## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/en-de/books/help/llms.txt

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

# User & Roles

**User**  
A user is someone who has access to your Zoho Books organization. An organization in Zoho Books can have multiple users.

**Role**  
A role refers to the level of accessibility that a user can have in an organization. In Zoho Books, we have standard roles like Admin, Staff, Staff for particular customers, and Timesheet staff.

To know more about these roles:

*   Click **Settings** on the top right corner of the page.
*   Click **Roles** under _Users & Roles_.

![User Roles](/books/help/images/settings/user-roles.png)

The default roles in Zoho Books cannot be edited or deleted. Want to create your own role? Try [Custom Roles](/en-de/books/help/settings/users.html#custom-roles).

##### ON THIS PAGE

*   [Add User](/en-de/books/help/settings/users.html#add-user)
*   [Edit User](/en-de/books/help/settings/users.html#edit-user)
*   [Custom Roles](/en-de/books/help/settings/users.html#custom-roles)
*   [Additional Fields for Users](/en-de/books/help/settings/users.html#add-fields)
*   [Mark User as Inactive](/en-de/books/help/settings/users.html#inactive)
*   [Delete User](/en-de/books/help/settings/users.html#delete)

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## Add User

When you create a Zoho Books account, you become the default admin of your organization. Once you are an admin, you can add multiple users with different roles to your organization. Here’s how you can do it:

*   Click **Settings** on the top right corner of the page.
*   Click **Users** under _Users & Roles_.
*   Click **Invite User** in the top right corner of the page.
*   Enter the email address, name and the role of the user you’re going to invite to your organization.
*   Click **Save**.

After doing so, an email will be sent to the new user, from where they have to verify the link and set up a login password to access your Zoho Books organization.

> **Note:**  
> Only users with Admin access can add new users.

![New User](/books/help/images/settings/new-user.png)

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## Edit User

After you have added a new user, you can edit their data if required. Here’s how:

*   Click **Settings** on the top right corner of the page.
*   Click **Users** under _Users & Roles_.
*   Select the user whose details you want to change.
*   Click **Edit**.
*   Make the required changes and click **Save**.

> **Note:**  
> Only users with Admin access can edit user information.

![Edit User](/books/help/images/settings/edit-user.png)

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## Custom Roles

Apart from the standard roles (such as Admin, Staff, etc.) in Zoho Books, you can add additional roles with different levels of access. These roles are called Custom Roles.

To add a custom role:

*   Click **Settings** on the top right corner of the page.
*   Click **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.
*   Click **More Permissions** for additional access options.
*   Click **Save**.

![Custom Role](/books/help/images/settings/custom-role.png)

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## Additional Fields for Users

By default, the details about a user in Zoho Books includes their name and email address. If you want to add more details apart from this, you would have to create additional fields for users.

To create an additional field for users:

*   Click **Settings** on the top right corner of the page.
*   Click **User Preference** under _Users & Roles_.
*   Select the **Field Customization** tab on top of the page.
*   Click the **\+ New Custom Field** button in the top right corner of the page.
*   Enter the **Label Name**, select a **Data Type** for it, and fill in the other required details.
*   If the field that you’re going to add is a **Personally Identifiable Information (PII)**, mark it as such under **Is this PII?**
*   Click **Save**.

![Custom Fields](/books/help/images/settings/custom-fields-users.png)

This new field will be saved under the **Field Customization** tab. You can perform different actions on it by hovering over the field and clicking the **Edit** or drop-down arrow next to it.

![Custom Field Actions](/books/help/images/settings/custom-field-actions.png)

The custom field(s) that you create under Field Customization will be shown while adding a new user to your organization.

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## Mark User as Inactive

Sometimes, you might want to restrict a user from accessing your organization. In such a case, you can mark a user as inactive. You can make the user active again if you wish.

To mark a user as inactive:

*   Click **Settings** on the top right corner of the page.
*   Click **Users** under _Users & Roles_.
*   Select the user you want to mark as inactive.
*   Click **Mark as Inactive**.

![Mark as Inactive](/books/help/images/settings/mark-as-inactive.png)

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## Mark User as Active

You can make an inactive user active again. Here’s how:

*   Click **Settings** on the top right corner of the page.
*   Click **Users** under _Users & Roles_.
*   Select the inactive user you want to mark as active.
*   Click **Mark as Active**.

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## Delete User

You can delete a user whom you no longer want to give access to your Zoho Books organization.

To delete a user in Zoho Books:

*   Click **Settings** on the top right corner of the page.
*   Click **Users** under _Users & Roles_.
*   Select the user whom you want to delete.
*   Click **Delete**.

![Delete User](/books/help/images/settings/delete-user.png)

Do you want to restrict access for a user to your Zoho Books organization, but don’t want to delete them? Mark the user as [inactive](/en-de/books/help/settings/users.html#inactive).

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