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Admin Guide

Enable and configure the Zoho CRM integration for your Ventana portal organization.

For Admins

Who this guide is for

  • Portal administrators
  • Anyone with the Admin role

What you’ll learn

  • How to enable the Zoho CRM integration
  • How to sync and enable CRM modules
  • How to configure which fields each role can see or edit

On this page

  1. Enable the CRM feature
  2. Sync and enable modules
  3. Configure field permissions
Step 1

Enable the CRM Feature

The CRM integration is off by default. Turn it on in your portal’s Field Configuration settings to make CRM data available to your portal users.

Field Configuration page showing the CRM (Zoho) feature toggle The portal Settings page shows a Features card with three rows: Invoices, CRM (Zoho) highlighted with an orange border, and Zoho Desk Support. Three callouts indicate the Settings nav item, the CRM row, and its toggle. app.getventana.com/portal/field-config Ventana Users Settings Billing Field Configuration Manage integrations, features, and field settings. FEATURES Invoices Show the Invoices module to users. CRM (Zoho) Enable contact data, CRM modules, and field configuration. Zoho Desk Support Allow users to submit and view support tickets. 1 2 3
1

Open Settings

Click Settings in the left sidebar. This opens the Field Configuration page where all module toggles live.

2

Find the “CRM (Zoho)” row

Scroll to the Features card and locate the row labeled CRM (Zoho).

3

Flip the toggle to ON

Click the toggle on the right. It turns teal and saves automatically. Users will immediately see a CRM entry in their sidebar showing their own contact record under My Info.

ℹ️
Enabling CRM automatically activates the My Info module — every user sees their own Zoho CRM contact record. Additional modules (Deals, Accounts, etc.) must be enabled separately in Step 2.
Step 2

Sync and Enable Modules

Scroll down to the CRM Modules section of the same Settings page. Sync from Zoho to discover available modules, then enable the ones you want your users to see.

CRM Modules section showing Sync button, My Info, Accounts, and Deals cards The CRM Modules panel shows three module cards. My Info is always enabled and dimmed. Accounts is enabled and highlighted with an orange border, showing a lookup field dropdown. Deals is disabled and dimmed. Three callouts indicate the Sync button, the Accounts toggle, and the lookup field selector. app.getventana.com/portal/field-config CRM Modules Enable modules and configure their lookup fields. ↻ Sync from Zoho My Info Contacts · Always enabled — users see their own record Accounts Accounts · Enabled — linked records shown to users Lookup field: Contact_Name Links each Account to the user's Contact record Deals Deals · Not enabled 1 2 3
1

Click “Sync from Zoho”

This pulls the latest module list from your Zoho account. Any modules that exist in Zoho but haven’t appeared in the portal yet will show up here. Run this again any time you add a new module in Zoho.

2

Enable a module

Flip the toggle on any module row to enable it. The portal seeds its field list from Zoho automatically. Enabled modules appear as clickable sub-items under the CRM entry in users’ sidebars.

3

Select the lookup field

Each module (other than My Info) needs a lookup field — a field in that module that points back to a Zoho Contact. This tells the portal which records belong to each user. Choose the right field from the dropdown (e.g., Contact_Name on the Accounts module).

⚠️
My Info (Contacts) cannot be disabled — it is the identity baseline for every user in the portal. All other modules are optional.
Step 3

Configure Field Permissions

For each enabled module, choose which fields to show and what each role can do with them. Click any module name in the CRM Modules list to open its field configuration.

Accounts field configuration table showing Enabled, User Access, and Professional Access columns A table lists four fields: Account Name, Account Type, Phone, and Industry. Each row has an Enabled toggle and per-role access dropdowns. Three callouts indicate the Enabled column, the User Access column, and the Save button. app.getventana.com/portal/field-config Accounts — Field Configuration Control visibility and edit access per role. Save FIELD ENABLED USER ACCESS PROFESSIONAL ACCESS Account Name Write Read Account Type Read Read Phone Write Hidden Industry — — 1 2 3
1

Toggle fields on or off

The Enabled switch controls whether a field appears in the portal at all. Disabled fields are hidden from everyone regardless of role settings.

2

Set the access level per role

For each enabled field, choose an access level for the User and Professional roles:

  • Write — the role can view and edit this field.
  • Read — the role can view the field but not edit it.
  • Hidden — the field is not shown to this role at all.
3

Click “Save”

Hit Save at the top right. Changes take effect immediately — users will see the updated field list on their next page load.

💡
Fields marked read-only by Zoho can only be set to Read or Hidden — the portal cannot write back to those fields regardless of the permission you choose.
Next step

Share the role guides with your team

Once CRM is configured, send your users and professionals the appropriate guide so they know how to navigate their CRM data.

View User Guide →