Zoho CRM: Set Up and Customisation

Jan 23, 2024

If you’re new to Zoho CRM, chances are you’ll need help to set up and customize the software to suit your personal and business needs.

In such a situation, you have two options. The first option is to implement Zoho CRM on your own by following this step-by-step guide.

The second option is to hire the services of our Zoho CRM expert to help you implement and customize your Zoho CRM from Scratch.

To contact our Zoho CRM expert who is also an Advanced Zoho Partner, you can book a FREE discovery call now, and we’ll be in touch with you.

However, if you’re here for all the information we have for you, you can continue reading.

Getting Started With Zoho CRM Set Up and Customization   

To be able to set things up on Zoho CRM, you are expected to be the Zoho CRM administrator for your organization.

As the administrator of Zoho CRM for your organization, your responsibility is to create a reliable environment for your employees to succeed.

To maximize the benefits of CRM tools, here are some key actions you need to take:

  • Assist your employees in understanding and using the CRM tools effectively.

  • Tailor the CRM platform to align with your business requirements.

  • Create automated processes to enhance the efficiency of sales reps, enabling them to concentrate on more impactful tasks.

  • Analyze business metrics and utilize data effectively.

Zoho CRM implementation guide: step-by-step process to set up your CRM account.  

In this guide, we’ll walk you through the necessary actions in implementing Zoho CRM for your business. We will cover the following:

#1. Setting up your organization account on Zoho CRM.

#2. Securing your CRM account.

#3. Managing users, roles and permissions

#4. Customizing your account

#5. Automating your business process

#6. Managing your CRM data

#7. Managing subscriptions

#1. Setting up your organization account in Zoho CRM.  

As an administrator initiating the Zoho CRM implementation for your organization, your initial tasks include entering information in personal settings and establishing organization details visible to all users.

Additionally, you’ll need to define email settings within your CRM account and set up Gamescope to motivate team members with timely rewards and perks.

Here are the steps to follow when setting up your organization account in Zoho CRM.

Step 1: Individual Preferences and Personal Settings  

Begin by customizing your CRM account, adjusting language and time zone settings. Additionally, include a personalized signature for your business emails sent through Zoho CRM.

Step 2: Update Company details and Organization settings  

In this step, there are four configurations to make. The first is for company details, the second is for Fiscal Year, the third is for Business Hours and the fourth is for Currencies.

  • Company details: Configure your organization details by providing essential information like the company name for all business communication, country locale, time zone, and incorporate the company logo. Ensure the image file size does not exceed 10MB, and for optimal results, use an image with dimensions of 190 (width) by 65 (height) pixels.

  • Financial Year Configuration: You’ll need to establish the fiscal year for your company as this is crucial for accounting and financial statement preparation. It’s important to note that the fiscal year may differ from the calendar year. Choose the start month for your fiscal year, and the fiscal quarters will be automatically rolled up accordingly.

  • Business Hours Set up: Different teams within your organization might operate during distinct business hours and shifts across various time zones. Specify your business hours to facilitate case assignments to individuals through the case escalation rules.

Step 3: Email Settings  

Set up your email account in Zoho CRM using IMAP to streamline both sales and email management in one place.

Step 4: Motivator  

Enhance the enjoyment of sales activities by organizing sales contests and recognizing your team members with trophies and badges.

#2. Securing your Zoho CRM account.  

When dealing with critical information such as customer data, company revenue, and stakeholder details, it’s essential to implement preventive measures to secure your accounts from unauthorized access.

In Zoho Accounts, you can establish security questions during your initial login. These questions serve as a way to recover your password and can be modified as needed. The security question applies to all Zoho services.

These security settings are in place to create a secure environment for your customers. This is very important for safeguarding customers’ personal information from potential threats on unknown and insecure networks.

To enhance security, you can specify trusted IP addresses through which users can access the CRM. This automatically restricts access for individuals using other IPs. You can add IPs for individual users, users in specific roles or groups.

Users attempting to log in from unauthorized IPs will receive an “Access denied from this IP address” alert message. This restriction applies to logins from mobile devices and tablets as well. Additionally, APIs using the user’s Authtoken will not function from disallowed IPs.

These security measures extend to all Zoho products. If you are unable to access Zoho CRM from a particular IP, such as your home office, access to other products like Zoho Mail, Zoho books, and Zoho Docs will also be restricted.

Setting up your organization account in Zoho CRM  Source: Zoho

#3. Managing Zoho CRM users, roles and permissions  

As you progress with the CRM account setup, your next task involves adding users and defining their roles and permissions, allowing them to perform specific tasks.

A user manages records within the organization, whether their own or shared by others. You can add users based on the edition you’ve purchased and the allowed number of user licenses.

Each user signs in with an email address and password and is assigned a role based on their hierarchical position within the organization.

Default roles like CEO and Manager are available, and you can add more roles tailored to your company’s structure, such as sales manager or sales rep, and establish a role hierarchy. Creating roles enables you to grant appropriate access levels to users based on their positions.

Profiles represent a set of permissions providing users access to tools and features. After defining user roles, you gain clarity on the actions you want them to perform within CRM.

Using this information, you can create profiles and assign them to respective users. There are two default profile permissions:

1. Administrators: Users with access to the entire system, essential for managing overall data and features in your Zoho CRM account (e.g., CEO or top management).

2. Standard Users: Users with access based on defined permissions (profiles) and roles in the organization (e.g., Sales Managers, Marketing Managers, Support Agents).

Depending on your business needs, you can control access to specific features by using the manage profile permission option. For collaborative projects or deals involving different team members, enabling data sharing rules ensures uninterrupted access to records across teams and departments.

Users, Roles, and Profiles 

  • Users: Add users to your CRM account and assign roles and profiles. Note that only after adding a user can you create new profiles and roles. For the first user, the system-defined role (CEO, Manager) and profile (Administrator, Standard) can be assigned.

Managing Zoho CRM users, roles and permissions

Source: Zoho

  • Profiles: Develop profiles outlining the access permissions for different CRM modules and features.

Zoho CRM profiles

Source: Zoho

  • Roles: Additionally, create an organizational hierarchy by setting up roles and assigning them to users.