A Guide to Adding and Managing Users in Zoho Analytics

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Zoho Analytics lets you give each person the right level of access, from full administrator to read-only viewer. This guide shows you how to add users to your Zoho Analytics organisation, choose their role, and change, deactivate or remove them later.

Zoho Analytics user roles

Account Administrator: owns the account and can do everything. There is only one.
Organisation Administrator: manages the organisation, except for other organisation administrators.
Workspace Administrator: manages specific workspaces but cannot rename, delete or back them up, or create new ones.
User: works with the reports and dashboards shared with them, within the permissions given.
Viewer: read-only access to what is shared with them.
Custom roles: roles you define with fine-grained permissions.

How to add a user

Go to Organization Settings and open the Manage Users tab.

Click Add New Users.

Choose the role, for example Organization Admin or Workspace Admin, enter the email addresses and click Add.

You can also add people by sharing a report, dashboard or workspace with them. They receive an invitation to your organisation and a link to what you shared. Choose the Viewer option when sharing if they only need to look.

Manage existing users

From Manage Users you can add or remove users, change roles, and activate or deactivate accounts.

Activate or deactivate a user

Use the toggle in the Status column. A deactivated user cannot access the organisation until you switch them back on.

Change a user’s role

In Manage Users, hover over the user and click Change role.
Select the new role. The change takes effect straight away.

Delete a user

Hover over the user and click the delete icon. They lose access to your organisation, but reports and dashboards they created remain.

If the Account Administrator leaves

Transfer ownership before they go: in Organization Settings, click Change Ownership, pick the new owner and send the request. On the Basic plan any active user can become owner. On Standard and higher plans the new owner must be an Organisation Administrator.

Frequently asked questions

Can Workspace Administrators create new workspaces?

No. Only the Account Administrator and Organisation Administrators can create workspaces. Workspace Administrators manage the workspaces assigned to them.

Why can a new user not see any reports?

Nothing has been shared with them yet. Share at least one report, dashboard or workspace with the user.

What happens to reports when I delete a user?

The user loses access to your organisation, but the reports and dashboards they created stay in place.

How many users can I add?

It depends on your Zoho Analytics plan. Deactivating users you no longer need frees up space for others.

Need help?

Need help setting up users and permissions in Zoho Analytics? Email support@thoughtlogik.com or see our BI and reporting services.

A Guide to Adding and Managing Users in Zoho Analytics

Zoho Analytics user roles

How to add a user