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 another user
Managing ownership of directory store integrations
Transferring the ownership of departments to another user
Transferring and storing application data
Assigning the user's reportees to a new reporting manager
Managing data on employees' devices
Managing employees' data in Zoho People
Managing user accounts across Zoho apps
While performing sensitive actions, you will need to periodically re-authenticate.
Prerequisites:
Must have one of the following roles:
Org Owner
Org Admin
The steps to delete to a 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.
To delete a user,
Sign in to Zoho One, then click Directory icon on the top-right corner.
Click Users.
Hover over the user you want to delete, click
, then click Delete.
Read the disclaimer carefully in the next screen, then click Continue.
Complete the additional steps shown based on the user's role and associated responsibilities as follows:
Zoho Applications: Choose an admin for one application, then select the checkbox to assign the same admin for all applications, or manually assign a different admin for each application listed. Click Save and Continue.
Directory Applications Status: Review the Third-party applications the user is part of and their status after deletion, then click Save and Continue.
Manage Ownership of Directory Store Integrations: Directory stores along with their sync status will be listed; select a new admin for each, then click Save and Continue.
We'll update the ownership and authentication of directory stores on our side; the user may still need to reconfigure integrations on the store service side. Learn how to reconfigure integrations . There may be a temporary break in the sync, which will need to be addressed by the user. In some cases, new admins may need to re-authenticate the integration to restore or maintain functionality.
Transfer Ownership of Departments: Choose a Department Head for one department, then select the checkbox to assign the same department head for all departments, or manually assign a different department head for each department listed. Click Save and Continue.
Transfer App Data:
Zoho Workdrive: Select a user to transfer data ownership.
Zoho People: Select Delete employee if you want to erase all data permanently from Zoho People; or select Retain employee, then select employee status from the drop-down.
Zoho Mail: Since the user has a mailbox hosted within Zoho, all their data will be deleted. Learn how you can download data before it is deleted.
Note: We will be adding support for handling user data in other applications soon.
Click Save and Continue.
Manage Reporting Hierarchy:
Click I will reassign them a new reporting manager if you wish to reassign yourself. Choose a reporting manager for one user, then select the checkbox to assign the same reporting manager to all, or manually assign a different reporting manager for each user listed.
Click Save and Continue.
Manage Employee Devices: Select an action against each device mentioned.
Complete wipe if you want to delete all the data present in the device, including personal data. The Complete Wipe action won't be available for unsupervised iOS devices and Android devices provisioned as Profile Owner.
Corporate wipe if you want only to delete the data that is distributed by Zoho One. In Android devices (except Knox devices), only the distributed profiles will be removed, but not the apps. In iOS devices and Knox devices, both distributed profiles and apps will be removed.
Click Save and Continue.
Note: These processes are irreversible. Once the data is wiped, there is no way to recover it.
Manage User's Account:
Choose Delete the user only from Zoho One if you want the user to be deleted from Zoho One and the apps linked with it. They will continue to have access to applications outside of your Zoho One organization if any.
Choose Delete the user entirely if you don't want the user's Zoho account to exist any longer. This is an irreversible action.
Click Save and Continue.
Authorize and initiate deletion: Click Initiate Deletion.
Click Done.
To delete a user,
Sign in to Zoho One, then click Directory in the left menu.
Click Users.Hover over the user you want to delete, click
Read the disclaimer carefully in the next screen, then click Continue.
Complete the additional steps shown based on the user's role and associated responsibilities as follows:
Zoho Applications: Choose an admin for one application, then select the checkbox to assign the same admin for all applications, or manually assign a different admin for each application listed. Click Save and Continue.
Directory Applications Status: Review the Third-party applications the user is part of and their status after deletion, then click Save and Continue.
Manage Ownership of Directory Store Integrations: Directory stores along with their sync status will be listed; select a new admin for each, then click Save and Continue.
We'll update the ownership and authentication of directory stores on our side; the user may still need to reconfigure integrations on the store service side. Learn how to reconfigure integrations . There may be a temporary break in the sync, which will need to be addressed by the user. In some cases, new admins may need to re-authenticate the integration to restore or maintain functionality.
Transfer Ownership of Departments: Choose a Department Head for one department, then select the checkbox to assign the same department head for all departments, or manually assign a different department head for each department listed. Click Save and Continue.
Transfer App Data:
Zoho Workdrive: Select a user to transfer data ownership.
Zoho People: Select Delete employee if you want to erase all data permanently from Zoho People; or select Retain employee, then select employee status from the drop-down.
Zoho Mail: Since the user has a mailbox hosted within Zoho, all their data will be deleted. Learn how you can download data before it is deleted.
Note: We will be adding support for handling user data in other applications soon.
Click Save and Continue.
Manage Reporting Hierarchy:
Click I will reassign them a new reporting manager if you wish to reassign yourself. Choose a reporting manager for one user, then select the checkbox to assign the same reporting manager to all, or manually assign a different reporting manager for each user listed.
Click Save and Continue.
Manage Employee Devices: Select an action against each device mentioned.
Complete wipe if you want to delete all the data present in the device, including personal data. The Complete Wipe action won't be available for unsupervised iOS devices and Android devices provisioned as Profile Owner.
Corporate wipe if you want only to delete the data that is distributed by Zoho One. In Android devices (except Knox devices), only the distributed profiles will be removed, but not the apps. In iOS devices and Knox devices, both distributed profiles and apps will be removed.
Click Save and Continue.
Note: These processes are irreversible. Once the data is wiped, there is no way to recover it.
Manage User's Account:
Choose Delete the user only from Zoho One if you want the user to be deleted from Zoho One and the apps linked with it. They will continue to have access to applications outside of your Zoho One organization if any.
Choose Delete the user entirely if you don't want the user's Zoho account to exist any longer. This is an irreversible action.
Click Save and Continue.
Authorize and initiate deletion: Click Initiate Deletion.
Click Done.
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