Basic Setup of new Zoho CRM user interface released on 2025
In this guide, I am going to walk you through what a Certified Zoho Consultant will do to onboard you to Zoho CRM.
This is a basic Zoho consulting guide so it only focuses on the minimum settings you will need to start using the most important parts of Zoho CRM. The screenshot below shows those steps and thor priority.
1. Profiles:
In Zoho CRM, profile settings determine the visibility of modules and fields (View, read, write, delete) and the action that a user can take in the system. As an example, you can hide the Leads module from some users in the system or you might want to stop certain users from being able to export data out of the CRM or mass update or delete records. This is a way to control what a user in the system can see (what modules and fields) and do (view, create, edit, delete).
Zoho has two profiles out of the box: Administrator and Standard. You can initially use these two existing profiles. Just make sure you give everyone except the super admin and admin a Standard profile to be safe.
In case you would like to create new profiles like Managers, VPs, etc. simply clone the existing profiles and start making changes to the permission as needed.
Here are some screenshots of the standard profiles with some out of the box permissions:
2. Roles and Sharing
It is usually easier to start explaining Roles using examples. In the organizational tree below, that belongs to Boosted CRM, on the top is usually the CEO of the company who can have a complete view of all the data in the system. This tree shows that developers report to account managers and account managers (MA) report to solution architects (SA) and finally SA to the CEO. Marketing and Accounting users also directly report to the CEO. As shown below the data belonging to developers will be visible to AMs and SAs and CEO but not visible to the Marketing and accounting team and vice versa. Marketing team have no visibility on Accounting team data (records and dashboards, etc.).
In general, higher-level users can see all records of those below them in the hierarchy. For instance, a Sales Manager can view all Sales Reps’ records, but Sales Reps can only see their own.
When you like to edit Roles, you need to decide who reports to who:
Here is an illustration by Zoho:
1. Personal Settings:
Under Personal Settings, fill in the personal information. We will explain the Role and Profile in the next section. the Locale Information, fill in Data and time information. This will help other users of the system to view the right information about you specially when booking meetings on the Zoho CRM calendar.
2. Company Settings:
1. Email:
1. Modules and Fields:
2. Templates:
1. Workflow Rules:
Zoho CRM workflows let you automate tasks like sending emails, updating fields, or creating follow-ups based on specific triggers and conditions. For example, when a new lead is added, you can auto-send a welcome email. Workflows save time, reduce manual work, and keep your processes consistent. They’re easy to set up using a simple trigger-condition-action setup.
2. Assignment Rules:
Zoho CRM Assignment Rules automatically assign records—like leads, contacts, or deals—to the right users or teams based on set criteria. For example, leads from the US can go to the North America sales team. This ensures quick follow-up and balanced workload distribution. Assignment rules help streamline your sales process and improve team efficiency.
1. Data Import/Export:
Zoho CRM Data Administration involves managing and maintaining clean, accurate, and secure data within the CRM. It includes tasks like data import/export, deduplication, backup, and setting access permissions. Good data administration ensures reliable reporting and smooth CRM operations.
2. Sandbox:
Zoho CRM Sandbox is a testing environment where you can safely try out changes like workflows, layouts, and custom functions without affecting live data. It helps admins and developers experiment and refine configurations before applying them to the production CRM. This ensures error-free updates and minimizes business disruptions.
Navigating Zoho CRM on your own can be empowering, but it’s normal to hit a few roadblocks along the way. If you ever get stuck or need expert guidance, don’t hesitate to reach out. Our team is just a message away—ready to help you simplify, streamline, and succeed with Zoho CRM. Contact us to get personalized support!
