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How to manage users in Zoho CRM

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Managing users in Zoho CRM is essential for keeping data secure and workflows efficient, whether you are a small team or a growing organisation with several departments. This guide covers adding users, importing them in bulk, re-inviting unconfirmed users, and updating user details.

Understand Zoho CRM user types

Zoho CRM users generally fall into two types:

  • Administrators: full system access, suited to senior management or IT leads.
  • Standard Users: access based on their assigned role, which controls what data they see, and their profile, which controls what features they can use, for example sales, marketing or support staff.

Only users with the User Management permission can add or manage other users.

How to add a new user

You can add users manually or in bulk.

  1. Log in to Zoho CRM with Admin rights.
  2. Go to Setup > General > Users.
  3. Click + New User.
  4. Enter the user’s name, email address, role and profile.
  5. Click Save.

The user receives an invitation email and must click the access link within 7 days to activate their account.

How to import users in bulk

Bulk import is useful for onboarding large teams. Before you begin:

  • Supported file formats: .xls, .xlsx, .csv
  • Import limit: up to 1,000 users per import
  • The number of users you can actually add depends on your available user licences
  1. Go to Setup > General > Users.
  2. Click Import Users next to + New User.
  3. Drag and drop your file, or browse to upload it.
  4. Choose to add new users, update existing users, or both.
  5. Map the fields, such as name, email and role.
  6. Click Next and complete the import.

Invitation emails are not sent automatically after an import. You must send them manually using the Re-invite option.

How to re-invite unconfirmed users

If a user has not accepted their invite within 7 days:

  1. Go to Setup > General > Users.
  2. Click on the user from the list.
  3. In the user details, click Re-invite.
  4. Or go to the Unconfirmed Users tab and resend from there.

Users added through a bulk import must also be re-invited manually.

How to modify user details

You can update user information at any time.

  1. Go to Setup > General > Users.
  2. Click on the user’s name.
  3. In the user details, click Edit on the relevant section.

You can update details such as phone number, address, time zone, country locale, language, website and fax. Click Save when finished.

Tips

  • Confirm your own Zoho account before inviting others, otherwise invitations will not send.
  • Set up roles and profiles first, since you will assign them when adding users.
  • Use a unique email address for each user, since one email cannot be tied to more than one Zoho account in the same data centre.
  • Keep an eye on licence usage so you do not exceed your Zoho CRM user count.

Frequently asked questions

How long does a new user have to accept their invitation to Zoho CRM?

7 days. You can resend the invite using the Re-invite option if it lapses.

Are invitation emails sent automatically after a bulk import?

No. You must manually re-invite each imported user using the Re-invite option.

What is the maximum number of users I can import at once?

Up to 1,000 users per import, though the number you can actually add depends on your available user licences.

Need help?

Need help adding or managing users in Zoho CRM? Contact support@thoughtlogik.com or see our Zoho implementation services.

How to manage users in Zoho CRM - PreviousHow to setup multi company in zoho CRMNext - How to manage users in Zoho CRMHow to Activate and Deactive users in Zoho CRM

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