Zoho One Spaces – Creating and Managing Application Spaces for Teams

Creating and Managing Spaces in Zoho One

Spaces in Zoho One are customisable collections of applications, links, and resources grouped together for a particular team, department, or project. Rather than presenting every available application to all users in a single undifferentiated launcher, Spaces allow administrators to create focused environments that show only the tools relevant to a specific group of people, improving navigation and reducing cognitive overload.

Why Use Spaces?

Spaces are particularly valuable in organisations where different departments use distinct sets of Zoho applications. For example, your sales team might have a Space containing Zoho CRM, Zoho Campaigns, and Zoho SalesIQ, while your finance team's Space includes Zoho Books, Zoho Expense, and Zoho Subscriptions. Each team sees a tailored interface without being distracted by applications that are irrelevant to their work.

Creating a Space

  1. Open the Admin Panel. Sign in to Zoho One as an administrator and navigate to the Admin Panel.
  2. Go to Applications > Spaces. Select the Spaces option within the Applications section of the left-hand menu.
  3. Click Create Space. Provide a name and optional description for the Space. Choose an icon or colour to help users identify it quickly.
  4. Add applications and resources. Select the Zoho applications to include in the Space. You can also add external links, announcements, or other resources that the target group will need.
  5. Assign users or groups. Specify which users, departments, or groups will see this Space in their Zoho One launcher. Users not assigned to a Space will not see it.
  6. Save and publish the Space. Once saved, the Space appears in the launcher for the assigned users at their next login or on page refresh.

Managing Existing Spaces

From the Spaces list in the Admin Panel, administrators can edit the name, description, included applications, or user assignments of any existing Space. Spaces can also be reordered to control how they appear in the user's launcher. If a Space is no longer needed, it can be deleted, which removes it from all assigned users without affecting their access to the individual applications within it.

Note: Adding an application to a Space does not automatically grant users access to that application. Access is still controlled through the application's individual assignment settings. Spaces only control what appears in the launcher view; application access permissions remain separate.
Need help? 1 Cloud Consultants can help you design and implement a Spaces strategy in Zoho One that maps to your organisation's departmental structure and working patterns. Book a discovery call with 1 Cloud Consultants.