## Zoho Inventory Documentation Index

Access the complete documentation index at:
https://www.zoho.com/ae/inventory/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Users & Roles

Bring in your workforce, delegate tasks, analyze and ensure that your objectives are met. Zoho Inventory being an online application, allows multiple users to access it from any location.

You as the admin, can do the following operations with Users.

*   [Predefined User Roles](/ae/inventory/help/settings/users.html#predefined-user-roles)
*   [Creating custom User Roles](/ae/inventory/help/settings/users.html#custom-user-roles)
*   [Adding Users](/ae/inventory/help/settings/users.html#adding-users)
*   [Editing Users](/ae/inventory/help/settings/users.html#editing-users)
*   [Deleting Users](/ae/inventory/help/settings/users.html#deleting-users)
*   [Deactivating & Reactivating Users](/ae/inventory/help/settings/users.html#deactivating-reactivating-users)

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### Predefined User Roles

Users can access the modules based on their role. The following predefined roles are currently available:

*   **Admin:** has unrestricted access to all the modules. Usually this role is assigned to owners, partners and store supervisors.

As for other roles, you can create your own user roles by defining access levels & permissions within Zoho Inventory.

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### Creating Custom User Roles

Apart from the standard roles (such as Admin, Staff, etc.) in Zoho Inventory, you can add additional roles with different levels of access.

To add a new role:

*   Go to **Settings** in the top right corner of the page.
*   Navigate to _Organization Settings_
*   Select **Roles** under **Users & Roles**.
*   Click the **New Role** button in the top right corner of the page.
*   Select the modules and the level of access you want to provide for the role.
*   You can either grant full access to a module or restrict it by configuring permissions such as **View**, **Create**, **Edit**, or **Delete**. Click **More Permissions** to access additional options that are specific to certain modules.
*   Click **Save**.

![Roles tab](/inventory/help/images/settings/user-roles-page.png)

**Warning:** Users who do not have the View access to Items and Composite Items, but have the Create access to any transactions will be able to access the item details even if it is not displayed in the UI.

![role top](/inventory/help/images/settings/role-1.png)

![role mid](/inventory/help/images/settings/role-2.png)

![role bottom](/inventory/help/images/settings/role-3.png)

*   Henceforth, you as an admin, can assign this role for other users of your choice.

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### Adding Users

To add new users:

*   Click the **Gear** icon in the top right corner.
*   Navigate to _Organization Settings_.
*   Click **Users** under _Users & Roles_.
*   Click on the **Invite User** button from the top right corner of the users page. ![Users & roles page](/inventory/help/images/settings/user-page.png)
*   On the invite user pop-up:
    *   Enter email address and name of the user(your team member).
    *   Choose a role.
    *   Click on the **Send** button to send an email invitation.

![Image of inviting user popup and the button](/inventory/help/images/settings/adding-users.png)

*   Following this, the person who is being invited will receive an email invite.
*   The user has to navigate his/her email address and open the invitation mail.
*   By clicking on the **Join Account** link provided in the email, the user can gain access to your organization inside Zoho Inventory.
*   In case the user has already registered with Zoho Inventory, he/she can login straight away into their account using his/her credentials.

![Sample of user invite mail](/inventory/help/images/settings/user-invite-mail.png)

![Joining notification](/inventory/help/images/settings/successful-joining.png)

**Additonal Note:** Once you have setup your organization and invited your employees/team members as users, you can now start migrating your existing data from your old system into Zoho Inventory. To know more, click [here](/ae/inventory/help/migration/migration-general.html).

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### Editing Users

To make changes to an existing user,

*   Click the **Gear** icon in the top right corner.
*   Navigate to _Organization Settings_.
*   Click **Users** under _Users & Roles_
*   Navigate to the preferred user.
*   Hover your cursor over the preferred user to unravel a special cog wheel button for this user.
*   Click on the **Cog Wheel** button.
*   Select the **Edit** option from the dropdown.
*   This will trigger an edit user interface in the form of a pop-up.
*   You can update the following fields - **Name**, **Email Address** and **Role**.
*   Update your changes and then click on the **Save** button to finish.

![Edit user window](/inventory/help/images/settings/edit-user.png)

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### Deleting Users

To delete a user:

*   Click the **Gear** icon in the top right corner.
*   Navigate to _Organization Settings_.
*   Click **Users** under _Users & Roles_.

![Users & roles page](/inventory/help/images/settings/user-options.png)

*   Navigate to the preferred user.
*   Hover your cursor over the preferred user to unravel a special cog wheel button for this user.
*   Click on the **Cog Wheel** button.
*   Select the **Delete** option from the dropdown.
*   A confirmation pop-up window will appear.
*   To confirm your action, click on the **OK** button.

![Delete user pop up](/inventory/help/images/settings/delete-user-popup.png)

**Please Note:**

*   Only an admin can delete other users. An admin cannot delete his or her own account.
*   At any given point of time there has to be atleast one active admin for an active Zoho Inventory organization.

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### Deactivating & Reactivating Users

In circumstances where you don’t want to permanently delete an user but would like to prevent or restrict the user from accessing Zoho Inventory, you can deactivate the user’s status by marking the user as inactive. You can also reactivate inactive users if you want them to use Zoho Inventory again.

To deactivate a user,

*   Click on the **Settings** icon(gear icon) from the top right corner.
*   Select the **Users & Roles** option from the dropdown.
*   Navigate to the preferred user.
*   Hover your cursor over the preferred user to unravel a special cog wheel button for this user.
*   Click on the **Cog Wheel** button.
*   Select the **Mark as inactive** option from the dropdown.
*   The user will be deactivated and will no longer have access to your Zoho Inventory organization.
*   To reactivate the user again, follow the same steps and click on the **Mark as active** option from the **Cog Wheel** dropdown.

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