The new user classification methods
In the new Zoho One, you might have noticed that users are now classified in multiple ways. Every user has a Status (Active or Inactive), a Type (Confirmed, Pending, or External), and a State (Not invited yet or Not joined yet). Understanding what they mean and how they can be used can simplify your day-to-day operations.
In this article, we'll discuss the various classification methods and how you can leverage them to your advantage.
User Status
The main purpose of User Status is license management and, by extension, access restriction for ex-employees.
- Active Users are the licensed users with access to Zoho One
- Inactive Users are users who no longer have access to your organization's apps
The number of Active users in your organization can never exceed the number of licenses you have purchased. When a user is deactivated, they immediately lose access to Zoho One, and the license they had been using is freed up.
You can use User Status to ensure you aren't paying for any unnecessary licenses and to ensure the users who are no longer in your organization have had their access revoked.
User Types
User Types are used to determine if the user is a part of your organization. A Pending User is someone who hasn't yet verified that they belong to your organization, a Confirmed User belongs completely to your organization, and an External User is someone who only partially belongs to your organization.
You can use User Types to understand the level of control you have over a particular user:
- You'll be able to completely manage Confirmed Users. You can perform all admin operations such as editing user details, resetting passwords, managing email settings, managing group memberships, and applying security policies.
- You'll have slightly less control over Pending users. You can assign them applications, add them to groups, and invite them to become Confirmed Users; you will not be able to create mailboxes or perform actions such as resetting passwords.
- External Users are the most independent. You can only assign applications to them; you will not be able to edit their details, add them to groups, or apply security policies to them.
User States
Onboarding in Zoho One has three steps:
- You add a user in the Admin Panel.
- You send the user an email containing the invitation or the sign-in credentials. You can do this either while adding a user or later.
- The user accepts the invitation and joins the organization.
User States are used to give you some context on the user's onboarding journey. If a user has been added to Zoho One without being invited, they will be tagged as Not invited yet. You will now be shown a button to send the invitation email to the user.
Once the invitation has been sent, the user will be tagged as Not joined yet until they accept the invitation. You will now be shown a button to send a reminder email to the user.
You can use User States to monitor the user's onboarding journey and lend a guiding hand if they hit a roadblock. For example, if a user stays in the Not joined yet state for too long, might be because they haven't seen your invitation yet. You can advise them to check their inbox and spam folders for the invitation email.
Now that you know the purpose of the various classification methods, we hope you'll be able to monitor and manage your organization better! Please share your feedback in the comments section.
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