How to Transfer and Delete users in Zoho CRM

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When someone leaves your organisation or moves to a different team, transferring and deleting their Zoho CRM user account properly keeps your data secure and your CRM up to date. Before deleting a user, you need to decide what happens to the records they own, such as contacts, deals or tasks.

Who can delete a user

Only the Super Administrator can delete a user.
Deleting a user removes them from your CRM, but not from your wider Zoho account or subscription.
The user still counts toward your purchased licence count unless removed through Zoho Subscriptions.

Before deleting a user: choose a transfer option

When deleting a user, Zoho CRM offers two options:

Delete without transferring records

Use this if the records are co-owned or already assigned to other team members.

Transfer records before deleting

You can transfer:

All open records in Deals and Activities (closed records still show the deleted user’s name).
Assignments, such as owner updates and workflow participation.
Rule based associations, including workflows, approvals, blueprints and case escalations, where the user is the record owner.

How to delete a user in Zoho CRM

Go to Setup > General > Users.
Select the user you want to delete.
Click Delete this User.
In the pop-up, choose Delete without transfer, or choose Transfer now.
If transferring, select a new user in Transfer to and tick the boxes for record ownership, assignment and criteria.
Click Delete.

Deleting a user with reporting hierarchy enabled

If the user has subordinates reporting to them, you must either:

Transfer the subordinates to another user at an equal or higher level in the hierarchy, or
Leave them without a manager (non-reporting).

What stays and what does not transfer

Some data and references to the deleted user remain in the system even after deletion.

Retained

The deleted user’s name in system fields such as “Modified By” or “Last Updated By”.
Roles, groups and territories the user was part of.
Scoring rules that reference the user.
Reports the user’s email was shared to (they will no longer receive them).

Not transferred

Notes written by the deleted user.
Zia notifications and push alerts.
In-product reminders, alerts and email notifications.
Reports and dashboards shared specifically with the deleted user.
Auto-follow rules, webhook parameters and telephony configuration linked to the user.
Storage used by the deleted user.

Tips

Always transfer ownership of key records before deleting a user.
Review workflows and blueprints to update any references to the deleted user.
Clean up user specific filters, reports and views afterwards.
Adjust your licence count in Zoho Subscriptions to avoid paying for unused licences.

Frequently asked questions

Who can delete a user in Zoho CRM?

Only the Super Administrator can delete a user.

Does deleting a user free up a licence immediately?

No. The user still counts toward your purchased licence count unless you remove it in Zoho Subscriptions.

What happens to a deleted user’s notes and reminders?

Notes they wrote, along with their reminders, alerts and Zia notifications, are not transferred and are removed with the user.

Need help?

Need help planning a user transfer or deletion in Zoho CRM? Contact support@thoughtlogik.com or see our Zoho implementation services.

How to Transfer and Delete users in Zoho CRM

Who can delete a user