Company Settings

These settings are organization-specific details that help differentiate one organization from another and provide more information about your company. Zoho CRM requires users with Administrator privilege to customize these details.

Standardizing the company logo, address, phone number, currencies, and business hours will help you with automation and workflows. For example, the system will know not to trigger a particular workflow when it's a company holiday or outside business hours.

How to Modify Company Details

1. Log in to Zoho CRM
2. Go to Setup > General > Company Details
3. Under Company Details, click Edit
4. In the Company Details pop-up, make the required changes.

1. Company Name
2. Alias
3. Employee Count
4. Phone
5. Mobile
6. Fax
7. Website
8. Description
9. Super Admin
10. Street, City, State, Zip, Country

5. Click Save

Note that the image file size should not exceed 20 KB and, for best results, 190x65 pixel dimensions.

Fiscal Year

According to Investopedia, a fiscal year is a one-year period chosen by a company to report its financial information, helping organizations to configure their fiscal cycle based on the desired start month. Once the budgetary start month is selected, fiscal quarters are automatically rolled up. Setting up the fiscal year for your company is used for accounting purposes and preparing financial statements. 

By default, the system’s fiscal start month is set to January. You can specify the fiscal year name based on the start or the end month. For example, let's say your fiscal year starts in April 2022 and ends in March 2023.

How to Initially Set Up Fiscal Year

1. Log in to Zoho CRM
2. Go to Setup>General > Company Details > Fiscal Year.
3. On the Fiscal Year page, select the Fiscal Start Month from the drop-down list.
4. Select the Start Month or End Month to specify if the fiscal year should be based on the start month or the end month.
5. Click Save.

How to Update the Fiscal Year

If you have already set the fiscal year but wish to update it, the previously mentioned instructions will not be applicable.

To update the fiscal year after it has been set up, do the following:

1. Select the Forecasts module
2. Click Get Started on the Forecast page
3. In the Forecast Settings Page, update the values as required.
4. Click Save.

Business Hours

Business Hours define the working hours of your company and are typically based on the location. However, if your company has offices in different countries, the business hours followed at one place may not comply with the places in other time zones. To address this, Zoho CRM allows you to create shift hours for different time zones.

Use the Business Hours to define the working hours of your organization. Depending on the operating hours of your organization, you can choose either 24/7 or 24/5 as the business hour. In addition, if your organization follows different timings on each day or functions on weekends, you can customize the business hours to suit these requirements.

How to Setup Business Hours

1. Go to Setup > General > Company Details > Business Hours.
2. On the Business Hours page, click Create Business Hour.
3. Select a Business Hour from the following list.

3. 24 Hours x 7 Days 
4. 24 Hours x 5 Days
5. Custom Hours - Select this option if you want to customize the business days or hours.

2. Same hours every day - Select this option if the organization's business hours are the same every day and choose the timings from the drop-down list. 
3. Different hours every day - Select this option if the organization's business hours vary each day and choose the timings from the drop-down list. 

4. Click Save

How to Setup Shift Hours

1. Go to Setup > General > Company Details > Business Hours.
2. On the Business Hours page, click New Shift Hour
3. On the Create Shift Hours page, enter the required detail

1. Shift Name
2. Time Zone
3. Shift Hours
4. Shift Days
5. Break Hours
6. Assign Users

4. Click Save 

Holidays

Creating a holiday list for each of your locations can help ensure your automation is executed or halted on that day. You can create a holiday list for the current as well as the upcoming year.

Business Holidays are common to all employees across your organization. The business holidays will apply to all users regardless of their shift.

Suggested Holidays are a predefined holiday list for your country that you can select. You can click the Suggested Holidays link under the Holiday list to auto-populate holidays, and you can edit and delete these as needed.

Shift Holidays apply to users from a particular shift. For example, employees working in the US shift can follow the US holidays.

How to Create Holiday and Shift Hours

1. Go to Setup > General > Company Details > Holidays. 
2. On Holidays Details page, click Create Holiday List.
3. On the Create Holiday List page, select the Year, and In Apply To Shift, select the shift(s) from the drop-down list. (Note that this option will appear only if you have already created shifts; otherwise, it will say “Appy to Business Holiday”)
4. Enter Holiday Name and select the Date from the calendar. (Click the plus icon to add more holidays)
5. Click Save.

How Business Hours and Holidays Impact CRM Functions

Business hours, shift hours, holidays, and user unavailability apply across CRM and significantly impact various date or time-based functions.

