Import Members | Zoho One

Import Members

Import Members in Zoho One allows administrators to import multiple members into a group or department in bulk using a file upload.

Prerequisites

  1. Organization Admin / Organization Owner
  2. Users you wish to import must already be added to your organization
  3. The import file must have Email address and Role columns. If a user's role is not included, they will be imported as a Member by default. 

Import members to a group or department

The steps to import members to a group or department vary between the three User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.
One Experience UI
Spaces UI
Unified UI
One Experience UI
  1. Sign in to Zoho One, then click the Admin Panel icon  in the top-right corner.
  2. Click User Management in the left menu, then select Groups.
  3. Click on the required group or department you want to import members into.
  4. Click the horizontal ellipsis , then click Import Members.

         

  5. Click Choose File or drag and drop your file into the upload area.
    Notes
    The accepted file formats include XLS, XLSX, and CSV, with a maximum file size limit of 5 MB.
  6. Once your file is selected, click Upload.

         

  7. If there are no conflicts, a summary page will be displayed. Once you've reviewed it, click Done. 

    Conflict page handling

    DEPARTMENT CONFLICT: If one or more users in your import file are already a Member of another department, Zoho One will detect a department conflict and you must resolve it before the import can proceed. It is because users can only be a Member of one department at a time. So, if a user is already a Member of a different department, you must choose how to handle their existing role.

    Option
    Effect on New department
    Effect on Previous department
    i) Add as a Follower to New Department and retain existing Member role in their previous department.
    Added as Follower
    Remains a Member
    ii) Add as a Member to New Department and change their role to Follower in their previous department.
    Added as Member
    Changed to Follower
    iii) Add as a Member to New Department and remove user from their previous department.
    Added as Member

    Removed from previous department
    iv) Don't import these users.
    Not added
    Remains a Member
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    USER ROLE CONFLICT: This occurs when a user in your file is already a member of the target group, but the role in the file differs from their current role in the group.

    Option
    Result
    Update members with their new rolesThe user's existing role is overwritten with the role specified in the file.
    Retain the current roles of membersThe user's existing role is unchanged.
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    INVALID USERS: This occurs when one or more email addresses in the file do not belong to your organization. They must be first added to the organization in order to get imported.

    INVALID ROLES: This occurs when the Role value entered in your file does not match any accepted role name. The accepted role values are Member and Follower.

  8. Once you've selected an option, click Import.
  9. A summary page with all the import results will be displayed. Once you've reviewed it, click Done.
Spaces UI
  1. Sign in to Zoho One, then click the Directory Settings icon  in the top-right corner.
  2. Click User Management in the left menu, then select Groups. 
  3. Click on the required group or department you want to import members into.
  4. Click the horizontal ellipsis , then click Import Members.

         

  5. Click Choose File or drag and drop your file into the upload area. 
    Notes
    The accepted file formats include XLS, XLSX, and CSV, with a maximum file size limit of 5 MB.
  6. Once your file is selected, click Upload.

         

  7. If there are no conflicts, a summary page will be displayed. Once you've reviewed it, click Done. 

    Conflict page handling

    DEPARTMENT CONFLICT: If one or more users in your import file are already a Member of another department, Zoho One will detect a department conflict and you must resolve it before the import can proceed. It is because users can only be a Member of one department at a time. So, if a user is already a Member of a different department, you must choose how to handle their existing role.

    Option
    Effect on New department
    Effect on Previous department
    i) Add as a Follower to New Department and retain existing Member role in their previous department.
    Added as Follower
    Remains a Member
    ii) Add as a Member to New Department and change their role to Follower in their previous department.
    Added as Member
    Changed to Follower
    iii) Add as a Member to New Department and remove user from their previous department.
    Added as Member

    Removed from previous department
    iv) Don't import these users.
    Not added
    Remains a Member
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    USER ROLE CONFLICT: This occurs when a user in your file is already a member of the target group, but the role in the file differs from their current role in the group.

    Option
    Result
    Update members with their new rolesThe user's existing role is overwritten with the role specified in the file.
    Retain the current roles of membersThe user's existing role is unchanged.
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    INVALID USERS: This occurs when one or more email addresses in the file do not belong to your organization. They must be first added to the organization in order to get imported.

    INVALID ROLES: This occurs when the Role value entered in your file does not match any accepted role name. The accepted role values are Member and Follower.

  8. Once you've selected an option, click Import.
  9. A summary page with all the import results will be displayed. Once you've reviewed it, click Done.
Unified UI
  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Click Groups in the left menu.
  3. Click on the required group or department you want to import members into.
  4. Click Import Members.

         

  5. Click Choose File or drag and drop your file into the upload area. 
    Notes
    The accepted file formats include XLS, XLSX, and CSV, with a maximum file size limit of 5 MB.
  6. Once your file is selected, click Upload.

         

  7. If there are no conflicts, a summary page will be displayed. Once you've reviewed it, click Done. 

    Conflict page handling

    DEPARTMENT CONFLICT: If one or more users in your import file are already a Member of another department, Zoho One will detect a department conflict and you must resolve it before the import can proceed. It is because users can only be a Member of one department at a time. So, if a user is already a Member of a different department, you must choose how to handle their existing role.

    Option
    Effect on New department
    Effect on Previous department
    i) Add as a Follower to New Department and retain existing Member role in their previous department.
    Added as Follower
    Remains a Member
    ii) Add as a Member to New Department and change their role to Follower in their previous department.
    Added as Member
    Changed to Follower
    iii) Add as a Member to New Department and remove user from their previous department.
    Added as Member

    Removed from previous department
    iv) Don't import these users.
    Not added
    Remains a Member
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    USER ROLE CONFLICT: This occurs when a user in your file is already a member of the target group, but the role in the file differs from their current role in the group.

    Option
    Result
    Update members with their new rolesThe user's existing role is overwritten with the role specified in the file.
    Retain the current roles of membersThe user's existing role is unchanged.
    If you want to apply a different resolution for each conflicting user individually, click Manage Separately.

    INVALID USERS: This occurs when one or more email addresses in the file do not belong to your organization. They must be first added to the organization in order to get imported.

    INVALID ROLES: This occurs when the Role value entered in your file does not match any accepted role name. The accepted role values are Member and Follower.

  8. Once you've selected an option, click Import.
  9. A summary page with all the import results will be displayed. Once you've reviewed it, click Done.