Adding Users and Roles

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Introduction

One of the most critical steps in configuring Zoho People is assigning the right people with the right level of access. Whether you’re onboarding new employees, assigning HR managers, or giving limited access to specific roles-adding users and configuring roles ensures secure and efficient use of the platform. 

This guide will walk you through the process. 

Step-by-Step Instructions:

1. Understanding Users vs. Roles

  • Users are your employees or staff members who will access Zoho People.
  • Roles define what users can see and do within the system.

For example: 

  • An Employee can only access their own profile and apply for leave.
  • A Manager can view their team's data and approve requests.
  • An Admin has access to all settings and modules.

2. How to Add Users in Zoho People

Method 1: Add Manually 

  • Go to Settings (gear icon) → Users → Add User
  • Fill in the employee’s:
  • Name Email (Zoho account or invitation email) Department & Designation Location Role
  • Click Save to create the user.

 Method 2: Import via File 

  • Go to Users → Import Users
  • Upload an Excel or CSV file with user data.
  • Map the file columns to Zoho People fields.
  • Review and import.

Tip: This is ideal for onboarding in bulk. 

3. Assigning Roles to Users

Roles determine what modules, forms, or data a user can access. 

To Assign a Role: 

  • Go to Settings → User Access Control → Roles
  • Choose from default roles (Admin, HR, Manager, Employee) or click Add Role to create a custom one.
  • While adding a user, assign the desired role.

Custom roles allow you to: 

  • Limit access to certain modules (e.g., block payroll for non-HR users)
  • Allow read-only or edit rights
  • Set conditional visibility (e.g., based on department)

 4. Organizational Roles vs. Functional Role

  • Organizational Role = Hierarchical access (e.g., who reports to whom)
  • Functional Role = Module-level permissions (e.g., who can view employee records)

You can manage reporting hierarchies under: 
 Settings → Organization Settings → Reporting Structure 

5. Inviting Users to Zoho People

Once added, users receive an email invitation with login details. 

Make sure: 

  • Their email is valid.
  • You send the invite immediately or re-send later via the user list.

6. Audit and Monitor User Access

To view all users and their roles: 

  • Go to Users → All Users
  • Use filters (e.g., by role, location, status)
  • Click on a user to see access logs, assigned roles, and modules

Regularly review user access to ensure only authorized users can view/edit sensitive HR data. 

Best Practices

  • Use role-based access control (RBAC) to enforce data security.
  • Create custom roles for department heads, HR assistants, or compliance
  • Audit access logs regularly, especially when roles or staff change.
  • Use Zoho Directory integration for single sign-on (SSO) and user provisioning if you manage multiple Zoho apps.

Related Articles

Setup Basics - Previous Setting Up Your Organization Profile Next - Setup Basics Configuring Permissions and Profiles

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