Set up Zoho One
Sign up for Zoho One
If you're new to Zoho, follow these steps:
- Go to Zoho One's homepage, then click ACTIVATE FREE TRIAL.
- Enter all the requested details, then click GET STARTED NOW.
- Go through the onboarding tour, choose a category to start with, then add your first set of Zoho apps.
Note: Although Zoho One provides all the included apps at no additional cost, we suggest you start with a few necessary apps and get acquainted with them. You can always add more apps later. - After the onboarding tour, confirm your Zoho account through the welcome email you received. Many admin operations can only be performed after confirming your account.
If you're already using any Zoho apps, follow these steps:
- Go to Zoho One's homepage, then click ACCESS YOUR APPS.
- Enter all the requested details, then click Create Account.
- Go through the onboarding tour to find the list of apps you're already subscribed to. Choose the apps you'd like to associate with Zoho One, then click Continue.
Note: If you are trying to add a paid app, then you need to upgrade your Zoho One trial plan to a paid subscription.
To understand and explore Spaces UI, visit our spaces guide. All the users in the chosen apps will automatically be imported to Zoho One. You can now manage them through the Zoho One admin panel.
Access the admin panel
Once you've completed the sign-up process, you can start exploring Directory, the admin panel of Zoho One. Zoho One's Directory is the central administrative console for managing your entire Zoho One implementation. It allows you to manage your workforce, monitor the apps you've added, and oversee your organization's security.
To access the admin panel:
- Sign in to Zoho One. You will land in Zoho One's Home.
- Click
on the top-right corner or Directory on the left menu, depending on your UI.
Build your organization
Now that you're in the admin panel, let's start digitally constructing your organization. The first thing you'll want to do in Zoho One is to add a domain. Many operations in the admin panel will require you to add a domain first. For example, you will not be able to sync your employees from your AD, or create mailboxes for them, without adding a domain first. So, let's start setting up your organization by adding a domain, verifying it, and enabling mail hosting. Learn more about domains
Next, you can create designations and add work locations. Designations are the job titles or official roles of your employees. Work locations are the branches or offices of your organization. Creating these can make onboarding and managing users easier.
Manage your apps
Now that you've set up most of your organization's structure, let's take some time to explore all the different apps you've added to Zoho One. Every Zoho app has its own settings, and configuring them will make it easier to assign users upon onboarding.
There are three types of apps that can be added to your organization:
- Zoho apps: These are the standard apps that come with your Zoho One subscription.
- Marketplace apps: These include Creator custom apps and SSO connectors for third-party applications.
- Non-directory apps: These are not available in the Marketplace. These include SAML apps, associated apps, and bookmarked apps.
During onboarding, you will be asked to select a business category your organization falls into. Based on the business category you select, certain Zoho apps that come under that category will be automatically added to your organization. Apart from these, there are also some default Zoho apps that will be added regardless of the business category you choose. These are Meeting, WorkDrive, Cliq, and Notebook.
You also have the option to add a Zoho app, add a new Creator custom app, or install a Marketplace app. Once you have added the apps you need, you can set about to configure and manage them.
Create groups
Creating groups should be your next step, as separating employees into manageable groups makes it effortless to administer them. In Zoho One you can create three types of groups: Collaboration Groups, Departments, and Smart Groups. Departments let you digitally recreate your organization structure, while Collaboration Groups let you create miscellaneous groups of users for specific needs. Smart Groups let you set criteria for a group and users who meet the criteria will get automatically added to the group. Learn more about the three types of groups.
Configure security settings
One of the main purposes of creating groups is that security settings can be applied to them; it's a very secure practice to have security settings and policies in place before onboarding employees. Security settings provide multiple ways to keep your organization and your employees safe, such as:
- Conditional Access Policy: Define rules that control how and when users can access their accounts.
- Routing Policy: Determine which authentication methods specific users must use to sign in.
- BYOK: Use your own key encryption key (KEK) for added security.
- Identity Providers: Authenticate users through third-party IdPs.
- Security Policy: Configure password policy, lockout settings, and session limits.
Set up conditional assignment
Once the apps are configured, they're ready to be assigned. Conditional Assignment can assign an app to everyone in a group, based on preset conditions. For example, you can set a condition to assign all the members of a group as Zoho Mail users, and all moderators of the group as Zoho Mail admins. The conditions will also apply to users as soon as they are added to a group, saving you the manual effort of assigning apps to users.
Onboard users
Once you set up your organization, you can start onboarding your employees. If you're migrating to Zoho One from your current environment, the easiest way to onboard employees is by syncing them from your AD server. If you do not have an AD server, you can export your employees from your current SaaS implementation and import them here through user data files such as CSVs or VCFs.
If Zoho One is your first SaaS implementation, you can add users manually in the Users tab.
Once your employees are added to Zoho One, you can add them to the groups you've created. Since apps and security policies are already assigned to the groups, they will automatically be assigned to the users when they are added to the group.
Delegate administration
Your organization is now completely set up. The only thing left to do is to administer and monitor it. You can always appoint additional admins to help you manage your organization. Zoho One supports has two types of pre-defined admins: Organization Admins can add and manage users, groups, and policies, while Service Admins can manage specific apps that have been added to Zoho One. You can either use these pre-configured admin roles or create your own role with tailored permissions through the Custom Roles feature. Learn more about admins and roles.
Additional reading
Congrats! You're done setting up your basic Zoho One organization. Now, start exploring these powerful features to optimize your Zoho One organization.
- Enable app-to-app Integrations.
- Set up Cloud LDAP integrated directory service.
- Centralize user management with Directory Stores.
- Shop other required services from our online Marketplace.
- Create Unified Client Portals to add and manage all customer portals at one place.
- Manage data using Dashboards, Audit Logs, and Reports.
- Track unusual activities in your organization through Anomaly Detection.
If you'd like to understand the admin panel further, go through the detailed admin guide. To explore the features available for users, visit our user guide.
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