2025 In-Depth Guide to Using Team Users in Zoho CRM

Simon Mathew
Aug 12
3 min read

Updated: Aug 20

Introduction:

Zoho CRM has introduced a game-changing feature for businesses , Team Users. These are specialized users who may not be directly involved in the sales cycle but play a vital role in enhancing the overall customer experience.For various teams like product management, legal, marketing, and support, Zoho CRM provides specialized modules to help them manage their work more effectively. These dedicated modules enable each team to handle their specific tasks and workflows efficiently within a single platform.

In this guide, we’ll explore what team users are, how they differ from traditional CRM users, and what benefits they bring to your organization.

What Are Team Users in Zoho CRM?

Team Users are CRM users who work within specific team modules designed for their department’s needs. These users handle specialized tasks that support sales but don’t require full CRM access.

For example:

Product Management can track new feature developments.
Legal Teams can manage contract verifications.
Marketing can build a case study repository.

These activities happen within Teamspaces, which group all related modules for a specific team.

Organization vs. Team in Zoho CRM

In Zoho CRM, data and permissions are organized across two distinct levels.

Organization Level — for core sales processes.
Team Level — for department-specific processes.

1. Organization Modules vs. Team Modules

Organization Modules: Default modules like Leads, Deals, Contacts, and Accounts; used by sales teams.
Team Modules: Custom modules created for specific teams (e.g., Contract Renewals, Vendor Issues).

2. Organization Users vs. Team Users

Organization Users: Have full CRM access and can work in both org and team modules.
Team Users: Have restricted access, mainly operating within team modules, with read-only permissions for certain organization modules.

3. Organization Profiles vs. Team Profiles

Organizations can use Org Profiles to control permissions for specific modules and features within the CRM. This allows you to define who has access the important data and features.

Team Profiles: Control access and actions for a specific team module.

Team Module Profiles and Roles

Team modules come with built-in permission profiles, so every user is assigned a role:

Admins – Full control over records, settings, and members.
Managers – Full record visibility and control.
Members – Can make necessary changes according to their needs.
Participants – Can only access and manage their own records.
Requesters – Can raise requests to the module team but have no editing rights.

Limits for Team Modules

The number of team modules available for setup depends on your Zoho CRM edition.

What Team Users Can Do

Inside Team Modules:

Create, edit, and manage records. Customize fields, layouts, and automation. Send emails and manage views.

Outside Team Modules:

View data in up to 10 org modules. Add notes, tags, and attachments. Collaborate with other users through Feeds. Use Zoho CRM mobile apps.

What Team Users Cannot Do

Here are the list of the things team users cannot do

Own records in org modules.
Perform bulk updates or imports in org modules.
Access reports, dashboards, or admin settings.
Use most AI features like Zia.
Manage automation in org modules.

Why Use Team Users in Zoho CRM?

Cost Efficiency: Buy licenses for only the features your team needs.
Focused Workflows: Departments work in their own modules without clutter from sales data.
Improved Collaboration: Teams can still access and contribute to relevant CRM data.

Conclusion

Team Users in Zoho CRM are perfect for non-sales teams that need to collaborate and manage data within the CRM without full access. By creating dedicated team modules, you ensure streamlined processes, better security, and cost savings if you are looking for an advanced Zoho implementation partner then you should contact us we will guide you with every step with Zoho implementation until you succeed digitally.To connect with us click the link here. Sign up for a free Zoho CRM account here