Team Users: A Quick Overview
Organization vs. Team levels in Zoho CRM
Data in Zoho CRM is organized into data modules, and your CRM users are granted access to the modules relevant to them. Modules and users are available at two levels — the organization (or org) level, and team level.
Org modules
contain data closely tied to your sales processes. The users who work on these modules are org users, and they have full-scale CRM access. This license is ideal for sales reps, sales managers, presales teams, and central CRM admins.
Note: Any mention of just "users" in Zoho CRM refers to this type of user.
Team modules
contain niche data particular to specific teams that support the sales process at various stages. The users who work on these modules are team users. Outside of their team modules, they only have partial access to CRM data and functionality. This license is ideal for all non-sales users, like marketing, support, legal, finance, and others.
The following table provides a short overview of what team users can (and cannot) do in both types of modules
Organization modules
What team users can do
- View and add notes, tags, attachments to records in up to 10 org modules
- Get view-only access to Zoho integration tabs
- View and create public custom views
- Interact with other users in Feeds
- Access Zoho CRM mobile apps
What team users cannot do
- Own records or have any admin-level permissions
- Access or work with Reports and Dashboards
- Initiate calls/meetings
- Create or manage automation
- Access AI/Zia features
- Access Google/Microsoft integrations
Team modules
What team users can do
- Own and perform all operations on team module records
- Customize team modules and manage automations
- Associate webforms
- Send emails, mass emails, and use mail merge
- Manage custom views
What team users cannot do
- Build and access reports and dashboards based on team modules
- Build custom functions, widgets, and access Sandbox
Note: These features are available within team modules, but can only be accessed by fully licensed users
Want to try team users?
- If you are a new user, you can sign up for a free trial of Zoho CRM and add team users from the Setup page.
- If you are an existing customer, or you're making your first purchase, you can buy team user licenses from the Add-ons page of the Zoho Store.
Note: Teamspaces, team modules, and team users are available only in the new CRM For Everyone UI. If you are an existing customer, please ensure you have switched to the new UI before trying team users.
For a more detailed overview of team users and their permissions, check this guide.
save up to 34%
- Sales
- Service
- Marketing
- Suite
- SMB
- Mass emailSend mass emails & automate follow-up sequences.
- Custom modulesBuild custom data modules with unique layouts for each team.
- WorkflowsHelp your sales team focus on sales by automating their day-to-day activities with workflows.
- CadencesAutomate multichannel lead follow-up sequences.
- Sales forecastingSet your team on the path to long-term success with achievable goals and keep track of how your business performance compares to revenue goals.
- Lookup fieldsLink related modules through unique fields.
- CanvasBuild personalized CRM experiences for your employees based on the needs of the team and your industry.
- Office 365 integration
- Zoho Marketplace900+ easy plug-and-play third-party CRM extensions.
- BlueprintEffectively scale your sales process by building a step-by-step blueprint to guide your sales reps at every stage.
- CPQMatch products to customer requirements and streamline quote management with built-in price rules.
- SalesSignalsInteract with customers in real-time with activity notifications across the customer journey.
- Inventory managementManage all your invoices, sales and purchase orders, products, and vendors.
- Client scriptsTrigger client-side custom events based on UI interactions.
- Email intelligenceGet smart AI insights when working with emails, including contextual summaries, intent and sentiment analysis, and subject line suggestions.
- Validation rulesKeep your CRM data clean by curbing bad data with automatic validation.
- Kiosk StudioA no-code customization tool that helps you create custom screens and record actions, execute custom functions, and more.
- Google Ads integrationMeasure and improve the performance of your Google Ads with the CRM for Google Ads integration.
- Comprehensive AIDeep AI capabilities which include sales forecasting, churn prediction, anomaly detection, product recommendations, competitor alerts, and more.
- Territory managementAssign relevant leads, customers, and accounts to your sales reps based on factors like product line, geography, verticals, and more.
- Custom functionsBuild low-code workflows that automate your enterprise operations across all different apps in your tech stack.
- Journey orchestrationBuild, manage, and improve end-to-end customer journeys while delivering personalized experiences.
- Multi-user portalsMake collaboration with customers, partners, and vendors easier—use portals to grant access to relevant information in your CRM.
- Page layoutsStreamline data capture for different processes under different layouts in the same module.
- SalesInboxAlign your email inbox with your sales pipeline and prioritise emails according to their stage in the funnel.
- Approval processGet important records approved by the right people to ensure accountability.
- SandboxGive your developers the freedom to test every customization in a secure sandbox before applying them to your production account.