5. Assigning Meetings: When assigning meetings, the system will only allow you to select the available users, so you avoid scheduling a meeting when someone isn’t there
6. Setting Due Date in Repeat Meetings and Tasks: When scheduling a reoccurring meeting or task, the system will skip weekends and holidays.
7. Workflow Rules: If the user isn’t available due to a holiday or weekend, the system will skip the trigger and execute a set number of days or hours after.
8. Schedule Actions: Like workflow rules, schedule actions can be set to trigger after a set number of business days/hours and skip the non-working day of the user.
9. Tasks in Blueprint Transition: While creating a task in blueprint transition, you can skip the non-working day of the user to ensure that the due date is scheduled when the user is available.

Currencies

Multi-currency support in Zoho CRM helps you to handle business transactions in a global setting. If you regularly deal with international clients, vendors, and manufacturers, currencies will help you facilitate international buying and selling. If you’re only operating under one currency, setting up multiple currencies won’t be needed, you will always be able to set this up in the future if you choose.

When setting up multiple currencies, you will be asked for a home currency. Home Currency is the primary currency that your organization uses for its business. This is the currency used to generate reports and calculate the company's income. Once this is set, it cannot be changed.

Active currencies are the other currencies in which you do business. Inactive currencies are those that are no longer in use; once these are deactivated, they will not be deleted. The exchange rate is used to convert an amount in one of your active currencies to your home currency.

A few key points to remember

4. Once this is activated, it cannot be deactivated; make sure it is something you need.
5. Only ten active currencies can be in the system at once.
6. Multi-Currency is not supported in the Forecasts module; forecasting is available only in your Home Currency.
7. The System Administrator in your organization will need to add the Home Currency and multiple other active currencies.

How to Setup Currencies

1. Log in to Zoho CRM with Administrator Profile.
2. Go to Setup>General > Company Details.
3. Under the Currencies tab, choose Home Currency from the drop-down.
4. Click Confirm.

You’re able to customize the formatting, including details such as:

4. Symbol - $ or USD
5. Thousand Separator – comma, period, space
6. Decimal Places – 1, 2, or 3
7. Decimal Separator – comma, period, space

Hierarchy Preferences

A hierarchy structure in an organization is defined as ranking members according to their Role or job title. For both the hierarchy structures, you need to define roles and assign them to users. Zoho CRM offers Role and Reporting.

These preferences help ensure your users have access to the data they need without giving them access to information they don't.

Role Hierarchy is the default method; you will need to enable Reporting Hierarchy. 

Role Hierarchy

In this structure, access to a user's data is based on the roles or job titles. Users at higher hierarchy can view users' data and records in the roles below them, but not above or on the same level.

The example below shows the CEO can view the entire organization's data. The VP of Sales can view the Sales Managers and the Sales Executives data, but not the CEO. The Sales Managers can view the data of all the Sales Executives. Finally, the Sales Executives can only view their data and no one else's.

Reporting Hierarchy

In this structure, a user can be assigned a reporting manager who can view the data. Under this hierarchy, users are restricted from sharing their data with their peers.

Any member at the higher Role in the organization can be assigned as the user's reporting manager. Rather than just basing the data sharing on the role job title, reporting hierarchy also considers the users. 

A user's reporting manager can be anyone who occupies a higher role. You can label users who do not need a reporting manager as non-reporting members and decide whether their data should be visible to users at a more elevated role or the Super admin of the organization.

How to Change Hierarchy Preferences

1. Setup > General > Company Details > Hierarchy Preference
2. Select Role or Reporting 
3. Click Save

Role Hierarchy is the default option; you will have to adjust it. You are reporting per the above instructions manually.

How to Assign Reporting Managers to Users

Once the reporting hierarchy structure for your organization is defined, you’re able to choose reporting managers for your users. Any user who is in a higher role can be selected as the user's reporting manager.

For a new user, follow these steps:

1. Setup > Users and Control > Users > Add New User
2. Enter the user's details (First and Last Name, Email, etc.)
3. Select a Role from the drop-down.
4. Select a Reporting Manager from the drop-down.
5. Click Save.

To edit the reporting manager of the user, follow these steps:

1. Go to > Setup > Users.
2. Select a User whose reporting manager you wish to edit.
3. Under Reporting Hierarchy, click the Edit icon.
4. Select the Reporting Manager from the drop-down.
5. Click Save.