Update & Review Lite User Licenses
Update a User 's License in Zoho One
You can change a user's license type at any time using the Update License option. This allows you to convert a user between a Zoho One license and a Lite user license, add/remove the Lite-user add-ons assigned to a user, and optimize license costs.
Only the following roles can update licenses
- Organization Owner
- Organization Admin
There are two ways to change a user's license:
- Automatic License Suggestions: Best when optimizing costs across many users. Only safe changes where all apps remain accessible are suggested. No conflicts possible.
- Manual License Change: Best when you need to change a specific user's license or intentionally remove app access. May show conflict alerts if apps are not supported by selected add-ons.
1. Automatic License Recommendations (License Utilization Report)
Zoho One provides built-in cost optimization suggestions. Go to Directory > Reports > License Utilization. Actual app usage is analyzed by the system and one of the following may be suggested:
1.1 Zoho One → Lite Conversion Suggestions
The system only suggests converting a Zoho One user to Lite if:
- All currently assigned apps are supported by available Lite add-ons
- Required add-on licenses are available
Example: Zoho One user with only Books assigned → suggest Lite-accountant
1.2 Lite Add-on Optimization Suggestions (Add-on removal or consolidation)
For Lite users, the system may suggest:
- Removing unnecessary add-ons
- Switching to a cheaper add-on (e.g., Lite-Collaboration → Mail-Only)
- Consolidating overlapping add-ons
Suggestions only appear when:
- The optimized add-on combination fully supports all current apps.
- No access loss will occur.
Accepting the suggestion updates the license immediately without conflicts.
The system does not suggest upgrading Lite users to Zoho One licenses. Lite → Zoho One conversion must always be done manually.
Example:
- User has Lite-Accountant + Lite-Collaboration but only uses Books → suggest removing Lite-Collaboration
- User has Lite-Collaboration but only uses Mail → suggest switching to Mail-Only
- User has multiple add-ons with overlapping app coverage → suggest consolidation
This method uses an all-or-nothing validation approach (The system only suggests Lite conversion when the user's entire application portfolio can be covered by available Lite add-ons):
- If even one app isn't supported, no suggestion is shown.
- Accepting a suggestion never removes app access.
When you click Review License, the conversion is propagated immediately. No conflict alerts appear because the system has pre-validated compatibility.
The system never suggests converting Lite users to Zoho One. Lite → Zoho One must always be done manually.
2. Manual License Change (Update License)
To manually change a user's license:
- Sign in to Zoho One, then click directory.png in the top-right corner.
- Click Users, then click on the required user.
- Click the ⋮ (more options) icon, then click Update License.
- Select the required license type:
- Zoho One
- Lite user (with one or more Lite-user add-ons)
- Click Change License.
What happens next depends on the direction of the change.
2.1 Converting a Zoho One User → Lite User
You may manually convert a Zoho One-licensed user to a Lite user when you want to restrict their access and reduce licensing costs.
Requirements:
- At least one Lite-user add-on must be selected.
- The selected add-ons must support all apps the user needs to retain.
- Lite-user add-on licenses should be available (if not, you'll see a conflict alert during conversion)
- The user must:
- Not be associated with device management (MDM/MAM)
- Not be associated with RADIUS
- Not hold any Zoho One admin roles (Organization Admin, Application Admin, etc.)
If these restrictions exist, they must be removed before conversion. For assistance, contact support@zohoone.com.
What happens during manual conversion:
The user’s currently assigned apps are evaluated.
Scenario A - All apps are supported
- Conversion proceeds
- No apps are removed
- No conflict alerts appear
Scenario B - Some apps are not supported
A conflict alert appears before you confirm. You must review which apps will be unassigned and whether required Lite add-on licenses are available.
If you proceed, unsupported apps are automatically unassigned and supported apps remain assigned.
This ensures the user’s access aligns strictly with the selected Lite add-ons.
2.2 Converting a Lite User → Zoho One User
You may convert a Lite user to a Zoho One user when they require broader access.
Requirements
At least one Zoho One license must be available.
If no Zoho One licenses are available, the conversion cannot proceed.
What happens during manual conversion:
- All Lite-user add-ons assigned to the user are removed.
- All currently assigned apps remain unchanged.
- No apps are removed.
- Access expands to the full Zoho One bundle.
No compatibility conflicts occur in this direction because Zoho One supports all applications.
3. Billing Impact
- License changes are reflected in the next billing cycle.
- No immediate charges occur unless you exceed your current license count.
- If additional licenses are required, you must complete payment before conversion proceeds.
4. Legacy Add-ons
The following legacy add-ons may exist in older organizations but are not available for new purchase:
- Mail User / Workplace
- Reports Light User
- One-Collaboration
These are retained only to support existing customers.
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