- Enhanced feature limits
- Custom AI/ML platformGet daily free calls to our ML platform, QuickML, to build your own ML models with complete pipeline control within Zoho CRM.
- Advanced customizationBuild personalized and powerful customizations from a wide range of low-code and no-code tools.
- Data preparationMerge and segregate similar datasets into single tables for easier analysis and reporting.
- Augmented analyticsAuto-generate reports and dashboards, and categorize unorganized data sets into meaningful silos.
- Data storytellingCraft compelling stories with colorful infographics, AI report summarization, and portal sharing.
- Unified business insightsGet a 360-degree view of your business performance with deeper data visualization and intelligence.
- Advanced administrationHandle large volumes of data with higher-level data storage and easy data import, export, and backup options.
- EmailSupport your customers across multiple email channels.
- Social mediaRespond to brand mentions and support tickets received from Instagram, Facebook, and X using Zoho Desk's social media module.
- Web formsAllow potentials and customers to log tickets via forms on any web page.
- Direct assignmentAutomatically assign tickets to specific agents based on the rules/criteria you set.
- WorkflowsA set of actions that are executed when certain specified conditions are met.
- Custom domainConnect your brand's support subdomain to Zoho Desk.
- Multi-level escalationsWrite rules to establish an automatic escalation matrix for your tickets.
- Ticket timeline & historySee the timeline of all the past tickets from a particular customer and the activity on a ticket in chronological order.
- Contact managementRecord customer details as contacts, group them into accounts, add notes, and assign agents.
- Business Messaging Embed a live chat widget on your website or app to engage in real-time conversations with logged-in customers and seamlessly convert chats into support tickets.
- Instant messagingCommunicate with customers on WhatsApp, Instagram, Facebook Messenger, Telegram, WeChat, and Line from Zoho Desk's Instant Messaging module.
- Community forumBuild and grow your brand's interactive community of customers, prospects, and visitors.
- Generative AIConnect your OpenAI API key to enable generative AI capabilities such as customer sentiment analysis, contextual conversation summarization, and intelligent reply suggestions. *Available in US, EU, AU, IN, and CA DC's
- Work modesIntelligent sorting of tickets that lets you view tickets based on due time, priority, status, and CRM information.
- Knowledge baseCreate a repository of help articles, guides, and FAQs so customers can find assistance anytime.
- ASAP self-service widgetThe App Support Across Platforms (ASAP) widget in Zoho Desk can be embedded in any webpage/app, offering self-service, chat with a bot (available in Enterprise) and live chat options.
- Customer happiness ratingsAutomate the process of asking customers to rate the service upon ticket closure or after each response.
- Custom reports and dashboardsCreate custom reports and dashboards using various visualization elements to keep track of metrics that matter to you.
- TelephonyIntegrate with leading telephony providers and set up a toll-free number to provide inbound and outbound phone support to your customers.
- BlueprintsA user-friendly drag-and-drop automation builder helps you create sequences of actions. Once activated, every step is executed in order.
- Multi-departmentOrganize your help desk into departments and carry out department-specific or global actions from one screen.
- Round-robin assignmentAllocate tickets to agents according to their current workload or in a specific order, such as alphabetically or any custom sequence.
- Custom lookup fieldsEstablish a one-to-many relationship between data fields across different modules.
- Multilingual help centerPublish Knowledge Base articles in over 40 languages.
- Parent-child ticketingCreate multiple sub-tickets (child ticket) for a primary ticket (parent ticket).
- Custom actionsAccess an additional set of pre-defined actions for your workflow rules(along with routine actions such as alerts, tasks, and field updates).
*Note - actions' availability vary by edition - WebhooksSend automated messages or information to third-party apps every time an event occurs in Zoho Desk.
- AI AgentsSelf-sufficient AI-powered bots capable of performing support tasks on behalf of humans. Choose from our pre-built agents or create your own using prompts. Available in US and IN
- Answer botAn AI-powered reply assistant that provides relevant responses to agents and customers based on its intelligence from the existing knowledge base articles. *Available in US, EU, AU , IN and CA DCs
- Zia, AI assistantAdvanced AI functions such as built-in generative AI capabilities, sentiment analysis, ticket auto-tagging, field predictions, and anomaly detection. *Available in US, EU, AU , IN and CA DCs
- Live chat (Zoho SalesIQ) A powerful live chat window that goes beyond real-time engagement.Classify conversations, convert them into tickets, display help articles, automate with bots, and engage high-intent visitors—all from one place.
- Guided ConversationsBuild predefined conversation trees using a low-code self-service flow builder.
- Skill-based assignmentAutomatically route tickets to agents based on their proficiency and availability.
