Understanding Team Users in Zoho CRM

A Team User in Zoho CRM is a type of user with distinct permissions and capabilities compared to a regular CRM user. While they have limited access to organisation-level modules, they enjoy full functionality within Team Modules, based on their assigned profile. Here's a breakdown of what Team Users can and cannot do in Zoho CRM.

Capabilities of a Team User

When it comes to organisation modules, a Team User can:

• View records in up to 10 organisation modules.
  • By default, they have access to Leads, Contacts, Accounts, and Deals, but this can be customised via the Team User profile.
• Add notes, tags, and attachments to records in organisation modules.
• View records created through integrations.
• Access Social Brands feeds.
• Engage with other CRM users using Feeds.

Within Team Modules, Team Users have more expansive capabilities depending on their assigned profile (Admin, Manager, Participant, or Requester). This includes:

• Viewing, creating, editing, deleting, and sharing Team Module records.
• Importing and exporting records.
• Sending emails, performing mail merges, and sending mass emails.
• Managing custom views.
• Mass updating, deleting, or transferring records.
• Changing ownership of Team Module records.
• Adding notes, tags, and attachments to records.

Limitations of a Team User

When operating in organisation modules, Team Users are restricted from performing certain actions, including:

• Owning or sharing organisation module records.
• Mass updating, deleting, or merging duplicate records.
• Changing record ownership.
• Creating, sharing, or accessing public custom views.
• Importing or exporting data.
• Sending emails manually via the "Send Email" option.
• Initiating calls or meetings.
• Converting leads, quotes, or sales orders.
• Viewing, creating, editing, or deleting analytics and reports.
• Running macros or receiving automated alerts.
• Accessing admin-level features or permissions.
• Participating in Sales Motivator or using the calendar booking feature.
• Accessing the sandbox environment.
• Managing users, roles, or groups.
• Adding records to related lists created by product integrations.

Note: Even if a Team User is a regular user in other integrated products, they are restricted from adding records to related lists in Zoho CRM.

Team Module-Specific Permissions

Within Team Modules, a Team User’s actions depend on their Team Module profile:

• They can perform tasks like adding, editing, deleting, and sharing records.
• They can also manage imports, exports, emails, and ownership transfers.

Why Choose Team Users?

Team Users are ideal for organisations needing specialised roles with controlled access to organisational data while granting full functionality within collaborative Team Modules. This structure ensures a balance of data security and operational efficiency tailored to the needs of specific teams or roles.