Users - Add User | Admin Guide - Zoho Directory

Add user

Overview

In Zoho Directory, 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

1. Sign in to Zoho Directory, then click Admin Panel 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.

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 Directory.
  1. If a user already belongs to another Zoho Directory organization or organisation-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 Directory; otherwise, they will remain marked as 'Invited'.