Configuring Permissions and Profiles

Configuring permissions correctly is one of the most important parts of keeping a Zoho People account secure. Permissions control what users can do, such as view, add, edit or delete, within specific forms and modules.

What permissions control

In Zoho People, access is managed through roles combined with permission settings: roles group users by responsibility (Admin, HR, Manager, Employee, or custom roles you create), and permissions define exactly what each role can view or do at a module, form or field level.

How to set up permissions

1. Log in as an admin and go to Settings > User Access Control.
2. Assign or create a role for the user under Roles.
3. Configure record, field, import and export, and tabular section permissions for the relevant service, for example Settings > Leave > Permissions > Field Permissions.
4. Use the checkboxes to select multiple fields and set permissions for them together, where you need the same access level across several fields.

For example, for a Manager role you might allow view and edit access to employee leave records, but only view access to more sensitive fields such as salary details.

Testing and reviewing access

After assigning roles and permissions, verify the result by checking with the affected user or reviewing their access directly.

Best practices

• Use default roles where they fit (Admin, HR, Manager, Employee), and create custom roles for department-specific needs.
• Review permissions quarterly or after any major policy change.
• Use field-level permissions to protect sensitive data such as ID numbers and personal documents.
• Revoke access promptly when employees leave or change roles.

Frequently asked questions

What’s the difference between permissions and roles in Zoho People?

Roles group users by responsibility, such as Admin, HR, Manager or Employee. Permissions then define what each role or user can view, add, edit or delete within specific forms and modules.

Where do I configure permissions?

Go to Settings > User Access Control, then choose the relevant permission area for the service, form or field you want to control.

Can I restrict access to specific fields, not just whole forms?

Yes, field-level permissions let you show or hide individual fields, such as salary or ID numbers, independently of the rest of the form.

Need help?

Need help configuring roles and permissions in Zoho People? Contact support@thoughtlogik.com or see our Zoho implementation services.