Key Highlights

• Users are added to Zoho Projects through the Setup menu (gear icon) under Manage Users, specifically in the Portal Users section. Clicking "Invite Users" opens the Zoho One admin panel if you are on a Zoho One subscription.
• When adding a user, you assign both a role (data access hierarchy) and a profile (UI tool permissions). These can also be created on the fly from the invite interface if the available options do not fit your needs.
• During the invite process, you can immediately associate the new user with specific projects, rather than doing this separately later.
• It is strongly recommended to fully configure your profiles and roles before adding users to the platform. Users who log in before proper permissions are set may be confused by too much access, unnecessary clutter, or missing features.

Common Gotchas

• Adding users before profiles and roles are configured is one of the most common onboarding mistakes. Users who first encounter a misconfigured environment may develop incorrect habits or confusion about the platform's purpose.
• If you are on Zoho One, the invite flow opens in a separate tab in the Zoho One admin panel. This is expected behavior, not an error. The process is the same regardless of your subscription type.

Reflection Question

Have you already configured the roles and profiles that your team will need before you begin inviting users? If not, what still needs to be set up first?