The new user classification methods

The new user classification methods

In the new Zoho One, you might have noticed that users are now classified in multiple ways. Every user has a Status (Active or Inactive), a Type (Confirmed, Pending, or External), and a State (Not invited yet or Not joined yet). Understanding what they mean and how they can be used can simplify your day-to-day operations.
 
In this article, we'll discuss the various classification methods and how you can leverage them to your advantage.

User Status

The main purpose of User Status is license management and, by extension, access restriction for ex-employees.
  • Active Users are the licensed users with access to Zoho One
  • Inactive Users are users who no longer have access to your organization's apps
The number of Active users in your organization can never exceed the number of licenses you have purchased. When a user is deactivated, they immediately lose access to Zoho One, and the license they had been using is freed up.
 
You can use User Status to ensure you aren't paying for any unnecessary licenses and to ensure the users who are no longer in your organization have had their access revoked.

User Types

User Types are used to determine if the user is a part of your organization. A Pending User is someone who hasn't yet verified that they belong to your organization, a Confirmed User belongs completely to your organization, and an External User is someone who only partially belongs to your organization. 
 
You can use User Types to understand the level of control you have over a particular user:
  • You'll be able to completely manage Confirmed Users. You can perform all admin operations such as editing user details, resetting passwords, managing email settings, managing group memberships, and applying security policies.
  • You'll have slightly less control over Pending users. You can assign them applications, add them to groups, and invite them to become Confirmed Users; you will not be able to create mailboxes or perform actions such as resetting passwords.
  • External Users are the most independent. You can only assign applications to them; you will not be able to edit their details, add them to groups, or apply security policies to them.

User States

Onboarding in Zoho One has three steps:
  1. You add a user in the Admin Panel.
  2. You send the user an email containing the invitation or the sign-in credentials. You can do this either while adding a user or later.
  3. The user accepts the invitation and joins the organization.
User States are used to give you some context on the user's onboarding journey. If a user has been added to Zoho One without being invited, they will be tagged as Not invited yet. You will now be shown a button to send the invitation email to the user.
 
Once the invitation has been sent, the user will be tagged as Not joined yet until they accept the invitation. You will now be shown a button to send a reminder email to the user.
 
You can use User States to monitor the user's onboarding journey and lend a guiding hand if they hit a roadblock. For example, if a user stays in the Not joined yet state for too long, might be because they haven't seen your invitation yet. You can advise them to check their inbox and spam folders for the invitation email.


Now that you know the purpose of the various classification methods, we hope you'll be able to monitor and manage your organization better! Please share your feedback in the comments section.

    • Sticky Posts

    • Connect with Zoho users from your industry, virtually!

      A couple of years ago, we started setting up industry-wise channels for users with similar businesses to chat and discuss Zoho contextually. We started with Real Estate and E-commerce sectors, creating a chatroom and hosting regular meetups on niche areas

    • Feature update: Advanced security settings

      We've previously written about how using security policies could be beneficial for admins. To enable you to better protect your organization, we've come up with a few additional settings for security policies in Zoho One that can be used to regulate your users' web sessions. What are web sessions? A web session refers to the period of time you stay signed in to your Zoho One account. You create a new web session every time you sign in to Zoho One (or any of its included apps), and this session exists

    • Recent Topics

    • Duplicate Accounts

      Hi There, I am looking for a solution, script, workflow or anything to solve an issue we have - in our customers section we have a rule that doesn't allow duplicates, however Zoho will allow customers with xxxxx and xxxxx PLC or LTD so effectivley we

    • Error with If formula

      I've got this super simple If formula, what is the reason for the error? If ( LEN(${Leads.Trial Slot Option}) == 3,'y','n') Syntax Error. Check the examples for any functions you're using to see if you formatted them correctly. Make sure your fields are

    • Announcing Multi-language Support in Zoho FSM

      Zoho FSM now speaks your language. The much-awaited multi-language support is now available in Zoho FSM. The following languages are supported in Zoho FSM: Dutch (Nederlands) English - United Kingdom English - United States French (français) French -

    • Creating multiple CRM leads from a Zoho Forms subform

      Hi all, We have a heavily used intake form that is used for new leads as a part of our intake. There is a subform that allows the lead to add additional team members, their titles and other basic info. That form submission creates a new Lead and the subform

    • Free webinar! Build smarter apps with Zoho Sign and Zoho Creator

      Hello, Bring the power of digital signatures to the apps you build in Zoho Creator! Connect Zoho Sign as a microservice and enable seamless e-signature workflows in your applications. This integration allows you to automate signing tasks using Deluge.

    • Restrict Addresses in Zoho Forms?

