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Manage Hierarchy Preference

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The Zoho CRM hierarchy preference controls how data access and visibility are structured across your organisation. Setting it up correctly, using either Role Hierarchy or Reporting Hierarchy, helps a small business or a growing team share the right records with the right people.

Understanding the hierarchy options

Zoho CRM offers two ways to structure data access, set from Company Settings:

  • Role Hierarchy
  • Reporting Hierarchy

How to manage your hierarchy preference

  1. Go to Setup (the gear icon in the top right).
  2. Under General, click Company Settings.
  3. Find the Hierarchy Preference section.
  4. Choose between:
    • Role Hierarchy: based on job roles and organisational levels.
    • Reporting Hierarchy: based on manager and report relationships.
  5. Click Save to apply the change.

Whichever structure you choose, you must still define roles and assign one to each user. A user can only have one role at a time.

Types of hierarchy in Zoho CRM

Role Hierarchy

This mirrors your company’s organisational chart. Higher level users can access data owned by those below them, for example a Sales Manager can see records owned by their Sales Executives. It suits businesses with clearly defined teams and role based access.

Reporting Hierarchy

This structure is based on who reports to whom, regardless of job title.

  • You assign a reporting manager to each user.
  • Managers can access their direct reports’ data.
  • It suits flexible or matrix organisations.

Tips for managing users in Zoho CRM

  • Choose Role Hierarchy if your team has fixed roles and a clear structure.
  • Use Reporting Hierarchy if roles are dynamic or you need manager level access without strict role tiers.
  • Review your hierarchy settings periodically as your business or teams change.

Frequently asked questions

What is the difference between Role Hierarchy and Reporting Hierarchy in Zoho CRM?

Role Hierarchy gives access based on a user’s job role and its position in the organisational chart. Reporting Hierarchy gives access based on who reports to whom, regardless of job title.

Do I still need to set up roles if I use Reporting Hierarchy?

Yes. Whichever structure you choose, every user still needs a role, and each user can only have one role at a time.

Need help?

Need help deciding between Role Hierarchy and Reporting Hierarchy in Zoho CRM? Contact support@thoughtlogik.com or see our Zoho implementation services.

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