Employee Database

Once you have set your Organizational details, it is important to have users added to your account. Adding users can be done in more than one ways and it is an easy process. There are three methods of adding users. This is explained in the image below. 

1. Verified Domain

• Add Users Directly
• Import Users Directly

2. General Domain

• Invite Users
• Import Users

3. Sync with other services

• Zoho Mail
• GApps
• Office365

4. Employee Profiles

5. Viewing users in the Organization tree

Verified Domain

You can sign up for your Zoho People account either using an organization account or using a general account.

Click here to know more on Domain addition and verification. 

As the next step to domain verification, you can add users directly to this domain. The steps to do this are mentioned below.

1. Add Users Directly:

In this method, you can directly add your users to your verified domain. This works if you have a single or a small number of users to be added. The steps to do this are given below.

1. From your home page, go to Settings (gear icon) > Organization > Users.
2. Click Add and select Add user directly or Add multiple Users directly.
3. Enter email id, password (temporary) and select the domain from the drop down.
4. Click Add new to add more than one user.
5. Click Save

Your users are now added to the system and you can communicate the credentials to your users for them to log into their account for the first time. The password can be changed by them once they log in.

In case you have a bulk of users to be added, you can use the 'Import' option.

What is the advantage of adding users directly?

By adding users directly to your account, you save the time involved in sending out invitations to your users. This method has no invitation process and users are added directly with much more ease.

2. Import User(s) directly:

1. From your home page, go to Settings (Gear icon) > Organization > Users
2. Click Import and select Import Users Directly.
3. Upload your file with details in the same format given in the sample file given below.
4. Click Submit.

Your users are imported into the system.

Sample File: (Click on the file for a better view)

General Domain

If you sign up using a general domain, then you will not be able to verify this domain. In this case, you can add users to your organization by sending them email invites. The steps are given below.

Invite users

In this method, your users will be sent an email invitation. Once they accept the invitation, they will be directed to a page where they can set their password. To invite user(s), follow the steps given below.

1. From your home page, go to Settings (Gear icon) > Organization > Users
2. Click Add and select Invite user/Invite multiple users.
3. Enter the email addresses of your users and click Invite.

Once you click Invite, an invitation is sent to the email address mentioned. This email will expire in 7 days and if the user does not accept the invitation within this time, then a re-invite needs to be sent.

To resend the invitation, click the envelope icon beside the invited user. 

Once the invitation is accepted, the user becomes part of the organization. 

Import Users

In this method, you will be importing users into the system.  

1. From your home page, go to Settings (gear icon) > Organization > Users
2. Click Import and select Import User
3. Click on 'Upload File' and select the respective file 
4. Map the fields, handle duplicates if any and click Next.

Sample File

The users will receive an invitation to their email ids. Once they accept the invitation, they will be part of the organization. They can change the password when they log in.

Syncing with other services

Adding users to your Zoho People account can be done by synchronizing with other services like Zoho Mail, GApps, and Office365. Follow the steps given below.

Zoho Mail

1. From your home page, go to Settings (gear icon) > Organization > Users.
2. Click Sync and select Import from Zoho Mail.
3. Search the user using the Search tab or select the users directly from the list and click Import User.

The user gets added as part of your Zoho People account and you can view this under Employee > Users.

GApps

If you are using google apps, then you can also import your GApps users to Zoho People.

1. From your home page, go to Settings (Gear icon) > Organization > Users
2. Click Sync and select Import from GApps.
3. Select the users and click Import User.

The user(s) gets added as part of your Zoho People account and you can view them under Employee > Users. 

Office365

If you have users of Office365, then you can sync with Zoho People using the steps below.

1. From your home page, go to Settings (Gear icon) > Organization > Users
2. Click Sync and select Import from Office365
3. Select the users and click Import User.

The user(s) gets added as part of your Zoho People account and you can view them under Employee > Users

Employee Profiles

Apart from active users, you may have staff who are on a contract or temporary basis. Using Zoho People, you can maintain their details on the system without providing any access to them. Follow the steps given below to add users as Employee Profiles/Non-users.

1. From your home page, go to Settings (gear icon) > Organization > Employee Profiles.
2. Click Add Employee Profile enter the mandatory details and click Add.

The user gets to the system but does not have any access to it. If you would like to add a bulk of non-users, you can do it by Importing employee profiles.

1. From your home page, go to Settings (gear icon) > Organization > Employee Profiles.
2. Click on Import Employee Profiles.
3. Upload the file.
4. Map fields, handle duplicates and click Next.

The employee profiles are now imported into the system.

Viewing Users in the Organization Tree

Organization trees include a hierarchical tree representation of Employees and the various Departments. This allows a quick look into the company's structure and to see who you're teammates are and who each person reports to.
Depending on the Department name and the Reporting To given in the Employee form, the Organization Tree and the Department Tree gets created. Any changes made in these fields will automatically be updated in the Organization Tree and the Department Tree.