Activating and Deactivating Users | Online Help - Zoho CRM

Activating and Deactivating Users

Sometimes a users' position may change or they may move to different business units. In such cases, you might have to deactivate those users after transferring ownership of the records to other users. Note that deactivating a user is different from deleting a user. When you deactivate a user:
  • The user will no longer be able to access the CRM account.
  • No one will be able to log into the service using the deactivated ID.
  • You are free to use the same user license to add another user. 
  • The user license is not canceled. the number of user licenses that you have purchased remains the same, and you will be billed accordingly unless you reduce your total user licenses.
  • The user will be listed under Inactive Users.
  • If you decide to activate the user again, you can re-invite the deactivated user.

To deactivate a user

  1. Log in to Zoho CRM with Administrator privileges.
  2. Go to Setup > Users & Control > Users.
  3. In the Users page, select the Active Users view.
  4. In the Active Users section select the checkbox corresponding to the users that you want to deactivate.
  5. Click Deactivate.
    The user will be deactivated and a system generated email will be sent to the corresponding user.

To activate a user

  1. Log in to Zoho CRM with Administrator privileges.
  2. Go to Setup > Users & Control > Users.
  3. In the Users page, select the Inactive Users view.
  4. In the Inactive Users section select the checkbox corresponding to the users that you want to activate.
  5. Click Activate.
    The user will be activated and a system generated email will be sent to the corresponding user.


Only active users are counted towards user licenses.

Activate Add-ons and Plug-ins (Old Pricing only)

Users who have subscribed to the Zoho CRM Editions with old pricing, need to purchase the add-ons and plug-in licenses for features like Zoho Mail Add-on, Zoho CRM Plug-in for MS Outlook, etc.
Once you have purchased the add-ons or plug-ins, you need to activate them for the individual users. Only after activation, will the add-ons or plug-ins be available for the users.
  • In the New Editions, the option to enable or disable these integrations are provided in Profiles, under Apps Permissions. The Administrator can enable an integration or disable it for all the users in a particular profile.

To activate add-ons and plug-ins

  1. Click Setup > Subscription Manager Activate Users.
  2. In the Activate Users page, click Edit.
  3. Select the check boxes of the respective add-ons and plug-ins for the corresponding user.
  4. Click Save.

Delete Zoho Account (Close Accounts)

You can also close your Zoho account, if you do not want to use any of the Zoho services.

To close your Zoho account permanently

  1. Log in to
  2. Select the Close Account option.
  • On closing your account, you will not be able to access our Zoho Services.
  • Before closing, please ensure that you have exported all your data from the Zoho CRM system and also from the other Zoho services.
  • Once you close your account, all of your data within Zoho services will be deleted immediately and cannot be restored in future.

Reset Password

Users with any role can reset their password individually by clicking on the Forgot Password link in the login page.

To reset the password

  1. Click the Forgot Password link in the Log in page of Zoho CRM, the system redirects you to Zoho Accounts page.
  2. In Zoho Accounts page:
    • Email ID: Specify the registered Email ID as mentioned in Account information.
    • Image Text: Enter the code as seen in the given picture.
  3. Click Request.
    The system sends an automated email to your Email ID.
  4. Click the given link 'here' in the email, you will be redirected to Zoho Accounts Password Reset page.
  5. In Password reset page, enter your New Password.
  6. Click Change.
    The new password is updated and you can use it to log in to all Zoho services.

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now

              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources

                    Zoho TeamInbox Resources

                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW

                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now

                                                        • Related Articles

                                                        • While adding a user, I entered the wrong email address. How do I delete this and add the user with the correct email address?

                                                          You cannot delete the user in Zoho CRM. You can deactivate the user with the wrong email address and then add the user with the correct email address. Deactivating the user does not reduce your user license. Related Links Can I delete users from my ...
                                                        • Adding, Importing, Modifying, and Re-inviting Users

                                                          In Zoho CRM, a user is one who manages records, whether their own or those shared by other users, within the organization. In addition to accessing the CRM data, some of the users can perform administrative functions for the smooth running of the CRM ...
                                                        • Customizing the User Layout

                                                          Zoho CRM allows you to customize the layout where you fill a user's details. Usually, while adding a user in Zoho CRM, you will be prompted to add basic information such as name, email address, role, profile, etc,. You can customize this default user ...
                                                        • How do I add a user who was previously deleted from my CRM account?

                                                          You can add users who you have previously deleted, back to the account. Even after a user is permanently deleted, the deleted email address can be used to create a new user. This added user will be considered as a new user to the CRM and will not be ...
                                                        • Manage Users, Roles, and Permissions

                                                          As you proceed with setting up the CRM account, your next step will involve adding users and determining their roles and permissions based on which they will perform specific tasks. A user is the one who manages records within the organization, ...



                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.

                                                          Zoho Show Resources