Adding users with ease

Adding users with ease

As we discussed in our last forum announcement, the simplest way to onboarding employees is adding them individually. Let's take a closer look at the process of adding users.

You can add users from the Users tab, from the Quick Actions menu, or from any screen where you need to select a user. For example, if you're assigning an app to users and realize you haven't yet added the user who'll need that app, you can add them from the User Picker field.



To learn about the conventional way of adding users from the Users tab, go through the comprehensive step-by-step guide to add users in our Knowledge Base. Meanwhile, here are a few best practices for adding users:
  • Add and verify a domain before adding users. If you're using Zoho Mail, this allows you to create mailboxes for the users as soon as they are added.
  • Add work locations before adding users. Choosing a work location autofills the Locale Information section of the Add User form.
  • Add custom fields before adding users, and fill them as you're adding new users, saving you time and effort later on.
  • To reinforce the user's account security, check Force user(s) to change password on login under Password. Also, use the Generate option to come up with the one-time password. This generates a secure password which meets all of our password guidelines, and also ensures that the user isn't stuck with a generic or insecure password.
  • Fill all the fields, not just the mandatory ones. This will be beneficial in the future, allowing you to use advanced filters and set up Conditional Assignment.
  • After adding a pending user, send the notification email right away. The user won't be able to access their Zoho One account without the activation link included in the notification email.
  • After adding a confirmed user, send their one-time credentials to yourself. If you're using Zoho Mail, the user will not be able to receive the notification email without the credentials.
  • After adding the user, perform the suggested actions such as Assign App and Assign Group to make sure the user is ready for work.


We hope this was useful. Our next announcement will be about importing multiple users through CSV or similar exported data files. Meanwhile, share your feedback in the comments and let us know what else you'd like to learn from us.



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