Groups - Add Department | Admin Guide - Zoho One

Add department

The steps to add department vary between the two User Interface versions supported in Zoho One. Select the UI version you use from the below tabs and proceed with the steps.
Spaces UI
Unified UI
Mobile UI
Spaces UI
  1. Sign in to Zoho One, then click  on the top-right corner. 
  2. Go to Groups, then click Add Group.
  3. Enter the department's Name, Description, and Email Address. The department email address will act as an email alias for all the employees in the department.
  4. Choose Department under Type.
  5. Assign the Department Head, and add Moderators, Members, and Followers to the department.
    1. Department Head: Usually, an employee cannot be a Member in more than one department. However, a single manager might supervise multiple departments, and might need updates from all those departments. Those managers can be assigned as the Department Head in all the departments they oversee.
    2. Moderators: Moderators can add or remove members and manage department settings.
    3. Members: Members are the non-privileged employees present in the department.
    4. Followers: There may be cases where an employee needs to be part of multiple departments. For example, support agents might need to stay in touch with the Production and Management teams in order to keep their knowledge bases updated. In those cases, the employee can be added to additional departments as a follower. They will have access to all the resources of the additional departments, but will only be considered a Member of their primary department.
  6. Click Add.
Unified UI
  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Groups, then click Add Group.
  3. Enter the department's Name, Description, and Email Address. The department email address will act as an email alias for all the employees in the department.
  4. Choose Department under Type.
  5. Assign the Department Head, and add Moderators, Members, and Followers to the department.
    1. Department Head: Usually, an employee cannot be a Member in more than one department. However, a single manager might supervise multiple departments, and might need updates from all those departments. Those managers can be assigned as the Department Head in all the departments they oversee.
    2. Moderators: Moderators can add or remove members and manage department settings.
    3. Members: Members are the non-privileged employees present in the department.
    4. Followers: There may be cases where an employee needs to be part of multiple departments. For example, support agents might need to stay in touch with the Production and Management teams in order to keep their knowledge bases updated. In those cases, the employee can be added to additional departments as a follower. They will have access to all the resources of the additional departments, but will only be considered a Member of their primary department.
  6. Click Add.

Mobile UI

For iOS devices:

  1. Open the Zoho One app on your mobile device.
  2. Tap at the bottom, then tap CREATE GROUP.
  3. Tap Department, then enter the Department name, Group email, and Department description.
  4. Tap Next, assign the Department head, and add Moderators, Members and Followers.
    1. Department Head: Usually, an employee cannot be a Member in more than one department. However, a single manager might supervise multiple departments, and might need updates from all those departments. Those managers can be assigned as the Department Head in all the departments they oversee.
    2. Moderators: Moderators can add or remove members and manage department settings.
    3. Members: Members are the non-privileged employees present in the department.
    4. Followers: There may be cases where an employee needs to be part of multiple departments. For example, support agents might need to stay in touch with the Production and Management teams in order to keep their knowledge bases updated. In those cases, the employee can be added to additional departments as a follower. They will have access to all the resources of the additional departments, but will only be considered a Member of their primary department.
  5. Tap Add.

For Android devices:

  1. Open the Zoho One app on your mobile device.
  2. Tap at the bottom, then tap CREATE GROUP.
  3. Tap Departments, then enter the Department Name, Department Mail, and Department Description.
  4. Tap Next, assign the Department Head, and add Moderators, Members and Followers.
    1. Department Head: Usually, an employee cannot be a Member in more than one department. However, a single manager might supervise multiple departments, and might need updates from all those departments. Those managers can be assigned as the Department Head in all the departments they oversee.
    2. Moderators: Moderators can add or remove members and manage department settings.
    3. Members: Members are the non-privileged employees present in the department.
    4. Followers: There may be cases where an employee needs to be part of multiple departments. For example, support agents might need to stay in touch with the Production and Management teams in order to keep their knowledge bases updated. In those cases, the employee can be added to additional departments as a follower. They will have access to all the resources of the additional departments, but will only be considered a Member of their primary department.
  5. Tap ADD.