App Migration with Lite Users
When you add a standalone Zoho application (like Zoho Books or Zoho CRM) to your Zoho One organization, existing users are automatically migrated from the standalone app. This article explains how migration affects Lite user licenses and what happens to user access during the process.
Prerequisites
Before you can migrate a standalone Zoho application to Zoho One:
- You must have an existing standalone account for the app you want to migrate (for example, a standalone Zoho Books account)
- There must be users added to the standalone application before migrating
- In Zoho One, go to Directory > Applications > Add Application
- The standalone app will appear in the list - Select it to begin migration
Note: You cannot migrate an app that you don't already have as a standalone account. Your linked standalone accounts are detected and listed while the app is being added in Zoho One.
Migration vs. Import
Zoho One has two different bulk user operations with different license behaviors:
Aspect | CSV file import | App migration |
What it is | Uploading user list via CSV file | Adding an existing standalone Zoho app to your Zoho One subscription |
Where | Directory > Users > Import | App addition flow (Directory > Applications > Add Application) |
Purpose | Add/update specific users | Migrate complete app with all users |
Focus | User-centric | App-centric |
Existing users' licenses | NEVER changed (preserved) | MAY be changed (optimized) |
New users' licenses | Based on import selection | System-optimized (Lite preferred if possible) |
Admin control | Full control over license selection | System-determined |
Preview | Shows conflicts before import | No preview (automatic changes) |
Notification | Import summary on screen | Email summary of license changes |
Effect of migration on user licenses
Application migration occurs when your organization adds an existing standalone Zoho app (like standalone Zoho Books or CRM) to your Zoho One subscription. This is different from importing users via CSV file. Migration changes license because unlike file imports (which preserve user state) migrations are app-centric and automatically optimize licensing to ensure:
- All users get access to the migrated app
- Licensing costs are minimized where possible (Lite add-ons preferred when available)
- Org-wide access without manual intervention
> For new users (being added from standalone app):
- Assigned to available Lite-user add-ons first (if the app is supported)
- If Lite add-on licenses exhausted, assigned to Zoho One licenses
- Cost optimization prioritized: Lite licenses over Zoho One licenses when possible
> For existing users (already in zoho One):
Rule | License change that happens automatically based on this rule | |
Zoho One users are never downgraded |
| |
If current license supports app → no change |
| |
If app not supported by current license → Change occurs For Lite users needing access to migrated app: | Scenario 1: Compatible add-on available with licenses |
|
Scenario 2: Compatible add-on available but limit exhausted |
| |
Scenario 3: No compatible add-on exists |
| |
Mixed scenario: Some add-on licenses available, some exhausted |
| |
Admin control during migration
License changes happen automatically without preview. Admins cannot set preferences like "prefer Lite over Z1". All users get access; none are skipped.
If migration requires more licenses than available currently, affected users are temporarily assigned to Zoho One licenses to ensure uninterrupted access. This temporary assignment may be reverted automatically if sufficient Lite licenses are later purchased within the resolution window. A downgrade is scheduled automatically, and admins are notified via email.
Admins are given a 24-hour resolution window before automatic deactivation occurs when they must either purchase required additional Lite-user or Zoho One licenses, or manually deactivate excess users.
If no action is taken within 24 hours, excess users will be automatically deactivated.
Post-migration notification: After migration completes, you'll receive an email summarizing license changes. This email is only sent if licenses were changed during migration
For questions about license changes during app migration, contact support@zohoone.com.
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