Hello and welcome to this video on User Management in Zoho CRM. Any user new to
Zoho CRM would have many questions on how to manage the users, how to assign
roles and profiles to users and how user licenses work. Let's answer all of these
questions in this video. Basically, users are those who have access to a Zoho CRM
account and who manage records created by them or records that are shared with
them. Purchasing user licenses in Zoho CRM is pretty straightforward. The number
of users you can add depends on the number of user licenses your
organization has purchased. So, if you want 20 sales reps to access your CRM,
you can purchase 20 user licenses and have 20 active users. If one of the users
is deactivated, you will still be billed for 20 licenses and you can add another
user in place of the deactivated one. Now, let's talk about roles and profiles in
brief. Each user is associated with one role and one profile. Roles define your
place in the organization and profiles define the type of feature access that
you have in your CRM. Roles and Profiles can be defined separately and assigned
to users. By default, we have the roles CEO and Manager and the profiles
Administrator and Standard. Consider Zylker travels, an online travel agency.
John is the initial user who created the CRM account for Zylker travels. Maria,
Cynthia, Jack and Tom are employees at Zylker travels. John wants to add them as
users in the CRM. Let's see how he does that. Go to Setup-> Users and Controls->
Users. Here, you can see John already listed as an active user. He's
automatically given the role of the CEO and given the administrator profile.
Click on the Add New User button here to add a new user. Enter the First name and
Last name, a valid email address and choose a role. Maria is a manager in
Zylker Travels. Choose Manager from the list of
roles. Being the manager Maria also needs the Administrator profile. If you have
already created shift hours, you can associate the user to a particular shift
from here. You can also choose the preferred currency here. If you have
already enabled territories in your Zoho CRM, you can assign users to that
particular territory from here, then click Save. The user gets listed here.
This icon here symbolizes that Maria has not yet activated her CRM account. When
you're added as a new user in Zoho CRM you will get an email like this. Click on
this link to confirm your account. You'll be redirected to this page where you can
create your Zoho account. Enter the name here and setup the password here to
create your account. Voila, you are added into the
organizations' CRM account. We're logged in as John. Let's go to Setup-> Users and
Control->Users. Other users who were added are listed here. Their role and profile
are shown here and if they're active, the icon here is green. Here, you have a
drop-down that you can select to see a set of users. Under the Active Users, you
can see a list of the users that are currently active in the CRM. They contain
unconfirmed users as well. Here, you'll have the Inactive Users. These are the
users that have been deactivated from the CRM account. At any point they can be
activated again by clicking activate here and can be made part of your CRM
again. Here you have the Unconfirmed Users. These are the users that have not
confirmed their account with Zoho CRM. you have an option to reinvite unconfirmed users which
will send them a new invitation email again. Here, you have a list of Deleted
Users. Deleted users means that you have permanently deleted them from your CRM
account. You cannot reinvite these users. This user can again be made a part of
the CRM by adding him as a completely new user again. Under active users, let's
see how we can edit our user details. When a user is
added we will start by specifying only their name, email address, role and
profile details. Users can add their own details such as phone numbers and
address by clicking the Edit symbol here. Down here, we have the 'Manage fields'
option. Click that and you'll be redirected to a module and field
customization page for users. Here, users who have the permission can add fields
if necessary. Say, John wants to add the social security number field, he can do
that here. Coming back to the users layout, you can view the changes here.
Enter the remaining user information and click Save. In the user info page, as we
scroll down, the respective users can change their locale information like
Language, Country, Time format and Time zone. Apart from locale information you
can assign territory here if you've already enabled territory management in
your CRM. User's signatures can be updated here. Click on edit and you can customize
the signature based on your needs with the available options or you can click
HTML here and add an HTML code for signature, then click Save. Display name
format and preferences can also be changed. The name format is chosen here.
By default it is Salutation, First name and Last name. This is how the records names
are displayed. This format can be changed based on user needs. Sort order
preference is the order in which you want records in your CRM to be listed.
Whether you want First name first or Last name first can be chosen here. You
can choose the theme for your CRM here. If you hover over the profile info and
click on it you can see the permissions that the profile has. Similarly, if you
hover over the role name of the user and click on it,
you will be directed to the role details page. Let's go back to the users list.
Here, you can see the Groups tab. Zoho CRM allows you to create different groups
consisting of a set of users to manage a set of common records. Let's create a new
group for Zylker agency. This group has to take care of promotions for a new
exclusive holiday package that is being launched by Zylker.
Click create 'New Group'. Let's name the group, 'Promotion management'. We can give a
brief description of the group here. The source for the group can be Users, Roles,
Roles and subordinates, already existing Groups, Territories and Sub territories.
Let's select users first here you can see the list of five users in Zylker
agency. Let's add John. We can go back to the group source and select Roles here.
Let's select Manager and Sales Rep from this list. Click Save and you will be
redirected to the Group Details page. You can see the associated users and
associated roles. When we select group source to be the particular role the
users associated with that role are automatically added under the
consolidated group users list here. We selected manager and sales rep since
Marie is assigned to the role of manager, she's listed and since Jack has
the role of sales rep, his name is also listed here. Click on Edit if you need to
make any changes in the group. You can delete the group from here. Using data
sharing rules in Zoho CRM, records can be shared amongst the group. Also, records
can be assigned to the users in any group in a round-robin pattern using
assignment rules in Zoho CRM. Let's go back to Setup->Users and Control->Users.
You can see the active users tab here. This page has the list of users that are
active in your CRM. You can activate or deactivate a user by using this button
here. Users play a significant role in many other places in Zoho CRM. By default
whoever creates a record becomes the owner of that particular record but any
record can be assigned to any user. Ownership of that record goes to the
user to whom its assigned. Whenever tasks, events, calls are created or scheduled,
it's naturally assigned to the users. Thank you for watching this video. For
more resources on Zoho CRM please visit www.zoho.com/crm/resources