Once users are part of your Zoho Analytics organisation, the Manage Users tab under Organization Settings is where you view them, activate or deactivate them, change their role, or remove them entirely.
Note: The Organization Administrator and Workspace Administrator roles are available on the Standard plan and above.
Activating or Deactivating a User
A user can be temporarily deactivated without deleting them. Only active users count toward your licence limit, so this is a genuine way to free up a seat for someone on leave or between roles, without losing their history.
- Go to Organization Settings, then General, then Manage Users.
- Find the user in the list.
- Under the Status column, use the toggle next to their name. Toggled off deactivates them and blocks organisation access; toggled on reactivates them.
A reactivated user keeps whatever role and permissions they had before deactivation.
Changing a User's Role
- Go to Organization Settings, then General, then Manage Users.
- Hover over the user and click Change role under the Roles column.
- Select the new role (User, Viewer, Org Admin, or a Custom role) from the drop-down.
- Tick the box to notify the user by email if wanted, then click Apply.
The change takes effect immediately.
Deleting a User
- Go to Organization Settings, then Manage Users.
- Hover over the user you want to remove and click the delete icon.
Deleting a user removes their access permanently, though they can be re-invited later if needed.
What happens to their content: Deleting a user doesn't affect the reports or dashboards they created. If they hold shared views created from tables shared with them by an admin, you'll be prompted to choose between transferring those views to the Account Administrator (giving them full data access), or permanently deleting the shared views instead. If the user being removed is themselves an administrator, all views they own transfer to the Account Administrator automatically.
A Couple of Things Worth Knowing
- A Workspace Administrator cannot create a new workspace; only the Account Administrator and Organization Administrators can. A Workspace Admin can only manage the workspaces they've been made an admin of.
- Adding a Shared User or Viewer to your organisation doesn't automatically give them access to anything. They won't see any reports until an administrator actually shares specific views with them.
Need help? 1 Cloud Consultants can help you manage users, roles, and deletions in Zoho Analytics without losing important shared reports along the way.
Book a discovery call with 1 Cloud Consultants.