How to Activate and Deactive users in Zoho CRM
Introduction
In any growing business, team structures change. People may switch departments, go on leave, or no longer need access to the CRM. In such cases, it’s important to know how to deactivate or activate users in Zoho CRM without disrupting your workflow.
Deactivating a user is not the same as deleting them. It simply removes their access while keeping their data and role intact. This guide explains how to deactivate a Zoho CRM user when needed—and how to reactivate them later if required.
Step-by-step Instructions
How to Deactivate a User in Zoho CRM
You’ll need Administrator privileges to do this:
- Log in to Zoho CRM as an Admin.
- Go to Setup → General → Users.
- In the Users page, select the Active Users view.
- Tick the checkbox next to the user(s) you want to deactivate.
- Click Deactivate.
The user will be moved to the Inactive Users list.
A system-generated email will be sent to let them know.
What Happens When You Deactivate a User
- The user loses access to Zoho CRM.
- Their login credentials are disabled.
- Their CRM data is retained.
- You can reassign their licence to someone else.
- Your licence count stays the same (you will still be billed unless reduced in subscriptions).
How to Activate a User Again
If you need to restore access for a deactivated user:
- Log in to Zoho CRM with the Admin rights.
- Go to Setup → General → Users.
- In the Users page, switch to the Inactive Users view.
- Tick the box next to the user(s) you want to activate.
- Click Activate.
The user will regain access.
A system email will notify them of reactivation.
Tips for Managing Users in Zoho CRM
- Deactivate users instead of deleting them if you plan to reassign or restore them later.
- Always transfer record ownership before deactivating to avoid data gaps.
- To reduce your CRM billing, visit Zoho Subscriptions and update your license count.
- Use Inactive Users view to keep track of deactivated accounts.
