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Can my employee log in to Zoho Books to send bills and sales invoices without having access to my reports and banking data?

August 15, 2022

Restrict access – Zoho Books users and roles 

As the admin of your Zoho organisation, you can assign users in your organisation different roles and limit what they can access. This article explains how.

How to limit access of users in Zoho Books 

You can limit what your employees can access in Zoho Books by creating something called a Role where you can assign granular level permissions to this new user type. 

Creating a Role in Zoho Books

To create a new role in Zoho Books, follow the following steps: 

  • From the Zoho Books dashboard, click on the settings icon. 

Users and roles in Zoho Books

  • Select Users & roles from the drop-down menu. 

How to set up a role in Zoho Books

  • Choose Roles. You will see Zoho Books has predefined roles already set up. 

Roles in Zoho Books

  • Click the New Role button. 

Create a new role in Zoho Books

  • Zoho Books allows you to name a new role and select the modules (Contacts, Items, Banking, Sales, Purchases, Accountant and Timesheet) and the level of access you want to provide for the role.  

How to create a role inn Zoho Books - Roles modules


  • You may find more permissions (VAT filing, Documents, Settings and Dashboard) at the bottom of the screen.  

Zoho Books roles modules and access level

  • Click Save. 

Your new role will be set up and will appear under Roles.  

New user role in Zoho Books

Assigning a user a Role in Zoho Books

If you want to assign a user a Role, go to Settings > Users and roles > User. You can then: 

  • Choose the user whose details you want to change. 

Changing user roles in Zoho Books

  • Click Edit – a popup window will appear. 

Assigning new user role on Zoho Books

  • Assign the user the new capacity from the Role drop-down menu.  

Limit user access to some modules in Zoho Books

  • Click Save. 

Limit user access on information on Zoho Books

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Information provided on the site is merely guidance that may change in line with UK law and regulations. Users must not consider this to be financial advice or their sole resource when making any financial decision. Spondoo is a trading name for Accounting SQL Limited, authorised & license accounting firm under the Institute of Financial Accountants.
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