How to Activate & Deactivate users in Zoho One ?
Introduction
Managing user access in Zoho One is essential for maintaining security, controlling costs, and ensuring compliance across your organization. This guide walks you through the steps to deactivate or activate a user in Zoho One using both the mobile app and web portal. It also includes useful tips to help you stay efficient and compliant.
Step-by-Step Instructions:
Deactivate a User in Zoho One
Using the Mobile App
On iOS Devices:
- Open the Zoho One app on your iPhone or iPad.
- Tap the menu icon in the top-right corner.
- Tap and hold the user you wish to deactivate.
- Tap Confirm to finalize the action.
On Android Devices:
- Launch the Zoho One app on your device.
- Tap the menu icon in the bottom-right corner and select Users.
- Tap and hold the user to bring up action options.
- Select Deactivate, then confirm the deactivation in the pop-up.
Tip: Deactivated users immediately lose access to Zoho One services. If they were assigned to SAML apps (Directory or Non-Directory), make sure to deactivate them within those apps separately to avoid unnecessary charges.
Using the Web Application
- Sign in to your Zoho One admin console.
- In the left-hand menu, click Directory, then select Users.
- Search for and click on the user you want to manage.
- Click Deactivate.
🔒 Security Tip: Deactivation is an effective way to suspend access without losing user data. Ideal for temporary leave or role transitions.
Important Notes on Deactivation:
- Deactivated users no longer have access to their Zoho One account.
- Licenses associated with deactivated users can be reassigned or removed to free up capacity.
- If the user was linked to SAML-based apps, you must deactivate them separately in those apps.
- The email address of an inactive user cannot be reused as an alias until the user is permanently deleted from the organization.
Activate a User in Zoho One
Using the Mobile App
On iOS Devices:
- Open the Zoho One app on your device.
- Tap the menu icon in the top-right corner.
- Under Users, select Inactive Users.
- Tap and hold on to the user you want to reactivate.
- Tap Activate.
On Android Devices:
- Open the Zoho One app.
- Tap the menu icon in the bottom-right and select Users.
- Use the dropdown to switch to Inactive Users.
- Tap and hold on to the desired user.
- Tap Activate.
💡 Tip: Use the Inactive Users filter to quickly find users who are no longer active, saving time during account reactivation.
Using the Web Application
- Log in to your Zoho One admin portal.
- Click Directory, then go to Users.
- Search for and click on the user profile.
- Click Activate.
License Tip: You cannot exceed the number of active users allowed by your subscription. If needed, purchase additional licenses or deactivate another user before reactivating.
Optimize User Management in Zoho One
- Regularly review user activity and deactivate dormant accounts to keep your system secure and cost-effective.
- Use filters like Active and Inactive Users to manage large teams more efficiently.
- Ensure license limits align with your organization’s size to avoid disruptions during onboarding or reactivation.
