Users - Add User | Admin Guide - Zoho One

Add user

Overview

In Zoho One, you can add users such as employees or lite users and manage them by assigning applications, setting security policies, assigning roles, managing their devices, and much more.

To add multiple users, you can either import users or sync from Active Directory.

Prerequisites

  1. Organization Owner
  2. Organization Admin
  3. Custom role with "Add Users" permission. Learn about adding roles.

Add User

In the Web application
1. Sign in to Zoho One, then click Directory in the left menu.
2. Click Users, then click Add User.

3. Under BASIC INFORMATION:
  1. Enter First Name, Last Name, and Display Name.
  2. In the Email Address field:
    1. If your domain is verified, you can enter a domain-specific email address. The user will be directly added without any need for accepting an invitation, and if mail hosting is enabled, a mailbox will be created automatically.
    2. If no domain is added, enter the user’s actual email address. An invitation will be sent to the user, which they need to accept to join.
Notes
The invitation will remain valid for 7 days. After it expires, you will need to resend it and they can be resent up to 3 times. Once this limit is reached, you must contact support@zohoone.com.
4. Under COMPANY INFORMATION:
  1. Fill in Employee ID, Designation, Department, Reporting to, and Work Location.
5. Under LOCALE INFORMATION:
  1. Select the user’s Language, Country, and Time Zone. These fields auto-fill if a Work Location is selected.
6. Under ADDITIONAL INFORMATION:
  1. Add Date of Birth, Gender, Date of Joining, and Seating Location.
7. If you created custom fields beforehand, fill out the required fields. If you wish to create custom fields now, click  .
8. If you want to share the credentials with the user manually instead of over email, unselect Send Notification Mail.
9. Click Add.


For iOS devices
1. Open the Zoho One app on your mobile device.
2. Tap  at the bottom right, then tap User.
3. Tap  in the top right corner.
4. Under Basic Information:
  1. Enter First Name and Last Name.
  2. In the Email Address field:
    1. If your domain is verified, use a domain-specific email address. The user will be directly added without any need of accepting an invitation, and if mail hosting is enabled, a mailbox will be created automatically.
    2. If no domain is added, use the user’s actual email address. An invitation will be sent to the user, which they need to accept.
NotesThe invitation will remain valid for 7 days. After it expires, you will need to resend it and they can be resent up to 3 times. Once this limit is reached, contact support@zohoone.com .
5. Under Work Information:
  1. Fill in Employee ID, Reporting to, and Work Location.
6. Add any custom fields you’ve created.
7. If you want to share the credentials manually, unselect Send Notification Mail.
8. Tap Add in the bottom-right corner.
For Android devices
1. Open the Zoho One app on your mobile device.
2. Tap   in the bottom-right corner, then tap Users.
3. Tap .
4. Under Basic Info:
  1. Enter First Name and Last Name.
  2. In the Email Address field:
    1. If your domain is verified, use a domain-specific email address. The user will be directly added without any need to accept an invitation, and if mail hosting is enabled, a mailbox will be created automatically.
    2. If no domain is added, use the user’s actual email address. An invitation will be sent to the user, which they need to accept.
    3. In the Set Password field, you can either enter a password of your choice or select Auto Generate Password.
Notes
The invitation will remain valid for 7 days. After it expires, you will need to resend it and they can be resent up to 3 times. Once this limit is reached, contact support@zohoone.com.
5. Under Work Info:
  1. Fill in Employee ID, Designation, Department, Reporting to, and Work Location.
6. Add any custom fields you’ve created.
7. If you want to share the credentials manually, unselect Send Notification Mail.
8. Tap ADD in the top-right corner.

What happens after you add a user?

  1. If a user is added with an existing email address, they receive an invite and appear as 'Pending' until they accept and sign in.


  1. If a user is added with a domain-associated email address, they will be added instantly and marked as 'Not Joined Yet' until they sign in to Zoho One.

  1. If a user already belongs to another Zoho One organization or organization-based applications like Zoho Mail, Zoho Forms, Zoho Vault, Zoho Cliq, Zoho Connect, or WorkDrive, they will be added as an 'External User'.


  1. In the mobile application, if the user's email domain is not verified, they will get an invitation. They will be confirmed only after accepting it and signing in to Zoho One; otherwise, they will remain marked as 'Invited'.


Common Errors & Troubleshooting

The following are some common errors you might come across when adding users. Please go through the respective troubleshooting articles to resolve them.

Error
Reason
Solution
The email address is already in use in another Zoho account/as an alias email address for a group.
Use a different address or remove it from the existing group/Zoho account.

The domain is already added to another Zoho organization present in a different data centre. 
Use the correct regional setup or contact support.
You are trying to activate more users than the allowed license limit of 'n' users.
You've used up all your user licences.
Purchase additional licences to add more users.
Invalid email. 
The email address contains unsupported characters.

Use only the
  1. At symbol (@)
  2. Period (.)
  3. Hyphen (-)
  4. Underscore ( _ )
  5. Comma (,)
  6. Apostrophe ('), in the email address.
No “Add User” button. 
You might be accessing another app's settings page and not in Zoho One or not signed in as an admin. 
Ensure you're signed into Zoho One as Admin/Super Admin.

Error Occurred / Something went wrong
The user wasn't added due to some unexpected problem.
Try again after some time or contact support@zohoone.com.

If you're unable to resolve the issue, please contact us at support@zohoone.com.

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