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Users & Roles

Users in Zoho Inventory can access the same organization while you control what each person can view, edit, and manage. You can invite team members, assign roles, and restrict access by location or reporting tag to keep information organised and secure.

Users

A user is someone who can access your Zoho Inventory organization. You can add multiple users and assign a role that matches their responsibilities.

Roles control the modules and actions a user can access. You can use the predefined roles or create custom roles for more specific access.

Add Users

To invite a new user:

  1. Go to Settings in the top right corner.
  2. Select Users under Users & Roles in Organization Settings.
  3. Click Invite User.
  4. Enter the user’s Name and Email Address.
  5. Select a Role.
  6. Under Restrict Access To, choose the relevant values if your organization uses Locations or Reporting Tags with access control enabled.
  7. Click Send.

The invited user receives an email with a link to join the organization and set a password.

Note: Only users with Admin access can invite new users and manage user permissions.

Scenario: Maya is a warehouse manager in one location. When she is added as a user, you assign her to the relevant location and reporting tag options. She can view only the transactions that belong to those values, while other records remain hidden.

Edit Users

To edit an existing user:

  1. Go to Settings in the top right corner.
  2. Select Users under Users & Roles in Organization Settings.
  3. Hover over the user and click the More icon.
  4. Select Edit.
  5. Update the required details.
  6. Click Save.

You can update fields such as the user’s name, email address, or role. If access control is enabled, you can also update the values associated with the user.

Mark a User as Inactive

You can temporarily restrict a user from accessing your organization without deleting the account.

To mark a user as inactive:

  1. Go to Settings in the top right corner.
  2. Select Users under Users & Roles in Organization Settings.
  3. Hover over the user and click the More icon.
  4. Select Mark as Inactive.

The user loses access to your Zoho Inventory organization until you reactivate them.

Mark a User as Active

To reactivate an inactive user:

  1. Go to Settings in the top right corner.
  2. Select Users under Users & Roles in Organization Settings.
  3. Hover over the inactive user and click the More icon.
  4. Select Mark as Active.

The user can access your Zoho Inventory organization again.

Delete Users

To delete a user:

  1. Go to Settings in the top right corner.
  2. Select Users under Users & Roles in Organization Settings.
  3. Hover over the user and click the More icon.
  4. Select Delete.
  5. Click OK in the confirmation pop-up.

The user is removed from the organization.

Note: Only an admin can delete another user. At least one active admin must remain in the organization.

Roles

Roles define the level of access a user has in Zoho Inventory. The default roles are designed for common team responsibilities, while custom roles help you set more specific permissions.

Admin

An Admin has full access to all modules, transactions, and settings. Admins can add users, assign roles, and manage organization settings.

Super Admin

In Zoho Inventory, the Super Admin is a privilege that is automatically assigned to the user who creates the organization. In addition to the standard admin permissions, the Super Admin has exclusive rights over other admins in an organization.

There can be only one Super Admin in an organization, and the same user can be the Super Admin across all Zoho Finance applications associated with that organization, including Zoho Inventory, Zoho Books, Zoho Billing, Zoho Expense, Zoho Payroll, Zoho Commerce, Zoho Checkout, Zoho Practice, and Zakya.

Note: For existing organizations, you can manually assign a Super Admin if the user is an active admin across the relevant Zoho Finance apps.

Unique Privileges for a Super Admin

  • Only the Super Admin can set up the organization in other Zoho Finance applications.
  • If another admin wants to set up the organization in a different app, they can send a request to the Super Admin for approval.
  • Once an admin requests access, the Super Admin receives an email with the request link and can approve or reject it.
  • Only the Super Admin can delete an organization.

Note: Once the request is approved, the admin can set up the organization in the respective Zoho Finance application and will have the Admin role in that organization.

Make Another Admin the Super Admin

If you are already a Super Admin and want to assign the role to another eligible admin, you can do this at any time. Once the change is made, the new Super Admin will gain the same privileges across the Zoho Finance applications associated with the organization.

To make another admin the Super Admin of your organization:

  1. Go to Settings.
  2. Select Users under Users & Roles in Organization Settings.
  3. Select the admin you want to assign as the new Super Admin.
  4. Click the More icon in the top right corner and select Make Super Admin.
  5. In the confirmation pop-up, click Make Super Admin.

The selected admin becomes the Super Admin for your organization.

Staff

The Staff role is assigned to users who need access to day-to-day operations but do not need full administrative access. The level of access depends on the permissions configured for the role.

Custom Roles

Apart from the standard roles, you can create additional roles with specific access levels.

To create a custom role:

  1. Go to Settings in the top right corner.
  2. Select Roles under Users & Roles in Organization Settings.
  3. Click New Role.
  4. Enter a Role Name.
  5. Add a description if required.
  6. Select the modules and access level for the role.
  7. Use More Permissions to configure additional permissions for specific modules.
  8. Click Save.

You can then assign the custom role to users when you invite or edit them.

Warning: Users without View access to items and composite items may still be able to access item details if they have permission to create transactions.

Segmented Access Control

Segmented access control lets you restrict what users can view and modify based on Locations and Reporting Tags. This helps you limit access to records that are relevant to a user’s role or team.

To configure segmented access control for a role:

  1. Go to Settings in the top right corner.
  2. Select Roles under Users & Roles in Organization Settings.
  3. Open the role you want to update.
  4. Navigate to the Segmented Access Control tab.
  5. Select the record types or modules to which you want to apply access control.
  6. Click Save.

After the role is configured, associate the required values with each user:

  1. Go to Settings.
  2. Select Users under Users & Roles in Organization Settings.
  3. Invite or edit a user.
  4. Navigate to Restrict Access To.
  5. Select the relevant Locations or Reporting Tag options.
  6. Click Save.

Users can only access records that match the values assigned to them in both the role and user settings.

To learn more, see Configure Access Control.

Note: You can enable access control for specific reporting tags and associate the relevant values with users to keep data visible only to the right teams.

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