Refer to the List of User-related Fields table for more details.
5. 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

1. Log in to the Zoho CRM with System Administrator's permission.
2. Click on the Setup link.
3. In the Setup page, under Admin Settings section, click the Users link.
4. In the Users page, click the Edit link.
5. In the Edit User page, select the Administrator profile from the Profile drop-down list.
6. 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

1. Log in to the Zoho CRM with System Administrator's permission.
2. Click the Setup link.
3. In the Setup page, under Admin Settings section, click the Users link.
4. In Users: page, click the Edit link for the user to be activated / deactivated.
5. In the User: <User Name> page, select the Active check box to activate else clear the Active check box to deactivate.
6. 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

1. Log in to the Zoho CRM with System Administrator's permission.
2. Click the Setup link.
3. In the Setup page, under Admin Settings section, click the Users link.
4. In Users: page, select the users to be activated/deactivated.
5. 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

1. Click the Setup link.
2. In the Setup page, under Admin Settings section, click the Users link.
3. In the Users page, select the user checkbox. You can also select multiple users.
4. 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