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User Access controls in zoho books

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This walkthrough covers the screen by screen steps for managing Zoho Books user access controls, from inviting a user through to editing, deactivating and deleting accounts.

1. Understanding users and roles

A user is anyone granted access to your Zoho Books organisation. A role is their level of access, such as Admin, Staff or Timesheet Staff. Zoho Books’ default roles cannot be edited or deleted, but you can create your own custom roles.

2. 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.

3. How to edit a user’s details

To update a user’s name, role or other details:

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

4. Creating custom roles

To create a role with specific, tailored access:

  1. Go to Settings > Roles under Users & Roles.
  2. Click + New Role.
  3. Choose which modules it can access, such as Invoices or Reports.
  4. Set permission levels: View, Edit, Create and Delete.
  5. Click More Permissions to fine tune, then click Save.

5. 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.

6. How to mark a user as inactive

If you don’t want to delete a user but need to revoke access temporarily:

  1. Go to Settings > Users under Users & Roles.
  2. Select the user and click Mark as Inactive. You can reactivate them later.

7. How to reactivate a user

Go to Settings > Users under Users & Roles, find the inactive user, and click Mark as Active.

8. How to delete a user

When a user no longer needs access:

  1. Go to Settings > Users under Users & Roles.
  2. Select the user and click Delete.

Frequently asked questions

What’s the difference between a user and a role in Zoho Books?

A user is anyone granted access to your organisation. A role, such as Admin, Staff or a custom role, defines what that user can see and do.

Can I set different permission levels within a custom role?

Yes. When creating a custom role you choose which modules it can access, and set permission levels such as View, Edit, Create and Delete for each.

Can users edit their own details?

No. Only Admin users can edit another user’s name, role or other details.

Need help?

Need help configuring user access in Zoho Books? Contact support@thoughtlogik.com or see our Zoho optimisation services.

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