Users & Roles in Zoho Inventory

Users and roles in Zoho Inventory control who can access your account and what they’re allowed to do. This guide covers the default roles, how to invite a user, and how to create a custom role.

Default roles

• Admin: full access across modules, transactions and settings, including inviting users and assigning roles.
• Super Admin: automatically assigned to whoever created the organisation. Only one exists per organisation, with rights other admins don’t have, such as approving admin-level access requests.
• Staff: for users who need day-to-day access without full administrative rights. Exact permissions depend on their role.

How to invite a user

1. Go to Settings > Users under Organization Settings.
2. Click Invite User.
3. Enter their name and email, assign a role, and optionally restrict access by location or reporting tag.

The invitee receives an email with instructions to join.

How to create a custom role

1. Go to Settings > Roles and click New Role.
2. Enter a role name and, optionally, a description.
3. Set the access level for each module, using More Permissions for finer control.
4. Save the role.

The role then appears as an option when inviting or editing users. Note that a user without view permission for items may still see item details if they can create transactions.

Frequently asked questions

What’s the difference between Admin and Super Admin in Zoho Inventory?

Admins have full access to modules and settings, but there’s only one Super Admin per organisation: the creator, who has exclusive rights such as approving other admins’ access requests.

Can I control exactly what a Staff user can see?

Yes. Create a custom role with the module access levels you want, and assign it when inviting or editing a user.

Need help?

Need help setting up users and roles in Zoho Inventory? Contact support@thoughtlogik.com or see our Zoho implementation services.