How to Import Users?

Importing users lets you add or update several people in your organisation’s Zoho One directory at once, using a spreadsheet or contact file, instead of adding them one by one. It’s useful for onboarding new starters in bulk or updating existing records.

Before you start

• If you plan to assign mailboxes during import, make sure Zoho Mail is integrated with Zoho One.
• You need admin access to the Directory.
• Your import file must be correctly formatted, with a unique, valid email address for every user.

Supported file formats

You can import using XLS, XLSX, CSV or VCF files. CSV is the most widely compatible format across systems.

How to import users

1. Sign in to Zoho One with an administrator account and go to Directory.
2. Click Users, then open the options menu and select Import.

3. Choose your prepared file and select the correct character encoding, such as UTF-8, then click Next.

4. Map each column in your file to the matching Zoho One field. If your file has no password column, set up a common temporary password for the imported users instead.

5. Review the import summary. Zoho One validates the data and lists any entries with errors, such as a missing or invalid email address.
6. Resolve the errors and re-import the affected rows, or skip them and continue with the rest.

Tips

• Use Zoho’s sample import template to keep your file’s formatting consistent.
• Check you have enough user licences before importing a large batch.
• If you import users with temporary passwords, encourage them to set a personal password and enable two-factor authentication on first login.