Users - Deactivate | Admin Guide - Zoho One

Deactivate users

Prerequisites

  1. Org Owner
  2. Org Admin
  3. 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 account.

What happens when you deactivate a user?

  1. Access Revoked: The user can no longer sign in to Zoho One and its associated applications.
  2. Licenses Freed Up: Their Zoho One license becomes available, which can be assigned to another user.
  3. Data Retained: The user’s data remains inactive in the application, which can be retrieved for future use.

Before deactivating a user

Review the following to prevent errors before deactivating a user:
  1. Admin Roles: Ensure the user is not assigned as a Zoho One Admin. If assigned, unassign their roles.
  2. Application Ownership: Check if the user owns any applications. If owned, transfer the ownership.
  3. Integrations: Confirm the user doesn’t own any active integrations among Zoho One applications. If they do, reassign ownership to another active admin.
  4. SAML Applications: If the user was assigned to any Directory or Non-Directory SAML applications, deactivating them in Zoho One does not automatically deactivate them in those apps. To avoid unauthorised access or unexpected billing, ensure the user is also deactivated directly within the respective SAML application.
  5. Directory Store Owner: If the user is a Directory store owner, transfer store ownership before proceeding.
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 on the required user. You can also find the users with the search bar.
3. Click Deactivate, then click Deactivate in the pop-up message that appears.
Unified UI
1. Sign in to Zoho One, then click Directory in the left menu.
2. Click Users, then click on the required user. You can also find the users with the search bar.
3. Click Deactivate, then click Deactivate in the pop-up message that appears.


Mobile UI

For iOS device:

  1. Open the Zoho One app on your mobile device, then tap  in the top-right corner.
  2. Tap and hold on the user you want to deactivate.
  3. Tap Confirm.

For Android devices:

  1. Open the Zoho One app on your mobile device, tap  in the bottom-right corner, then tap Users.
  2. Tap  and hold on the user you want to deactivate.
  3. Tap Deactivate, then tap Deactivate in the pop-up message that appears.

Possible Errors

Unable to deactivate user in Books
Unable to deactivate user in Backstage
At least one administrator is required in {app name}
Unable to deactivate user in Desk