What is Roles and Permissions in Zoho Social?

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Introduction

Managing a team in Zoho Social requires setting clear boundaries around what each user can access. Roles represent a user’s job responsibilities, while permissions define the level of access they have within the system. Together, they help ensure each team member can work effectively—without overstepping into areas they don’t need.

Let’s look at how this works through an example.
Zylker Travels, a travel agency, uses Zoho Social to manage its online presence. Their team includes social media managers, marketers, content creators, and analysts each with different responsibilities. Using roles and permissions, they control who can post, access reports, reply to messages, and manage leads.

Step-by-Step Instructions

 

Default Roles and Permissions

 

Zoho Social provides four predefined roles, each with its own set of permissions:

 

Role

Permissions

Portal Admin

Publishing, Messages, Comment/Reply, Advanced Reports, Leads Data, Zia, Inbox

Brand Admin

Same as Portal Admin

User

All except Inbox

Limited Publisher

Messages, Comment/Reply, Advanced Reports, Zia

Understanding Each Permission

  • Publishing: Allows users to post and schedule content directly. If unchecked, posts require approval.
  • Messages: Lets users view inbox messages from Facebook, X (Twitter), and Instagram.
  • Comment/Reply: Enables replying to messages and commenting on posts.
  • Advanced Reports: Grants access to detailed performance reports beyond summary stats.
  • Leads Data: Gives access to view and download lead information from Facebook and LinkedIn ads.
  • Zia: Lets users access AI-powered content generation features like rephrasing posts or creating hashtags using OpenAI’s integration.
  • Inbox: Displays the full message center for all connected social accounts, where users can reply and monitor all interactions.

Creating Custom Roles

 

If the default roles don’t fit your organization’s needs, you can create custom roles with specific permission sets.

 

To create a custom role:

  1. Click the gear icon (⚙️) in the top-right corner of Zoho Social.
  2. Navigate to Brand Settings > Roles and Permissions.
  3. Click + New Role.
  4. Name your role and choose which permissions to assign.
  5. Click Save.

Custom roles allow you to tailor access based on each team member’s responsibilities.

Tips

  • Use custom roles to restrict access to sensitive data (e.g., leads or reports).
  • Grant Inbox + Zia access for users who need to monitor and reply to messages with AI assistance.
  • Assign Publishing rights cautiously to avoid unapproved posts going live.
  • If you’re managing clients (agency use-case), use roles to limit client team members to only relevant brand-level data.

Related Articles

Getting started with Zoho Social - Previous How to Connect your Social Channels on Zoho Social? Next - Getting started with Zoho Social How to Manage your team in Zoho Social?

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