      In the address field, is there a way to restrict the addresses that auto populate (via Zoho Maps or Google Maps) to a specific state (I know it's possible with the country). Additionally, how often does the address in Zoho Maps get updated? Certain addresses

    • Weekly Tips: Secure your attachment downloads with Zoho Mail

      Safety is one of our main concerns, whether it’s about device security or online protection. We use tools like fingerprint scanners, facial recognition, and two-factor authentication to keep our devices and email accounts secure. We use methods like OTP

    • Resume Harvester: New Enhancements for Faster Sourcing

      We’re excited to share a set of enhancements to Resume Harvester that make sourcing faster and more flexible. These updates help you cut down on repetitive steps, manage auto searches more efficiently, and review candidate profiles with ease. Why we built

    • Looking for best practices to import data from SAP Business One (on-prem) into Zoho Analytics via Zoho DataPrep / Databridge — daily automated schedule

      Hi all, I’m using SAP Business One on-prem (SQL Server / or HANA — depending on DB backend) as our ERP. I want to build a pipeline that, every morning at 9:00 AM IST: pulls transactional data (invoices, customers, products, stock, etc.) from SAP B1, loads

    • Zoho One Unified Portal - Applications

      Hello, It is great to see the work on the New Unified Customer Portal. Thanks for that. The number of applications is limited though. It is now only around the Zoho Books ecosystem (Books, Expense...) and Zoho Social. = Are other applications planned

    • Marketing Tip #10: Start a customer loyalty program

      Winning a new customer is great, but keeping them coming back is even better. A loyalty program rewards repeat buyers with points, giving them more reasons to shop again. Over time, this builds trust and long-term relationships. Try this today: Set up

    • Zia Actions: AI-powered Workflow Automation for Faster and Smarter Execution

      Hello everyone, Updated on 12th Dec 2025 Zia actions for Workflow is available for Enterprise edition ONLY. These features are currently available in the following DCs: US, CA, EU, IN, and AU Email Auto reply and Content Generation are available as Early

    • Do Individual Forums within Categories, in Desk Community, Produce Their Own RSS Feed?

      Do Individual Forums within Categories, in Desk Community, Produce Their Own RSS Feed? If not, can anyone share a work-around that could help me get an RSS feed for individual category forums?

    • Incremental Migration Issue – Ticket Showing Resolution on Dec 9 Despite Urgent MX Cutover (Ticket ID: 152080262)

      I am experiencing an issue with Zoho Mail incremental migration from Rackspace. The initial full migration completed successfully, but the incremental migration for one mailbox failed immediately with the message: “User not exist” This appears to be a

    • Change Last Name to not required in Leads

      I would like to upload 500 target companies as leads but I don't yet have contact people for them. Can you enable the option for me to turn this requirement off to need a Second Name? Moderation update (10-Jun-23): As we explore potential solutions for

    • Resend Client Portal Invitation + View Email Delivery Status

      Hi Zoho Team, We hope you are doing well. We would like to request two important enhancements related to the Zoho Creator Client Portal invitation process. At the moment, when we add a user to the Client Portal, Zoho Creator automatically sends an invitation

    • Get user last login

      1. Is there a way to programmatically get the last user login to trigger certain workflows? 2. Is there a way to programmatically access the custom fields on a user's account?

    • Seeking Zoho Creator Expert (Delivery Management App / Logistics Ops) — Built & Deployed Before

      Hi everyone, We’re building a Delivery Management App (focused on delivery operations for now) using Zoho Creator. We’re looking for a Zoho Creator expert who has already developed and deployed a similar delivery/workflow system and can assist us with

    • Adding Multiple Files to a Zoho Vault Entry

      There is a old blog post talking about adding multiple file attachments to one Zoho Vault Secret: https://www.zoho.com/blog/vault/introducing-new-features-in-zoho-vault-powerful-password-sharing-wider-storing.html Is that still possible, I can see how

    • FNB South Africa Bank Feed

      I should've thought this wouldn't work. As suspect, Zoho claims to be able to pull bank feeds from First National Bank (South Africa), but fails everytime. I suppose Xero (or even Sage One) is the way to go? If they (miraculously) get it to work again,

    • Dropshipping Address - Does Not Show on Invoice Correctly

      When a dropshipping address is used for a customer, the correct ship-to address does not seem to show on the Invoice. It shows correctly on the Sales Order, Shipment Order, and Package, just not the Invoice. This is a problem, because the company being

    • Zoho unreliable

      Some mails are delivered, others not. How can I trust Zoho any more? Some friends get my e-mail, some don't. Same with receiving e-mails: Some I get, some not. If I use Google, everything works well. But Zoho?!!! How to solve this problem? I already reported this problem before, but didn't get any reply. Thanks, Kim

    • the custom domain forwards by default to the old career site / how to switch it off??

