Table of contents
- How do I add a user to my organization?
- Where are all the users in my organization listed?
- What are active, inactive and pending users?
- How do I view the list of active, inactive and pending users?
- How do I view the profile of an user?
- How much control does an admin have over an user in his organization?
- How do I track an user's account activity?
- How do I monitor the groups of an user?
- How do I unassign a group for an user?
Being the admin of the organization, you along with all the other administrators of your organization on Zoho Chat will have access to a Manage option in the top bar of the interface as pointed out in the image below.
Click on Manage, after which the Admin Panel will be visible to you. In the left pane, you will see the Users option, click it. Once the Users view is open, click the (+) icon to add a new user to your organization.
Enter the required details and click the Add button. A request mail will be sent to the invitee to join the organization.
Click on Manage option on the top bar of the interface to access the Admin Panel.
Click on Manage, after which the Admin Panel will be visible to you. In the left pane, you will see the Users option, on clicking of which you can see all the users in your organization.
All the users in an organization on Zoho chat are classified into the following types:
Active users: All the current users in your organization are defined as active users.
Inactive users: The users the administrator has blocked out from his organization after accepting their request to join the organization at first.
Pending users: The users to whom the administrator has sent out requests to join his organization but the users haven't accepted the request yet.
In the Admin panel, under the Users option, in the top bar you will see a dropdown option which by default is at the All Users option, which lists all the Active users. Click on the dropdown and you will get to see the other two options of Inactive users and Pending users. Click on any option and the corresponding list will be displayed.
In the Users view in the Admin Panel, Click on any user and you will get to see the entire details of an user. The details displayed will include name, alias, email address, location of work, mobile number, time zone, last login, the groups user is listed in and user's account activity.
The Admin has complete control over the users in his organization. The attributes the admin has control over includes:
Deactivate User: In the Users view in the Admin Panel, Click on the user you choose to deactivate, if the user is active it will say so on the right top corner of the screen. On clicking on Active, an option to deactivate the user will be displayed.
Edit Profile: In the Users view in the Admin Panel, Click on the user whose profile you intend to edit, under the user's information you will see a link to Edit Profile.
An Edit Profile window will pop up, as shown in the image below. You can then edit details such as name, country, timezone and contact details of the user. Click on Update to finish.
Manage email address: In the Users view in the Admin Panel, Click on the user whose email address you intend to edit, under the user information you will see a link to Manage Email Address, on clicking there you can add a secondary email address to the user's profile.
An email will be sent to the user's primary email address for the verification of the email address. A point to note is that the admin cannot change an user's primary email address.
Two factor authentication: In the Users view in the Admin Panel, Click on the user for whom you need to enforce two-factor authentication, under the user information you will see a link for enforcing Two-factor Authentication, Click on it and switch on the functionality.
A confirmation box will thereafter appear on the screen to confirm the action. You need to enter your password for completion of action.
Reset password: In the Users view in the Admin Panel, Click on the user whose password you intend to reset, under the user information you will see a link to Reset password.
Click on Rest password and enter a new password for the user. A check box needs to be ticked to notify the user for the same. We recommend you to notify the user.
In the Users view in the Admin Panel, Click on the user whose activity you wish to track. On doing so you will see a label named Account Activity, on clicking on that you will see details such as the IP address from where the user accessed Zoho Chat, the login time, the duration of the session and the user agent.
In the Users view in the Admin Panel, Click on the user whose groups you wish to see. On doing so you will see a label named Groups, clicking on that, all details such as an user's groups, role in the respective group, and the duration since one has been a part of that group will be accessible. You can also make the user the moderator of the group from here.
In the Users view in the Admin Panel, Click on the user whose groups you wish to unassign. On doing so you will see a label named Groups. Here against every group there is an option labelled Unassign to unassign a group. On clikcing that, a window will appear to confirm the action.