Understanding User Roles and Permissions

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Introduction

Managing access rights is vital for secure and efficient teamwork. In Zoho Tables, user roles and permissions help organizations control who can view, edit, or manage information within a portal, workspace, or database. With these structured permissions, teams can protect sensitive data while still enabling effective collaboration. 

This article breaks down the different roles available in Zoho Tables and explains what each role can do, helping you assign the right access to the right people. 

Step-by-Step Instructions:

What Are User Roles and Permissions?

  • Roles: Predefined access levels assigned to users. Each role comes with a set of permissions that determine what actions a user can perform.
  • Permissions: Specific actions a user is allowed to take, such as editing a record or managing a workspace.

By assigning roles rather than individual permissions, you save time and maintain consistent access control across your team. 

Why Use Roles in Zoho Tables?

Not every team member needs access to everything. Roles let you: 

  • Restrict access to sensitive information
  • Avoid manual permission settings for each user
  • Ensure only authorized individuals can make changes
  • Simplify admin and security tasks

Zoho Tables User Roles Overview

 Portal-Level Roles

RolePermissions
OwnerFull control over the entire portal, users, and subscription plans
ManagerManage all portal content; cannot delete portal or change subscription
UserAccess only assigned workspaces; cannot manage portal settings

2. Workspace-Level Roles 

RolePermissions
ManagerFull control over all bases; manage workspace users and settings
EditorFull editing rights for all bases; manage base configurations
Data MaintainerCan edit records and views; cannot change table or field settings
CommenterCan add, edit, and delete comments on records
ViewerRead-only access with the ability to download data

3. Base-Level Roles 

RolePermissions
ManagerManage base and collaborators
EditorEdit tables, views, fields, records, and base settings
Data MaintainerAdd, update, and delete records
CommenterAdd, view, edit, and delete comments
ViewerView-only access to records and comments

4. View-Level Roles 

RolePermissions
Data MaintainerView, add, edit, and delete records and comments (field settings not allowed)
CommenterAdd, view, edit, and delete comments
ViewerView records and comments only

4. Automate Workflows and Customise Your Setup

Use tools like: 

  • Zoho Flow for automation across apps
  • Zoho Creator to build custom business apps
  • CommandCenter for creating end-to-end customer journeys

Everything is designed to scale with your business and adapt to your unique processes

Tips for Managing Roles Effectively

  • Assign minimum necessary access: Give users only the permissions they need for their role.
  • Regularly review user access: Especially when team members change roles or leave.
  • Use default roles as templates: Avoid creating overly complex permission structures.
  • Educate your team: Help users understand what their role allows them to do.
Next - Workspace Setup Creating and Configuring a Network

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