      dear friends, how to switch off the old version of the career site?? The set up custom domain forwards directly to the old site, so that I cant publish it... Any ideas? Thank you! KR, Victoria

    • Preserve Ticket Issue Mapping When Migrating from Jira to Zoho Projects

      Hello Zoho Projects Team, We hope you are doing well. We are currently exploring a full migration from Jira to Zoho Projects, and we identified a critical limitation during the migration process involving Zoho Desk integration. Current Situation: We use

    • Recording Shopify/Amazon fees in Zoho Books - Zoho Inventory

      We are currently flushing out the connections between Shopify/Amazon and Zoho Inventory. For other users of Zoho Books - Zoho Inventory, where and at what point do you record the merchant fees associated with theses channels? I have gotten mixed responses

    • Pre-fill webforms in Recruit

      I don't want to use the career site portal (as I have my own already), but I would like to direct users to the application forms for each role, from my website job pages. Is there a way to pre-fill fields in Recruit application forms, so that I only have

    • Function #8: Add additional charges to invoices

      Here goes one of the highly sought-after custom functions in Zoho Books. If you find yourself needing to apply additional charges to customers on their invoices (say credit card surcharges, or fuel charges applicable to customers from a certain region,

    • Taxes Payable Adjustment

      I am from Canada and I need to make an adjustment to my Taxes Payable (HST) account.  Basically I need to take a portion of the amount within Taxes Payable and expense that portion to another account.  The adjusting entry would like like the following:

    • ASAP Widget Not showing "My Tickets"ed

      Hello Team, I have created a ZOHO ASAP Widget and embedded to my portal app.clearvuiq.com , widget renders ok and I can open tickets from widget. However I want my opened tickets to be visible in the widget. How can I achieve that?

    • Bug Causing Major Sync & SO Access Failures in Zoho POS

      We are experiencing critical and recurring issues in Zoho POS that all trace back to role-permission handling defects in the latest POS app version. These issues directly affect syncing, login ability, and Sales Order access for role-restricted users

    • How to view CRM Sales Orders in Desk

      What's the usual way to view all CRM sales orders linked to a contact, when viewing a ticket in Desk? I don't want to have to open a new tab to see the order in CRM. And the Desk CRM sidebar doesn't seem to be configurable. Would I have to use an extension

    • Kaizen #219: Actions API - Webhooks APIs - Part 1

      Hello all!! Welcome back to a fresh Kaizen week. In the previous weeks, we covered Workflow Rules APIs, Actions APIs - Email Notification APIs, Tasks Update API, and Field Update API. This week, we will continue with another Actions API - Webhooks API

    • Pricing Strategies: #3 Services never Stop with just Plans

      "Hey, while you're here, could you also take a look at the vegetable patch?" Aaron hears that line almost every week. He runs a small gardening service, the kind where customers subscribe to a simple monthly plan that includes basic maintenance, mowing,

    • Cropping Photos for Zoho Sites

      Hi, I'm wondering if there is a built in crop tool for zoho sites for my photos so I can crop them and see what the crop looks like on the site?

    • bulk edit records and run internal logic

      hi there is few logics in manner "it this than that" logics work well when i edit entry openning it one by one (via workflow "on add/edit - on success" , for custom field "on update/on user input") but when i try bulk edit records - logic does not work.  how can i turn on logic to work as programmed - for mass editing records via bulk edit?

    • WebDAV / FTP / SFTP protocols for syncing

      I believe the Zoho for Desktop app is built using a proprietary protocol. For the growing number of people using services such as odrive to sync multiple accounts from various providers (Google, Dropbox, Box, OneDrive, etc.) it would be really helpful

    • Possible for first Signer of Sign Form to specify the next signer in the sequence

      We have many use cases where multiple signers need sign the same document. We'd love to be able to use sign forms, where the a signer who uses the Sign Form link can specify the name and email address for the next person in the sequence.

    • BUG: Can't copy-paste data outside Sheet

      Currently I can't paste data copied from inside any of my Zoho Sheet files to any other app. Copy-paste works inside the sheet It does NOT work between two different sheets These sheets are built from automation templates Everything works fine if I create

    • Zoho CRM Community Digest - November 2025 | Part 1

      Hello Everyone! Here’s what came through in the first half of November: new updates and a few helpful community discussions with real, notable solutions. Product Updates: Android App Update: Inctroducing Swipe Actions You can now swipe left or right on

    • Upload own Background Image and set Camera to 16:9

      Hi, in all known online meeting tools, I can set up a background image reflecting our corporate design. This doesn't work in Cliq. Additionally, Cliq detects our cameras as 4:3, showing black bars on the right and left sides during the meeting. Where

    • Next Page