How to manage users in Zoho CRM
Introduction
Managing users in Zoho CRM is essential for any business looking to streamline its customer relationship processes. Whether you’re a small team just getting started or a growing organisation with multiple departments, setting up the right users with the right permissions helps you keep data secure and your workflows efficient.
This guide will walk UK businesses through everything from adding users in Zoho CRM to modifying user details, importing users in bulk, and sending out invitations – all with a focus on clarity, simplicity, and best practices.
Step-by-Step Instructions
1. Understand Zoho CRM User Roles
In Zoho CRM, users fall into two main types:
- Administrators
- Full system access. Ideal for top-level management like CEOs or IT heads.
- Standard Users
- Access based on assigned roles (what data they see) and profiles (what features they use). Think: sales reps, marketing staff, and support agents.
Only users with the User Management permission can add or manage users.
2. Add a New User
You can add users manually or in bulk. Here’s how to do it manually:
To add a user:
- Log in to Zoho CRM with Admin rights.
- Go to Setup > General > Users.
- Click + Add New User.
- Enter the following:
- Fill in details like company name, access URL, and time zone.
- Enter the following:
The user will receive an invitation email. They must click the access link within 7 days to activate their account.
3. Import Users in Bulk
Perfect for onboarding large teams.
Before you begin:
- Supported file formats: .xls, .xlsx, .csv
- Import limit: 1,000 users at a time
- User count depends on your CRM licence
To import users:
- Go to Setup > General > Users.
- Click the Import icon next to "+ New User".
- Drag and drop your file or browse to upload.
- Choose:
- Add new users
- Update existing users
- Both
- Map the fields (e.g., name, email, role).
- Click Next and complete the import.
Note: Email invitations are not sent automatically after import. You must send them manually using the Re-invite option.
4. Re-invite Unconfirmed Users
If a user hasn’t accepted their invite within 7 days:
- Go to Setup > General > Users.
- Click on the user from the list.
- In the User Details section, click Re-invite.
- Or, go to the Unconfirmed Users tab and resend from there.
Users who were imported must also be re-invited manually.
5. Modify User Detailsts
You can update user information at any time.
To edit user details:
- Go to Setup > General > Users.
- Click on the user’s name.
- In the User’s Details section, click Edit on the desired area.
You can update:
Phone number
Address
Date of birth
Time zone
Country locale
Language
Website, fax, and more
Click Save when finished.
Tips for Managing Users in Zoho CRM
- Confirm your Zoho account before inviting users – otherwise, the invite won’t send.
- Roles and profiles must be set up first – you’ll assign them when adding users.
- Use unique email addresses – each user must use an email not already tied to another Zoho data centre.
- Track licence usage – make sure you don’t exceed your Zoho CRM user licence count.
