Managing Users

Table of Contents  [ Hide]

Creating Users
Creating Power Users
Re-Inviting Users
Resetting Password
Activating/Deactivating Users
Deleting Users (Closing Accounts) 
Related Links

Edition	All Editions
Permission	Manage 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:

1. Create Users
2. Create Power Users
3. Re-invite Users
4. Reset password
5. Activate/Deactivate Users
6. Delete Users

Creating Users

Creating Users in Zoho CRM has the following steps:

• The Administrator creates users by specifying the user- related mandatory fields in the form.
• Once created, the system automatically sends invitation to the user's Email IdD registered. The users has to accept the invitation within 7 days of receiving the email.
• After the user accepts the invitation, he/she has to follow the log in steps to use CRM.
• After logging in, users can modify their details in the user- rleated form.

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 valid Email ID of the user. This is a mandatory field.	Text box
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
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	Enter the user's date of birth 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

To create users:

1. Click on Setup > Admin Settings > Users.
   
2. In Users page, click on the Add User button.
3. In Create User page, specify the user specific mandatory details such as:
   • Last Name
   • Zoho CRM ID( Email ID of the user)
   • Status
   • Profile
   • Role.
     Refer to the List of User-related Fields table for more details.
4. Click on the Create New User button.
   The System sends an invitation to User's Email ID registered. The user has to accept the invitation and follow the log in steps.

To modify user details:

1. Click on Setup > Admin Settings > Users.
   
2. In Users page, click on Edit.
3. In Edit User page, modify the user specific details. Refer to the List of User-related Fields table for more details.
4. 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 Zoho CRM with System Administrator's permission.
2. Click on Setup > Admin Settings > Users.
   
3. In Users page, click on Edit.
   
4. In Edit User Details page, select the Administrator profile from the Profile drop-down list.
5. Click Save.
   Now the standard user becomes one of the System Administrators.

Re-Inviting Users

When the users do not accept the invitiation sent by the Administrator within 7 days, the Administartor can resend the invitation to the user.

To re-invite users:

1. Log in to Zoho CRM with System Administrator's permission.
2. Click on Setup > Admin Settings > Users.
   
3. In Users page, select the user to be reinvited by clicking on the corresponding check-box.
4. Click on the Re-Invite button.
   The system resends the invitation to the Users Email ID.

Resetting Password

Users with any role can reset their password individually by clicking on the Forgot Password link in the login page.

To reset password:

1. Click on the Forgot Password link in the Log in page of Zoho CRM, sytem redirects you to Zoho Accounts page.
2. In Zoho Accounts page:
   • Email ID: Specify the registered Email ID as mentioned in Account information.
   • Image Text: Enter the code as seen in the given picture.
3. Click on the Request button. The system sends an automated e-mail to your Email ID.
4. Click on the given link "here' in the e-mail, you will be redirected to Zoho Accounts Password Reset page.
5. In Password reset page, enter your New Password.
6. Click on the Change button.
   The New password is updated and you can use it for log in to all Zoho services.

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 on Setup > Admin Settings > Users.
3. In Users page, click on Edit for the corresponding user to be activated / deactivated.
4. In User: <User Name> page, select the Active check -box to activate else clear the Active check- box to deactivate.
5. Click Save.
   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 activate/deactivate users in bulk:

1. Log in to Zoho CRM with System Administrator's permission.
2. Click on Setup > Admin Settings > Users.
3. In Users page, select the Users to be activated/deactivated by clicking on the corresponding check-box.
4. 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.

Deleting Users (Closing Accounts) 

As Zoho CRM is part of the Single Sign On, deleting a User (not recommended) from Zoho CRM means closing the User's account. If you want to permanently delete a User from Zoho CRM, the corresponding User account must be closed in Zoho Accounts. You are suggested to deactivate the CRM User (refer: Activate/Deactivate Users) to prevent logging into the CRM service.

Note:

• Permanently closing an account deletes the records and the history associated with the User from all Zoho Services (including Zoho CRM).
• Only active Users are counted for license so, you can replace a User rather than deleting.

Related Links

Profiles | Roles | Data Sharing Rules | Groups