FAQs: Users

FAQs: Users

1. How can I delete users permanently from my Zoho CRM account?

When a member of your organization quits or is replaced you may have to delete that member from your CRM account. When you delete a user:
  1. You cannot undo the action. If you don't want the member to access CRM but are not sure about deleting the user, you can deactivate him/her.
  2. The records that belong to the deleted user remain in Zoho CRM. You can transfer them to another member at any time. It is recommended that you transfer the records before you delete a user. See Also: How to mass transfer records.
  3. You cannot reinvite a deleted user. If you extend an invitation to a user you have deleted, that user will be added again in Zoho CRM as a new user.
  4. Only the Super Admin of your account can delete a user.
  5. A user deleted from Zoho CRM will still be able to access other Zoho services using the same email address.
  6. All the integrations configured by the deleted user will be lost after you delete them.
  7. Deleting a user does not cancel the user's license. To cancel the license you must manage your subscriptions.        
Note: Deleting a user from Zoho CRM is not the same as closing his/her Zoho account. The user is only deleted from Zoho CRM.

To delete a user
  1. Click Setup > General > Users.
  2. Point your mouse over the user you want to delete and click the Settings icon.
  3. Select the user you want to delete and click Delete This User. 
  4. Read the consequences of deleting a user and confirm the action. The user will now be deleted from Zoho CRM and appear under the Deleted Users view.
You can share Deals' information with other users through record-level sharing. You need to have the Record Level sharing permission enabled in your profile to share the records. Read more about record-level sharing here.

3. I accidentally deactivated a user. Will this user be permanently removed from Zoho CRM?

No, deactivating a user does not remove them from Zoho CRM. Zoho CRM lets you activate a user again at any time. Follow these steps to activate the user again.

1. Log in to your Zoho CRM account with administrator privileges.
2. Click Setup > General > Users.
3. In the Users page, select the Inactive Users view from the drop-down list.
4. Move the mouse pointer to the user you want to activate and click the Activate link.
5. Confirm the activation.

Now, the user is activated and a system-generated mail about reactivation is sent to the user.

4. Is there a way to add users and give them read-only privileges?

Yes. You can edit the settings in Zoho CRM so that a user you've added can just view records and not work with them. To get this done, follow these steps:
  1. Click Setup > Security Control > Profiles.
  2. Click on + New Profile, and create "Custom Profile - Read Only".
          
      3. Edit the Module-level Permissions so that only the view checkboxes are enabled and the permissions for Create, Edit and Delete are disabled.

      4. Add New User and assign this profile to the user.

Read more >> Security Management

5. Why should I verify and confirm the email address that I used to sign up for Zoho CRM?

After signing up with Zoho, it is crucial to verify your email address. You need this to confirm that the email address does not belong to someone else and that you have not typed it wrong.

You will be able to use the email options available within Zoho CRM, only after the email address is confirmed. However, without confirming, you can't access your Zoho CRM account.

To verify the email address:
  1. Visit your registered email account.
  2. Open the email from Zoho and click on the Access Link in the email.

To resend the verification email:
  1. Go to www.accounts.zoho.com.
  2. Click the Profile tab and then click the Email Address link.

    3. In the My Email Address section, check the email address that you had mentioned and click the Resend Confirmation mail link.
    4. A confirmation email will be sent to the email address that you have mentioned. If you want to change this email address, click the
        Edit link and provide the new email address in the Email text box and also the Current Password.

6. How do I terminate Zoho CRM access for an employee who is leaving the company?

A user leaving your company will not be able to access the company's Zoho CRM account if you deactivate his/her account. When you deactivate the user's account, you are free to use the same user license to create a new user.

To deactivate user:

  1. Log in to the Zoho CRM with Administrator's privilege.
  2. Click Setup > General > Users.
  3. In the Users page, select the user whose account you want to deactivate and click the Deactivate button. You will get a message asking you if you want to go ahead with the deactivation.
  4. Click I Understand > Deactivate Now.

The user will now be deactivated. You will have to unsubscribe the user license if you don't want it anymore. See Also Manage Subscriptions

7. How to change the role of the user?

You can change the role of the users by following the steps given below:

  1. Log in to Zoho CRM with with Administrator privilege.
  2. Click Setup > General > Users.
  3. In the Users page, click the Edit link corresponding to the user for which you want to change the role.
  4. In the Edit User Details page, choose the Role from the drop-down list.
  5. Click Save.
Note: Free Edition users cannot change the role of the users as they have only one role available in their account.

8. Why am I not able to add a new user?

You may not be able to add a new user if:
  • You do not have the user license to add more users.
  • You are not the administrator. Only users with administrator privileges can add users.
  • The user you are trying to add may already have a Zoho account.
For more information on CRM users and how to add users, refer the help document.

9. Can I edit the email address of my users?

No, you cannot edit the email address of the users. The users have to edit their email address themselves. The users can change their email address by following the steps given below:
  1. Log in to http://accounts.zoho.com.
  2. In the My Profile Info page, select Email Address.
  3. In My Email Address page, click Edit for the corresponding Email ID to be changed.
  4. Enter the new Email ID and the Current Password.
  5. Click Update.

10. How to deactivate users in Zoho CRM?

You can deactivate users through these steps:
  1. Click Setup > General > Users.
  2. In the Users page, select the user that you want to deactivate.
  3. Click Deactivate.
  4. You will get a message. Click I Understand > Deactivate Now.

11. In the Free Edition, every user I add has the Administrator Profile. How can I change that?

In the Free Edition, only the Administrator profile and CEO role are available. You cannot change the role and profile of the users. You can, however, create profiles and roles in the Professional, Enterprise editions and above.

12. How can I add an existing Zoho CRM user to my company's CRM account?

You can add a user to your company's CRM account if the user's email address is not already used to create an account in Zoho CRM. In such cases, when the email address of the user is not available, you have two options:

Option 1 - Replace the user's email address in his account with another one. Doing so will release the email address (without closing the account) needed to join the company account.

To release the email address:
  1. Log in to https://accounts.zoho.com.
  2. In the Home page, click My Profile Info and select Email Address.
  3. In the My Email Address page, add a new email ID by clicking Add Email.
    A confirmation email will be sent to the new email ID.
Upon confirmation, go back to https://accounts.zoho.com, make the new ID primary and delete the email ID that was being used earlier. Once the email ID is released, it can be used to join the company's CRM account.

Option 2 - The user can close his existing Zoho account so that he can use the email address to join the company's CRM account.

To close the account
  1. Log in to https://accounts.zoho.com.
  2. In the Home page, click Preferences and select Close Account.

Note:
  • On closing your account, you will not be able to access any of our Zoho Services.
  • Before closing, please ensure that you have exported all your data from Zoho CRM system and also from other Zoho services.
  • Once you close your account, all your data with Zoho services will be deleted immediately and cannot be restored in future.

13. How to share data with colleagues (peers)?

In order to share data with peers, you should define the users in the same category within the Roles list. Once the users are defined, you can click on the Edit Role and select the 'Share Data with Peers' check box.

14. How can I restrict permissions for users with Standard profile?

For users with Standard profiles, you can change only the module-level permissions. Other permissions like import, export, tool permissions, etc. cannot be changed for the default profile (Standard profile). However, you can change the permissions for the custom profiles that you create.

15. Can I hide tabs from certain users?

Yes, you can hide the tabs from certain users or modules. Here is how you can do it:
  1. Click Setup > Security Control > Profiles
  2. Select the profile you want to hide certain tabs for.
  3. To hide tabs from users, simply deselect the particular module you don't want to grant permissions to. The changes are saved automatically.

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