Adding Users:

What are the ways in which users can be added into Zoho People account?

Users can be added into your account using any of the following methods.

  • Add User directly
  • Add multiple Users directly
  • Invite user
  • Invite multiple users
  • Import User
  • Import Users directly

Apart from this, you can also sync users of the following services with your Zoho People account.

  • Zoho Mail
  • GApps
  • Officce365

What does it mean to invite users and add users directly to the organization? 

When you invite users to your organization, you send an invitation to their email id with a temporary password. Once they accept the invitation, they will become part of the organization. They can change the password during the consecutive logins. 'Add users directly' is a method to add users directly to your organization account when you have a verified domain. You can give the users' user name and password, and add them to the org domain. They can change their password later. Given below are the steps for both these methods.

Add User directly

  • From your home page, go to Settings > Employee > Users
  • Click on 'Add' and select 'Add User directly'

  • Enter the email id, password, select the correct domain from the drop down and click add

The user will be directly added to the organization and can log in to the account with the password that you provide.

Add Users directly

  • To add more than one user directly, click Settings (gear icon) > Employee > Add > Users directly
  • Enter the email ids and passwords and click Save

The users will be directly added to the organization and can log in to the account with the password that you provide.

Invite User

  • From your home page, go to Settings (Gear icon) > Employee > Add > Invite user

  • Fill in the mandatory fields, and click invite

The user gets email invitation sent to the email id mentioned. Once the invitation is accepted, the user becomes part of the organization.

Invite Multiple Users

  • From your home page, go to Settings (Gear Icon) > Employee > Add > Invite Users

  • Fill in the mandatory fields, and click invite

Users get email invitation sent to the email id mentioned. Once the invitation is accepted, the users become part of the organization.

Can I import users from my existing files?

The Import user option lets you import users from your existing files without the need to add users manually.

  • From your home page, go to Settings (Gear icon) > Employee > Users > Import User
  • Click upload file with First name, Last Name, email id etc and click Next
  • Map the fields, confirm the mapping and handle the duplicates if any

  • Click Next

The users will receive an invite to their email id (which you have given in the file during upload). Once they accept the invitation, they will be part of the organization. They can change the password in the consecutive log ins.

How does import users work in case of a verified domain?

If you have a verified domain, you can Add users directly. However, if there are too many users to be added, you can opt for the import users directly option. Follow the steps given below.

  • From your home page, go to Employee > Users > Import
  • Select 'Import Users Directly'
  • Under Applicable domain, select the domain as per your need
  • Click Upload file which has details like User name, Password, First Name, Last Name etc
  • Click Next

Once the file is uploaded, all the users will be part of the organization. In this method, there is no need to send invitations. As an administrator, you will be creating user name and temporary password for your users. This can be communicated to the users when they login for the first time in their account. The temporary password can be changed by the user in consecutive logins.

How can I sync Zoho Mail users?

You can add bulk users from Zoho Mail into Zoho People in a single click

  • From home, go to Settings (Gear icon) > Employee > Users > Sync
  • To sync users from Zoho mail, click Import from Zoho Mail
  • Search user using the Search box

  • Select the users that you would like to sync and click Submit

The same steps can be followed if you would like to sync users from Google Apps or from Office365.

What are the steps involved to sync users from GApps or Office 365?

Syncing users from Google Apps or Office 365 is similar to synching users from your Zoho mail.

The purpose of synching GApp users and Office365 users with Zoho People is to enable these users to use the Zoho People app. Once these users are linked with Zoho People, they will be able to actively use Zoho People for their operations.

Follow the steps given below to sync GApps users.

For GApps:

Login to Zoho People using your GApps account as highlighted in the image below.

  • From your home page, go to Settings (gear icon) > Employee > Users
  • Click Sync
  • Select Import from GApps
  • Select the Users
  • Click Import User

Your users are now imported into Zoho People.

Note: User should register with Zoho People using the same email id with which the user has registered in GApps.

For Office 365:

Login to Zoho People using your office 365 account as highlighted in the image below.

  • From your home page, go to Settings (gear icon) > Employee > Users
  • Click Sync
  • Select Import from Office365
  • Select the users
  • Click Import User

Your users are now imported into Zoho People account.

Note: User should register with Zoho People using the same email id with which the user has registered in Office 365.

You should install Zoho People app from google marketplace or from office store to be able to utilize this function. 

Maintaining Employee Data:

Is there a provision to maintain details of users on the system without providing them access for the same?

You can add the inactive users as Employee profiles to your organization. Their details can be maintained on the system without the need to give active access for these users on the system. This option is very useful when you want to maintain details of staff like Contract Staff, Security staff etc,

Follow the steps given below to add Employee profiles.

  • From home, go toSettings (Gear icon) > Employees >Employee Profiles > Add Employee Profile

  • Provide mandatory details like Employee ID and First name and click Save

To import Employee profiles in bulk:

  • From home, go toSettings (Gear icon) > Employees > Employee Profiles > Import Employee Profiles
  • Upload the file with the details of the Employee profiles and click Next

  • Map the details, handle duplicates, confirm the mapping and click Next

I have added a contract staff as employee profile. Is there a way to convert this staff as an user on the system?