- Multi-level IVRSimplify customer navigation so they can reach the right agents using IVR.
- Multi-brand help centerCreate self-service portals for multiple brands within the same Zoho Desk account.
- Custom modulesBuild modules that reflect your business processes in addition to the existing standard Zoho Desk modules.
- SandboxTry and test new processes in a simulated setup without hindering ongoing customer interactions.
- Up to 2K contacts
- 6,000 emails/month
- 5 users
- Signup forms
- Limited ready-to-use email templates
- Compliance check
- Unlimited emails
- 10 users
- Basic segmentationWith basic segmentation, you can group contacts using standard fields such as name, email, phone number etc. On the other hand, you can segment contacts using fields like campaign interactions, e-commerce activities etc with advanced segmentation. Learn More.
- Access to all ready-to-use email templates
- Basic drag-and-drop workflowsCreate workflows with a limited set of components using basic workflows, while set up workflows using 25+ components in advanced workflows. Learn More.
- SMS marketing
- Dedicated IP
- 20 users
- Advanced segmentationWith basic segmentation, you can group contacts using standard fields such as name, email, phone number etc. On the other hand, you can segment contacts using fields like campaign interactions, e-commerce activities etc with advanced segmentation. Learn More.
- Contact scoring and tags
- Advanced drag-and-drop workflowsCreate workflows with a limited set of components using basic workflows, while set up workflows using 25+ components in advanced workflows. Learn More.
- Cart abandonment and purchase follow-ups with workflows
- Pop-up forms
- Dynamic content
- Email polls and attachments
- Batch sending
- Recipient time zone sends
- Recipient optimal open time sends
- SMS marketing
- Dedicated IP
- 10 GB data storage for up to 200 users / 30 GB data storage for 200 users or moreStore customer data like contacts, leads, deals, and more.
- 5 GB (plus 1 GB/user) of license file storage per org Store files like documents, images, and other customer-related collateral.
- 100 Blueprints per orgCreate visual representations of your business processes and guide team members step by step on how to execute them.
- 200k website visitors tracked per monthGet a real-time list of all your website visitors, categorized according to the criteria you choose. Once you've crossed your tracking limit, you can extend it at an additional charge.
- 1 Brand (11 social channels)A brand includes a total of 11 social channels: a Twitter Profile, an Instagram Profile, a Facebook Page, Threads, a Mastodon Profile, a LinkedIn Company Page, a LinkedIn Profile, a Google My Business Listing, a YouTube Account, a Pinterest Profile, and a TikTok Profile.
- 10 customer service channelsAccept customer requests through 10 support channels: Email, Help Center, Feedback widget, Webforms, Twitter, Facebook, Instagram, Community Forums, Telephony, Live chat.
- Unlimited projectsCreate an unlimited number of projects with no limits on the total number of tasks, subtasks, and milestones you can create.
- Unlimited emails for up to 100,000 contacts For over 100,000 contacts - 10 * number of contactsThere's no limit to the number of emails you can send if you have less than 100,000 contacts. If you have more than 100,000 contacts, the total number of emails that you can send is 10 times your total number of contacts. Additional emails can be purchased as add-ons.
- 250+ survey templatesIncludes a wide range of customer survey templates for different categories, such as customer satisfaction, marketing, human resources, and more.
- Unlimited reports and dashboardsThere's no limit to the number of reports and dashboards you can create in Analytics.
- 75+ built-in visualizationsVisualize business data the way you want via different types of charts, pivot tables, tabular views, and more.
- Single PipelineConvert any customer-facing process into an easily trackable pipeline with customizable stages.
- 500 RecordsEach row of data you enter across Pipelines, Contacts, Activities and Notes are called Records in Bigin.
- Contacts, Products & Activities ManagementManage contacts, companies, products and activities such as calls, tasks and events.
- Automations (3)Create workflows that automatically trigger specific actions instantly.
- Built-in PhoneMake and receive phone calls, record them, set up automated voice responses, and use call routing—directly in Bigin.
- Third-party Phone IntegrationConnect with 100+ third-party telephony providers from our marketplace
- Standard Dashboard - Charts & KPIsAnalyze your business performance with built-in charts and KPIs
- Developer APIsHighly secure developer APIs that help you connect Bigin to any third-party app of your choice.
- Zapier, Zoho Desk, Zoho Campaigns, and Zoho Forms IntegrationConnect Bigin with popular third party applications
- Apps for iOS, iPadOS, Android and macOSHighly rated apps for mobile devices and macOS to manage customer information even while on the go.
- Booking and appointment scheduling (1)Build and share your availability through an online page, allowing clients and prospects to book meetings or appointments with you. You can purchase additional booking pages if needed.
