User Access controls

How to add a new user

Only Admin users can invite others to Zoho Books.

1. Click the gear icon (Settings) in the top right.
2. Go to Users under Users & Roles.
3. Click Invite User.
4. Enter their email address and name, and assign a role.
5. Click Save. An email invitation is sent; once accepted, the user sets a password and can log in.

How to edit a user’s details

1. Go to Settings > Users under Users & Roles.
2. Click Edit next to the user.
3. Make the required changes and click Save.

Creating custom roles

1. Go to Settings > Roles under Users & Roles.
2. Click + New Role.
3. Choose which modules the role can access, such as Invoices or Reports.
4. Click More Permissions to fine tune access.
5. Click Save.

Adding custom fields for users

To store extra information, such as an employee ID or department:

1. Go to Settings > User Preferences under Users & Roles.
2. Click the Field Customisation tab.
3. Select + New Custom Field.
4. Add a label, choose a data type, and complete the required fields.
5. Tick Is this PII if the field holds personally identifiable information.
6. Click Save. The field then appears when adding or editing a user.

Marking a user inactive, reactivating or deleting

To revoke access temporarily without deleting a user, go to Settings > Users under Users & Roles, select the user and click Mark as Inactive. You can reactivate them later by finding the inactive user and clicking Mark as Active. To remove access permanently, select the user and click Delete.

Tips

• Use descriptive names for custom roles, such as “Finance Viewer” or “Project Manager”.
• Limit Admin access to only those who need it.
• Keep your user list current by deactivating or deleting people who have left the organisation.
• Test a new custom role on yourself before assigning it to others.