User classification
User types
A user type defines the extent to which a user has consented to become a member of a particular organization. The three user types include Pending users, Confirmed users, Lite users, and External users.
Pending users
A user added with an email address that doesn't belong to a verified domain will receive an invitation through email, and will be Pending until they accept it.
Example:
You are adding Charles, who doesn't have a zylker.com email address, to Zylker. An invitation email will be sent to his personal email address. He will be a Pending User until he accepts the invitation and joins Zylker.
Confirmed users
A user who has joined the organization is considered Confirmed.
Admin operations, such as enforcing security policies and viewing Access History, can be performed once the user is confirmed. All the account details of a confirmed user can be modified and the account activity can also be managed.
Lite users
Lite users in an organization are those who will not own a Zoho One license. Contract employees, accountants, blue-collar employees, clients, and freelancers can be added as lite users in your organization.
A lite user license provides access to only specific applications with limited functionality compared to a user who owns a Zoho One license. This saves costs for users who do not need full access to all Zoho One apps.
External users
A user who is part of another organization is considered to be external. You will not be able to edit or update the account details of an External User, nor will you be able to manage their email addresses, password, mail settings, or account activity (including last login status). Only custom fields of an external user can be modified. However, you can assign them to applications, and manage their role in those applications.
For example, a freelancer from another organization who helps you with marketing promotions would be considered an external user.
For further assistance regarding external users, contact our support team.
User states
The state of a user indicates whether they have been made part of an organization. It is usually determined by whether an invitation email has been sent to them or not.
Not joined yet
An admin can invite a user to join the organization by sending an invitation email. If the user accepts the invitation but has not yet accessed Zoho One, their status will remain as Not joined yet.
User from a verified domain will be tagged directly as Not joined yet until they access Zoho One.
Not invited yet
An admin can add a user to the organization. When there is no invitation email sent to that user, then the user will be in the Not invited yet state.
For example, Amelia is the Zoho One organization owner. She hires around 50 people, with various designations like Product management, Sales, and Support, and imports them using the bulk import option.
Once the users are added, an invitation email can be sent.
State 1: When the invitation email is sent to users and when the users haven't accepted the invitation yet, they will be in the Not joined yet state.
State 2: The admin can send invites to a group of users after setting up the account and assigning applications. For users who have not joined the company yet, the invitation email will not be sent, and they will be in the Not invited yet state.
User status
User status is an indication of a user's interaction with the business system.
Active users
Active users who currently have access to their account.
Inactive users
Inactive users will no longer be able to access their account. You can activate the user by just clicking activate.
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