Activate or Deactivate Lite Users in Zoho One

Activate & Deactivate Lite Users

This guide explains how to activate and deactivate Lite users in your Zoho One organization. For general user activation and deactivation, see Activate users | Deactivate users

Activate a Lite User 

The steps to activate vary between thw two User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with steps that follows.
Spaces UI
Unified UI
Spaces UI
  1. Sign in to Zoho One, then click  in the top-right corner.
  2. Click Users, then click on a deactivated Lite user.
  3. Click Activate. You can change the license for the user here. By default, the previously associated license will be selected.
  4. Under Apps Assigned, only the apps that were disabled during deactivation are listed. All are checked by default.

    Notes
    If any apps were unassigned during deactivation (because they don't support disabling), they will not appear in this list. You'll need to manually add and reassign those apps using the + icon if you want to restore them.

  5. To edit the role of the app, hover over the app and click Edit. Available edit options vary by application.
  6. Change the role and click Update.
  7. To add more applications, click the + icon.
    App selection behavior: When selecting apps under each add-on:
    1. Compatible apps: If the app is supported by the user's currently selected Lite-user add-ons, it will be added to that add-on's application list.
    2. Auto-selection of add-ons: If the app is supported by a different Lite-user add-on available in your organization, that add-on will be automatically selected and the app will be added to it.
    3. Incompatible apps: If the app is not supported by any Lite-user add-on in your organization, the app will not be selected, and the user's license will remain as Lite User.

      Notes
      When you attempt to select an unsupported app, the user remains a Lite user. The incompatible app simply won't be added to the selection. To assign an incompatible app, you must change the user's license type to Zoho One (at step 4) before attempting to select the app. Alternatively, purchase and assign a Lite-user add-on that supports the application.

  8. Once you've selected compatible applications, click Assign.
  9. Click Activate to complete the process.

Unified UI
  1. Sign in to Zoho One, then click Directory on the left navigation menu.
  2. Click Users, then click on a deactivated Lite user.
  3. Click Activate. You can change the license for the user here. By default, the previously associated license will be selected.
  4. Under Apps Assigned, only the apps that were disabled during deactivation are listed. All are checked by default.

    Notes
    If any apps were unassigned during deactivation (because they don't support disabling), they will not appear in this list. You'll need to manually add and reassign those apps using the + icon if you want to restore them.

  5. To edit the role of the app, hover over the app and click Edit. Available edit options vary by application.
  6. Change the role and click Update.
  7. To add more applications, click the + icon.
    App selection behavior: When selecting apps under each add-on:
    1. Compatible apps: If the app is supported by the user's currently selected Lite-user add-ons, it will be added to that add-on's application list.
    2. Auto-selection of add-ons: If the app is supported by a different Lite-user add-on available in your organization, that add-on will be automatically selected and the app will be added to it.
    3. Incompatible apps: If the app is not supported by any Lite-user add-on in your organization, the app will not be selected, and the user's license will remain as Lite User.

      Notes
      When you attempt to select an unsupported app, the user remains a Lite user. The incompatible app simply won't be added to the selection. To assign an incompatible app, you must change the user's license type to Zoho One (at step 4) before attempting to select the app. Alternatively, purchase and assign a Lite-user add-on that supports the application.

  8. Once you've selected compatible applications, click Assign.
  9. Click Activate to complete the process.

 The user will be activated with the Lite USer License. Only the applicatons that were successfully selected(compatible with the user's add-ons) will be assigned and become immediately accessible for the user.

Deactivate a Lite User

The steps to deactivate vary between thw two User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with steps that follows.
Spaces UI
Unified UI
Spaces UI
  • Sign in to Zoho One, then click  in the top-right corner.
  • Click Users, then click on the Lite user you want to deactivate.
  • Click Deactivate and confirm.

    • Unified UI
  • Sign in to Zoho One, then click Directory  on the left navigation menu.
  • Click Users, then click on the Lite user you want to deactivate.
  • Click Deactivate and confirm.

    • Points to note

    1. License retention: Deactivation does not remove the user's license or add-ons. The license type and add-ons remain associated with the user for reactivation purposes, but are not counted toward your active license limits while the user is deactivated.
    2. App access: All apps are automatically disabled or unassigned (if the app doesn't support disabling) when a user is deactivated to ensure the user cannot access any apps while inactive.
    3. Reactivation: The user can be reactivated later with the same license. During reactivation, you can reassign applications - the disabled apps will be shown pre-checked by default for easy reassignment. If any apps were unassigned, they should be manually reassigned later.
    4. Billing impact: Deactivated users do not count toward active license validation checks. But, deactivation does not reduce your organization's purchased license count. Billing is based on the total number of licenses in your Zoho One subscription, not on whether users are active or deactivated. If you want to reduce billing, you must downgrade the number of licenses in your subscription through the Subscription management page.