- No-code form for contacts & pipelinesDeploy Bigin webforms on your website easily to collect information from your website visitors.
- Team Pipelines (3)Convert customer-facing processes into easily trackable pipelines with customizable stages. You can purchase add-ons if you need more pipelines.
- 50,000 RecordsEach row of data you enter across Pipelines, Contacts, Activities and Notes are called Records in Bigin. You can purchase add-ons if you need to store more records.
- Email & WhatsApp Business IntegrationConnect Bigin with Email clients such as Outlook, Gmail, Zoho Mail and streamline customer interactions on WhatsApp.
- Automations (30)Create workflows that automatically trigger specific actions instantly. You can automate more actions by buying add-ons.
- Mass emails with email insightsSend emails to multiple customers with a single click and use insights to capture the exact status of each email.
- Customizable dashboards with charts and KPIsCustomize your dashboards according to your needs and analyze your business performance with charts and KPIs.
- 10 custom fields/moduleCreate custom fields that suit your business needs.
- Zoho Books, Zoho Invoice and Zoho Meeting IntegrationSeamlessly integrate Bigin with other third party apps.
- Google Workspace, Microsoft Outlook, Teams, Zoom Meeting, Mailchimp and X integrationEasily integrate with Zoho apps and other third-party apps.
- Facebook, Instagram, LinkedIn, Tik Tok Leads Ads Integration Streamline incoming leads from ads across popular social media applications with LeadChain topping for Bigin.
- Booking and appointment scheduling (1)Build and share your availability through an online page, allowing clients and prospects to book meetings or appointments with you. You can purchase additional booking pages if needed.
- Streamlined document signing and management with Zoho SignGet business documents and attachments digitally signed by contacts directly from your Bigin dashboard.
- QuickBooks integrationIntegrate Bigin and QuickBooks to enjoy seamless collaboration between your financial and customer-facing teams.
- Team Pipelines (5)Convert customer-facing processes into easily trackable pipelines with customizable stages. You can purchase add-ons if you need more pipelines.
- 100,000 RecordsEach row of data you enter across Pipelines, Contacts, Activities and Notes are called Records in Bigin. You can purchase add-ons if you need to store more records.
- Advanced field typesUse additional advanced field types such as Lookup fields, formula fields, and user fields.
- Advanced Automation (50)Create advanced workflows that automatically trigger specific actions at specific dates. You can automate more actions by buying add-ons.
- Payment LinksEasily collect payments from customers via payment gateways such as Stripe, PayPal, Razorpay and Paytm.
- Stage Transition RulesSet up rules for moving deals in your pipeline; create checkpoints to ensure deals properly transition between stages.
- Global selling with multiple currenciesRun operations in more than just your local currency. Bigin takes care of all exchange rates and conversions.
- Customizable Dashboards - Target MeterCreate new fields and establish connections between records within different modules for your own context.
- 25 custom fields per moduleCreate custom fields that suit your business needs.
- Cleanup DuplicatesManage and clean up duplicate records in your CRM more effectively.
- Booking and appointment scheduling (1)Build and share your availability through an online page, allowing clients and prospects to book meetings or appointments with you. You can purchase additional booking pages if needed.
- Team Pipelines (15)Convert customer-facing processes into easily trackable pipelines with customizable stages.
- 1 Million RecordsEach row of data you enter across Pipelines, Contacts, Activities and Notes are called Records in Bigin. You can purchase add-ons if you need to store more records.
- Email-In pre-installed with 5 aliases Email-in automatically creates a record in your pipeline whenever you receive any incoming email in your group emails aliases. Manage tickets, requests, inquiries, etc. all in one place.
- Advanced Automation Rules (100)Create advanced workflows that automatically trigger specific actions at specific dates.
- File Cabinet pre-installed with 5 GB storageCreate unique links to collect, manage and store files from customers with ease.
- 50 custom fields/moduleCreate custom fields that suit your business needs.
- 1000 mass mails/daySend up to 1000 mass emails per day per organization. You can also purchase add-ons for sending additional mass emails.
- Highest limits for featuresBigin 360 will offer the highest out of the box limits for all our features. Certain feature limits can be further extended through add-ons.
- Booking and appointment scheduling (100)Build and share your availability through an online page, allowing clients and prospects to book meetings or appointments with you.
Local taxes (VAT, GST, etc.) will be charged in addition to the prices mentioned.
Local taxes (VAT, GST, etc.) will be charged in addition to the prices mentioned.
Team Users
Various teams contribute to the smooth running of your sales cycle. Bring them all into CRM and close deals faster.
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