Users and Roles

Users
Roles and Privileges
Manage Users
Transfer Account Ownership

As your business expands, managing payments and finances by a single person can be difficult. Inviting multiple users and assigning them essential roles can help you run the business efficiently. Once they’re added to Zoho Payments, they can access the app by entering their credentials.

User: A user is someone who has access to your Zoho Payments account. You can invite multiple users to access your account.

Role: Every user will be assigned a role. Depending on the user’s role, they can access various modules and perform different actions.

Scenario Patricia runs a clothing store and uses Zoho Payments to receive customer payments. As she started to get more orders, there were also multiple returns, cancellations, and damages, and she found it difficult to track them all by herself. To resolve this, she added her staff as users to access her account. Each of these users was also assigned roles accordingly. Now, the active users in the account can help her manage all payments, refunds, and disputes, as required.

To view the users and roles in your account:

Click the Gear icon to go to Settings.
Navigate to Users and Roles.

Users

The Users tab will have the following information:

User Details: The Name and Email Address of the user.
Role: The role assigned to the user.
Status: The user’s status in the account. This can either be Invited, Active, or Inactive.

Roles and Privileges

The Roles and Privileges tab will list all the roles and the privileges of each role. Zoho Payments has the following roles:

Roles	Privileges
Account Owner	The authorized person who created the Zoho Payments account. This role has unrestricted access to all the modules, can manage other users, and can close the account.
Admin	The admin can access all the modules and manage users but cannot delete or close the account.
Staff - Dispute Management	This user can view and access the payments collected and respond to disputes.
Staff - Refund Management	This user can view and access the payments collected and issue refunds for successful and disputed payments.
View only	This role will only be able to view the details of the account and cannot perform any action.

Manage Users

Note: Only the account owner and admin can perform the following actions.

Invite User

To invite multiple users to access your account:

Go to Settings and navigate to Users and Roles.
Click +Invite User in the top right corner.
Enter the Name, Email Address, and Role you want to assign to the user.
Once done, click Invite.

An invitation will be emailed to the user. The user can choose to accept or decline the invitation.

If the user has a Zoho account already, accepting the invitation will take them to the Zoho Payments account.
If they do not have an account already, they will have to sign up with the email address to which the invitation was sent, to accept the invitation. Once they have signed in, they can access the account based on the role assigned to them.

Insight: The link to accept the invitation will be valid for five days only.

Re-invite User

You can re-invite users when their invitation has expired or when you want to update their role and invite them again.

To re-invite a user:

Go to Settings and navigate to Users and Roles.
Go to the user you want to re-invite and click the More icon on the right.
Click Re-invite.

An invitation will be sent once again to the user.

Edit User

You can modify the name and role of a user.

Insight: You can edit both active and invited users.

To edit a user:

Go to Settings and navigate to Users and Roles.
Go to the user you want to edit and click the More icon on the right.
Click Edit.
Modify the details in the pop-up and click Update.

The user’s details will be updated.

Mark as Inactive

When you want to temporarily restrict a user from accessing the account, you can mark them as inactive. You can always mark the user active again. To mark a user inactive:

Go to Settings and navigate to Users and Roles.
Go to the user you want to mark as inactive and click the More icon on the right.
Click Mark as Inactive.

To mark an inactive user active again, click Mark as Active.

Delete User

When you do not want an active or invited user to access the account, you can delete them from Zoho Payments.

Note: Deleting a user from your Zoho Payments account will not delete their Zoho account.

To delete a user:

Go to Settings and navigate to Users and Roles.
Go to the user you want to delete, and click the More icon on the right.
Click Delete.

The user will be deleted from the Zoho Payments account.

Note: A user cannot:

Edit their information and role.
Mark themself as inactive or active.
Delete themself from the account.

Transfer Account Ownership

The account owner in Zoho Payments is the only user with unrestricted access to all modules and receives all communications from the Zoho Payments team.

Sometimes, you might have to transfer ownership of your Zoho Payments account for business or personal reasons. Whether you’re passing on your business to someone else, undergoing structural changes, or you’d like someone from your business to handle the account, you can transfer the account’s ownership.

Insight: Zoho Payments allows only one account owner. So when you transfer your account’s ownership, your role will automatically be updated to admin.

Note:

You can transfer account ownership only to another active admin user in the organization.
If you do not have another admin user, invite a new admin user or mark an existing user as the admin and transfer the ownership.

To transfer ownership:

Go to Settings and navigate to Users and Roles.
Click Transfer Ownership in the top-right corner.
Select an admin user to transfer account ownership in the following popup.
Click Transfer Ownership again to confirm your request.
Enter your Password on the additional verification screen to complete the process.

The account ownership will be transferred to the selected user, and your role will be updated to admin.