Managing Users
Disable MFA
Prerequisites: Roles that can perform this action: Organization Owner Organization Admin Custom roles with Disable MFA permission Once disabled, the user's MFA configuration will be disabled, and the user will not be prompted for MFA during their ...Lite users
Who are lite users? Lite users in an organization are those who will not own a Zoho One license. Contract employees, accountants, blue-collar employees, event organizers, clients, freelancers, and partners can be added as lite users in your ...How to Delete a User
Overview: To remove a user from the organization completely, the admin may need to complete additional steps, depending on the user's role and their associated responsibilities. These steps may include: Transferring the ownership of applications to ...Delete a User - Overview
The Delete User feature allows an organization admin to remove a user when they leave the company, ensuring they no longer have access to the organization. Depending on the user's role and their associated responsibilities, the admin may need to ...Delete users: Reauthorize and reconfigure store integration after transferring store ownership
Overview When trying to delete a user who's the owner of a directory store, the admin is supposed to transfer ownership to another user before initiating deletion. New owners will need to reauthorize, in order to generate a new set of auth tokens. ...Manage email address
Prerequisites Roles required to perform this action: Organization Owner Organization Admin Manage Email Address Sign in to Zoho One, then click Directory in the left menu. Click Users, then click on the user whose email address you want to manage. ...Activate users
Prerequisites Org Owner Org Admin Custom role with "Change user status" permission. Overview If a user was previously deactivated, you can reactivate their account at any time, provided your organization has available user licenses. What happens when ...Generate backup code for a user
Prerequisites Roles required to perform this action: Organization Owner or Organization Admin. Steps to generate backup code Sign in to Zoho One , then click Directory in the left menu. Click Users from the left menu, then click on the user for whom ...Reinvite a pending user
Prerequisites Permission required to perform this action: Add Users Reinvite a pending user You can reinvite a pending user to join your organization by re-sending an invitation email to them, up to three times. If the user still didn't accept the ...Reset MFA for users
Note: You cannot reset MFA for external users. However, you can send them an invitation to join your organization, after which you can manage their MFA settings. For users with unverified domains, add and verify their domains to reset MFA. ...Convert external user to organization user
A user in Zoho One is considered to be external if their Zoho account is associated with another organization. Converting an external user as your organization user will allow you to edit, update their account details. You can also manage their ...Domain dependence for user management actions
Admins reserve the right to manage users in their organization. However, there are certain restrictions imposed on admins when it comes to resetting a user's password or MFA and few other actions. These restrictions are dependent on the domain of the ...Create mailbox
You cannot create a mailbox for users with unverified domains. Add and verify their domains to proceed. Prerequisites Zoho Mail must be added to Zoho One Employee must be confirmed The steps to create a mailbox for an employee vary between the two ...Bulk actions
Prerequisites Roles that can perform bulk action: Organization Owner Organization Admin Bulk actions allow you to perform certain repetitive tasks, such as adding a user or resetting a user's password, in less time. You can perform bulk actions when ...Filter users
Prerequisites: Roles that can perform users export: Organization Owner Organization Admin Filters to find users You can use any of the following filters to find users without having to spend extra time searching: User Applications Groups Department ...Export users
Prerequisites Roles that can perform users export: Organization Owner Organization Admin To export users The steps to export users vary between two User Interface versions supported by Zoho One. Select the UI you use from the tabs below and proceed ...Import users
Add or update a large number of user accounts by importing them from a user data file. Supported file formats XLS (Microsoft Excel 97-2003 Worksheet) XLSX (Microsoft Excel Open XML Format Spreadsheet) CSV (Comma Separated Values) VCF (vCard File) ...Delete Pending User
Overview Deleting a pending user allows administrators to revoke an unaccepted invitation, helping to maintain proper access control by ensuring that only intended users receive the invitations. This action may be necessary in the following ...Deactivate users
Prerequisites Org Owner Org Admin Custom role with "Change user status" permission. Overview Deactivating a user in Zoho One means temporarily revoking that user's access to the Zoho One organization and Zoho One application without deleting their ...Configure mail settings for a single user
Mail Settings lets you configure the mailbox privileges of a user. It also lets you set up email policies, mail forwarding, and out-of-office replies. To configure mail settings for a user: Spaces UI Unified UI Spaces UI Sign in to Zoho One, then ...Reset password for users
Overview If a user forgets their password or can't sign in to Zoho One, you can reset their password to help them regain access. After the reset, the user will receive an email containing a one-time password, which they can use to set a new password. ...Account activity
Account Activity lets you check employees' login history and manage their active sessions. You can clear older sessions to strengthen a user account's security. A web session refers to an authenticated instance of your Zoho One account. Put simply, a ...Edit user details
Prerequisites Roles required to perform this action: Organization Owner Organization Admin Security Admin Help desk Admin Custom role with "Edit Users" permission. Permissions required to perform this action: Edit users You can edit a user's details, ...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 ...User classification
User types A user type defines the extent to which a user has consented to become a member of a particular organization. The three user types include Pending users, Confirmed users and External users. Pending users A user added with an email address ...
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