Yes. This is possible. You can convert an Employee Profile as an user by following the steps as given below.

  • From your home page, go to Settings (gear icon) > Employee > Employee Profiles
  • Hover the mouse over the icon next to the status of the employee profile that needs to be converted as an user
  • Click on 'Migrate to Employee'
  • Enter details like Employee ID, First Name, Last Name and email address
  • Click Add

The Employee Profile now moves under Users and will become active when the user accepts the invitation by accessing the email that he/she will receive automatically.

Is it possible to convert an user as an Employee Profile?

Yes. This is possible. Follow the steps given below.

  • From your home page, go to Settings (gear icon) > Employee > Users
  • Click on the 'Convert to Non User' icon next to the status column of the user who you would like to convert

  • Click 'Confirm'

The user is now converted as a non user and will not have access to the system. To reverse this, go to Employee Profiles and click on the 'Migrate to Employee' icon of the employee to make the user active again. Usually, when a non user is converted as an Employee, an email invitation will be sent. Once the non user (who has received the invitation) accepts it, he/she will be part of the organization. However, if you convert a user as non user and reverse it, there is no email invitation sent. The user will become an active user of the organization. 

How can I edit an employee's details after he/she has been added to the system?

Once an employee has been added onto the organization, his/her details have to be maintained on the system. Details once added can be edited using the following steps.

  • From your home page, go to Settings (gear icon) > Employees > Users
  • Click on the edit icon of the user whose details you would like to edit
  • Edit the details and click Submit

Can I update the work location of a set of users at one go?

Yes. This is possible through Mass update. Follow the steps given below to do this.

  • From your home page, go to Settings (gear icon) > Employee > Users
  • Select the users and click 'Mass Update'
  • Under the Field Name drop down, select 'Work Location'
  • Under Value field, select the location to be updated

You should have added multiple locations for your organizations for the drop down to show the locations.

 TipClick here to know how to add multiple locations for your organization.

  • Keep the 'Execute Workflow' box checked if you have workflows associated with the changes that you have done

For eg - If you have configured a workflow to notify an employee of changes done in the work location field of the employee form, then this box needs to be kept checked for the workflow to be triggered now.

  • Click Save and update

How do I maintain the complete employee database on the system?

Once you have added users to your organization, you can import their details at one shot. Follow the steps given below. 

  • From your home page, go to Organization > Employee
  • Click on the ellipsis icon at the right corner and select Import
  • Click Upload File and select the file from your system
  • Map the details, Confirm mapping and handle duplicates if any
  • If you have tabular sections to be imported, select the desired section from the drop down
  • Click Next

All details are imported into the system and you will have your employee database ready.

How do I view the list of login disabled employees of a particular department?

Follow the steps given below to view this list.

  • From your home page, go to Settings (gear icon) > Employees > Users
  • Click on the filter and under 'Department' drop down, select the department
  • Under 'Status', select 'Login Disabled' and hit Submit

You will be able to see the list of all the login disabled employees.

 Tip If you would like to change the status to login enabled, click on the human icon next to the Status column.

I would like to add users and import their details. However, I do not want the users to access their account now. Is this possible?

Yes. This is possible. If there aren't too many users, then you can add them as Employee Profiles. Once you are fine to give them the access, you can convert them into employees by clicking on the man icon next to the status column.

 TipClick here to know how to import employee profiles.

How can I upload the profile pictures of employee(s) for the employee database?

To change the image of a single employee:

  • From your home page, go to Organization > Employee
  • Click on the image column and click on Change Image

  • Drag a photo/select a photo from your system
  • Crop the photo if needed
  • Click on 'Set as profile photo'

To upload image for more than one employee:

  • From your home page, go to Organization > Employee
  • Click on the ellipsis icon and select 'Bulk File Upload'

  • Under 'Upload data for', select 'Photo'
  • Under 'Upload based on', select the unique id (either the employee ID or the email ID)
  • Click Upload file

  • Click Submit

Note: The file should be in Zip format and should be within 50 MB size.

The file uploaded should have the same name as the unique id mapped (Emp id or Email id) Eg -File name can be 3345.jpg if Emp id is selected as the unique id.

How do I upload travel documents in bulk?

  • From your home page, go to Travel > Travel Request
  • Click on the ellipsis icon and select 'Bulk File upload'
  • Under 'Upload data for', select the file upload field name for which you would like to upload files - In this case, the field name could be 'Travel documents'
  • Under 'Upload based on', select the unique id (in this case it could be Travel ID)

  • Click Upload file
  • Click Submit

 TipClick here to know how to set a field as unique id field.

Note: The file should be in Zip format and should be within 50 MB size .

The file uploaded should have the same name as the unique id mapped (In this case, the unique id could be the Travel ID) 

The form in which bulk upload is done should have list view (You should be able to view it from self service) and it should contain an unique field.