Manage Users

Managing Users

Organization Model

Zoho Analytics allows you to manage your account and collaborate with your colleagues and users with a segregated space called Organization. The Account Administrator of the organization is allowed to control the permissions, add/delete the users in his organization and manage the subscription of his organization account.

Collaboration in Zoho Analytics happens through sharing. When you share a report, the shared users will be able to access the report from your organization by logging into their account. Zoho Analytics provides a role-based access control. Each role has a set of permission that allows you to perform only specific tasks in Zoho Analytics.

Each Organization account falls under a plan. You can check the plan of your Organization by clicking on the Settings link on the top right corner, once you log into Zoho Analytics. Your account space (rows, users, Workspaces, scheduled imports etc) depends on the plan that you have subscribed for. The number of users with whom you can share your reports and dashboards privately depends on your plan`s user limit

Click here to learn more about Managing Organizations.

The Administrator of my Organization has purchased a paid plan. But my account is still in a free plan. Why?

The subscription of an account is associated along with the organization. Therefore you will be able to enjoy the benefits of the paid plan as long as you are in the organization that has been shared to you by the Account Administrator. If you have created a new Organization then the subscription of your Organization account will be applied to it. 

User Roles in Zoho Analytics

Zoho Analytics has a role-based access control. They are types of role are captured in the below table. 


Account Administrator is the person who owns the Zoho Analytics account and has the authority to perform all possible operations available. This includes creating an Organization, Workspace, creating reports/dashboards, managing users, sharing reports, managing subscription etc.

There can be only one administrator for an account.

Organization Administrator is the person who is the admin of an organization in Zoho Analytics. An Organization Administrator has access to all the workspaces within the organization. An Organization Administrator can perform all the operations inside their Organization except add, activate, and deactivate another Organization Administrator.

The Organization Administrator can only be added by the Account Administrator. Refer to the topic Managing Organizations to learn how to add an Organization Administrator to an account. Please do note that this option is available only for the users of the Standard plan and above.


Workspace Administrator (previously known as Database Owner) is the person who is the admin of a specific Workspace(s) in a Zoho Analytics Organization. Workspace Administrator can perform all the operations in a  Workspace, except deleting or renaming the Workspace. They cannot backup Workspaces. 

The Workspace Administrator can be added by the Account Administrator and the Organization Administrator. Refer to the topic Multiple Workspace Administrator to learn how to add a Workspace Administrator to an account. Please do note that this option is available only for the users of the Standard plan and above.


User is a person who can access the Organization shared with him, by the Account Administrator, the Organization Administrator, or the Workspace Administrator.

Users can access the shared information only by logging in to his/her account in Zoho Analytics. Click to learn about "Sharing and Collaboration".

Managing Users Add, Delete, Activate and Deactivate Users

In Zoho Analytics, the term user is applied to anyone who can access the Organization that you have created. The Account Administrator of the Organization can add, delete, activate or deactivate users in his/her account. 
In Zoho Analytics, there are two basic types of users - Public and Private.

  • Public users are anonymous users (unauthenticated users) who can access a view in a Zoho Analytics account without logging into Zoho Analytics (with username & password). For example, users who access a report embedded (created in Zoho Analytics) in a public website are classified as Public Users. These users are not included in the Zoho Analytics user limit.
  • Private Users are users with whom you privately share your views. Private users are required to have a Zoho Analytics account and they need to log in with their username and password to access the views shared to them in that corresponding Zoho Analytics account.

Adding a User

An Administrator can add users to the Organization account. The administrator can add a person as a user by simply sharing a view privately to him/her. The email address that you enter while sharing gets added as a user in your account. A user with Workspace Administrator role can add users to the Workspace by sharing the views to the users.

Alternatively, the Account Administrator can directly add users into his/her Organization from the Manage Users page by entering their email addresses.

To Add a user:

  • Open Settings using the link at the top right.
  • Select Manage Users tab.
  • Now, click Add New Users option.
  • In Add New User dialog box that appears, you can add users by selecting them from your Zoho/Google Contacts or by typing them.

  • After specifying the users, click Add.


  • By default, all the new users added to an account from the Manage Users page or by sharing a report will be set to Active state and will be counted into Zoho Analytics account user limit. 
  • If you remove a user from sharing any views (reports) in your account, he/she will still be active in your account. Hence to remove a user from your account please delete/deactivate him/her from the Manage Users page.

Deleting a User

You can delete users who are no longer needed in your Organization, anytime you want. When you delete a user from your account, all privileges that you have assigned to that user will be completely removed.

But, if you want to retain the user account (i.e. the privileges granted to the user) while denying the user access for some time, consider deactivating the user account, which is discussed in the next section.

To delete a user:

  • Open Settings using the link at the top right.
  • Select Manage Users tab.
  • Select the users you wish to delete.
  • Click Delete User button.

Deactivating a User

Zoho Analytics allows you to temporarily deactivate a user, retaining the user information instead of completely deleting the user. By doing so, all the privileges that you have granted will become instantly unavailable to the user. These privileges can be reinstated at a later point while reactivating his account.

Deactivate option might also be useful in the situation where you have reached the maximum user limit in your account and you want to add one or more users to your account as a replacement. In such cases, you can deactivate the unwanted users and add the required users to stay under your Zoho Analytics account user limit as imposed by the pricing plan your account is in.

To deactivate a user:

  • Open Settings using the link at the top right.
  • Select Manage users tab.
  • Select the users you wish to deactivate.
  • Click Deactivate Users button at the top or click Active toggle button against the user to deactivate the user.

Reactivating a User

Users with whom you want to share the views in your Organization must be active before sharing. In case you have deactivated a user, you can use this option to activate them. On activating a user all the privileges that you had granted to him/her earlier will become instantly available.

To activate a user:

  • Open Settings using the link at the top right.
  • Select Manage Users tab.
  • Select the users you wish to activate.
  • Click Activate Users button or click Inactive button against the user to activate the user.

User Limit

Zoho Analytics pricing model is structured based on the number of private users with whom you collaborate. Any user with whom you privately share your data (tables, reports, dashboards and Workspaces) from your account is considered as a User for your account. 

Zoho Analytics has a user limit based on your subscription plan. You can check your plan by clicking on the Settings link on the top right corner, once you log into Zoho Analytics. In Zoho Analytics pricing model the Account Administrator and the Workspace Administrator are also considered as Users (refer to this section to know about adding a User).


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