Overview

Prerequisites

1. Organization Owner
   
2. Organization Admin
3. Custom role with "Add Users" permission. Learn about adding roles.
   

Spaces UI

Unified UI

Mobile UI

Spaces UI

1. Sign in to Zoho One, then click  on the top-right corner.
   
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.
   

   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.
   
   

Unified UI

1. Sign in to Zoho One, then click Directory 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.  
   

   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.
   
   

Mobile UI

For iOS:

1. Open the Zoho One app on your mobile device.

2. Tap  at the bottom right, then tap User.

3. Tap  in the top right corner.

4. Under Basic Information:

1. Enter First Name and Last Name.
2. In the Email Address field:
   
1. If your domain is verified, use a domain-specific email address. The user will be directly added without any need of accepting an invitation, and if mail hosting is enabled, a mailbox will be created automatically.
   
2. If no domain is added, use the user’s actual email address. An invitation will be sent to the user, which they need to accept.

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, contact support@zohoone.com .

5. Under Work Information:

1. Fill in Employee ID, Reporting to, and Work Location.
   

6. Add any custom fields you’ve created.

7. If you want to share the credentials manually, unselect Send Notification Mail.

8. Tap Add in the bottom-right corner.

For Android:

1. Open the Zoho One app on your mobile device.

2. Tap   in the bottom-right corner, then tap Users.

3. Tap .

4. Under Basic Info:

1. Enter First Name and Last Name.
2. In the Email Address field:
   
1. If your domain is verified, use a domain-specific email address. The user will be directly added without any need to accept an invitation, and if mail hosting is enabled, a mailbox will be created automatically.
   
2. If no domain is added, use the user’s actual email address. An invitation will be sent to the user, which they need to accept.
   
3. In the Set Password field, you can either enter a password of your choice or select Auto Generate Password.

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, contact support@zohoone.com.

5. Under Work Info:

1. Fill in Employee ID, Designation, Department, Reporting to, and Work Location.
   

6. Add any custom fields you’ve created.

7. If you want to share the credentials manually, unselect Send Notification Mail.

8. Tap ADD in the top-right corner.

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 One.
   

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

Common Errors & Troubleshooting