Users - Convert External User To Organization User | Admin Guide - Zoho One

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 account settings and perform actions such as resetting their password, creating a mailbox, assigning them as an admin, and monitoring their account activity. Additionally, you can enroll, assign, and manage devices for them. As an organization user, they can request additional apps other than the apps you've assigned to them.

To convert an external user as your organization user:
  1. Disassociate the user from their current organization by doing one of the following:
    1. If the user is a member of another organization, please ask the user to leave their current organization by contacting that organization's admins.
    2. If the user is the owner of another organization, please ask the user to do the following:
      1. If the organization account has subscription in any of the following apps, cancel their subscription:
        Apps
        How to cancel trial/subscription?
        Zoho Directory
        To cancel a free trial, click on the profile picture on the top-right corner, then click Cancel Trial under Subscription.
        To cancel subscription, click the profile picture on the top-right corner, then click Manage under Subscription. Click Cancel Subscription and enter the reason for cancelling.
        Zoho One
        To cancel a free trial, click on the profile picture on the top-right corner, then click Cancel Trial under Subscription.
        To cancel subscription, click the profile picture on the top-right corner, then click Manage under Subscription and do one of the following:
        1. If you are under Flexible User Pricing plan, click Cancel Subscription besides Subscription Details.
        1. If you are under All Employee Pricing plan, click Change Plan besides Subscription Details, then click Cancel Subscription.
        Enter the reason for cancelling and click CONFIRM DOWNGRADE.
        PeoplePlus
        To cancel the trial, click the profile picture on the top-right corner, then click Cancel.
        To cancel subscription, go to Subscription in the top-right corner, then click Change Plan. Click DOWNGRADE under FREE plan.
        Workplace
        To cancel subscription, go to Zoho Mail control panel , then click Subscriptions. Click Manage Subscription, then click Change Plan. Scroll down the page and click the cancel subscription link.
        Cliq
        To cancel subscription, click the profile picture on the top-right corner, then click Subscriptions under My Organization. Click Change Plan, then click DOWNGRADE under FREE plan.
        Connect
        To cancel subscription, click  icon in the top-right corner, then click Subscription. Click Change Plan, then click DOWNGRADE under FREE plan.
        Forms
        To cancel subscription, click Subscription in the top-right corner, then click Change Plan. Click DOWNGRADE under FREE plan.
        Vault
        To cancel subscription, go to Settings, then click Subscription under ADMIN CONFIGURATIONS. Click Modify Subscription, then click Change Plan. Click DOWNGRADE under FREE plan.
        Mail
        To cancel subscription, go to Zoho Mail control panel, then click Subscriptions. Click Manage Subscription, then click Change Plan. Scroll down the page and click the cancel subscription link.
        Docs
        To cancel subscription, click the Settings icon in the top-right corner, then click Manage Subscription. Hover over the plan details, then click Change Plan. Click DOWNGRADE under FREE plan.
        ManageEngine Mobile Device Management (MDM)
        To cancel subscription, sign in to MDM as administrator, then click Admin. Go to Subscription, then click Manage Plan. Click Change Plan, then click DOWNGRADE under FREE plan.

      2. Go to Zoho Mail control panel, do the following:
        1. Go to Users, then remove any existing users other than yourself from the organization.
        2. Go to Domains, then delete any existing domains in the organization.
        3. Delete the organization from Zoho Mail control panel.
          Notes
          The user will be redirected to the Zoho Mail control panel. If the user doesn't have a Zoho Mail account already, they will be asked to create one.
The steps to Convert external user to Organization User vary between the two 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
One Experience UI
Invite the user to join your organization by doing the following:
  1. Sign in to Zoho One, then click the Admin Panel icon  on the top-right corner.
  2. Click User Management in the left panel, the Users tab will open by default.
  3. Hover over the right corner of the user, then click the kebab menu  .
  4. Click Convert to Org. An email invitation will be sent to the user to join your organization.
  5. Ask your user to accept the invitation. Once the user accepts the invitation, they will be converted to a user in your organization.

Spaces UI
Invite the user to join your organization by doing the following:
  1. Sign in to Zoho One, then click the Directory Settings icon  on the top-right corner.
  2. Click User Management in the left panel, the Users tab will open by default.
  3. Hover over the right corner of the user, then click the kebab menu  .
  4. Click Convert to Org. An email invitation will be sent to the user to join your organization.
  5. Ask your user to accept the invitation. Once the user accepts the invitation, they will be converted to a user in your organization.

For further assistance regarding external users, please contact our support team at support@zohoone.com.