User management is one of the most important responsibilities of a Zoho One administrator. From the Users section of the Admin Panel, you can add new members to your organisation, update their profiles, control their access to applications, and deactivate accounts when people leave the business.
You can invite users individually or import them in bulk using a CSV file. To add a single user, navigate to the Admin Panel, open the Users section, and click Add User. Enter the person's name, email address, and any other required profile details. You can assign a designation, work location, and role at this stage. Once saved, the user receives an invitation email with instructions to activate their account.
For organisations onboarding multiple people at once, the bulk import option saves significant time. Download the CSV template from the Import Users section, fill in the required columns (including first name, last name, and email address), and upload the completed file. Zoho One processes each row and sends activation emails automatically. Any rows with errors are flagged so you can correct and re-import them.
To update an existing user's details, locate the user in the Users list and click their name to open their profile. From here you can change their name, job title, department, reporting manager, work location, and contact information. Changes take effect immediately across all Zoho applications the user has access to, as Zoho One maintains a unified directory for the entire organisation.
Each user in Zoho One is assigned a role that determines their administrative privileges. The default roles are Super Admin, Admin, and Member. Super Admins have full access to all settings; Admins can manage users and applications within limits set by the Super Admin; Members have standard access with no admin capabilities. You can change a user's role from their profile page at any time.
From a user's profile, you can see which Zoho applications they currently have access to and make adjustments. You can grant access to additional apps, remove access to apps the user no longer needs, or configure app-specific roles. If you have set up conditional assignment rules, those rules apply automatically when a user's profile details change.
When a person leaves your organisation, deactivating their account immediately revokes access to all Zoho applications while preserving their data. To deactivate a user, open their profile and select the Deactivate option. Deactivated users do not count towards your licence but their records remain visible to administrators. If you need to permanently remove a user, you can delete them after deactivation, though this action cannot be undone.
The Users section includes search and filter tools to help you manage large directories. You can filter by status (active, inactive, invited), by role, by department, or by work location. The search bar supports lookups by name or email address, making it straightforward to locate a specific person in organisations with hundreds of users.