Activating and Deactivating Users

Activating and Deactivating Users

Activating and Deactivating Users

  • Activate/Deactivate Users
  • Delete Users
  • Activate Add-ons and Plug-ins (Old Pricing only)
  • Delete Account (Close Accounts)
  • Reset Password

Activate/Deactivate Users


Sometimes in your organisation, the users' hierarchical status may change or they may move to different business units. In such cases, you might have to deactivate those users after transferring ownership of the records to other users. Note that deactivating a user is different from deleting a user. When you deactivate a user:
  • The user will no longer be able to access the CRM account.
  • No one will be able to log into the service using the deactivated ID.
  • You are free to use the same user license to add another user. 
  • The user license is not canceled. the number of user licenses that you have purchased remains the same, and you will be billed accordingly unless you reduce your total user licenses.
  • The user will be listed under Deactivated Users.
  • If you decide to activate the user again, you can re-invite the deactivated user.

To deactivate a user

  1. Log in to the CRM with Administrator privileges.
  2. Go to Setup > Users & Control > Users.
  3. In the Users page, select the Active Users view.
  4. In the Active Users section select the checkbox corresponding to the users that you want to deactivate.
  5. Click Deactivate.
    The user will be deactivated and a system generated email will be sent to the corresponding user.

To activate a user

  1. Log in to the CRM with Administrator privileges.
  2. Go to Setup > Users & Control > Users.
  3. In the Users page, select the Inactive Users view.

  1. In the Inactive Users section select the checkbox corresponding to the users that you want to activate.
  2. Click Activate.
    The user will be activated and a system generated email will be sent to the corresponding user.
Note

Only active users are counted towards user licenses.

Delete Users

When a member of your organisation quits or is replaced you may have to delete the member from you CRM account. Note that deleting a user from the CRM is not the same as closing their account. They are deleted only from the CRM.

When you delete a user:

  1. You cannot undo the action. If you don't want the member to access CRM but you are not sure about deleting the user, you can deactivate them.
  2. The records that belong to the deleted user remain in the CRM. You can transfer them to another member at any time. It is recommended that you transfer the records before you delete a user.
  3. You cannot re-invite a deleted user. If you extend an invitation to a user you have deleted, the user will be added again in the CRM just like any other new user.
  4. Only the Super Admin of your account can delete a user.
  5. A user deleted from the CRM will still be able to access other services from the same email address without any problems.
  6. All the integrations configured by the deleted user will be lost after you delete the user.
  7. Deleting a user does not cancel the user's license. To cancel a license you must manage your subscriptions.

To delete a user

  1. Go to Setup > Users & Control > Users.
  2. Click on the user you wish to delete.
  3. Click Delete this user button at the end of the User Details section.
    Read the consequences of deleting a user and confirm the action. The user will be deleted from the CRM and will appear under the Deleted Users view.


Delete Account (Close Accounts)

You can also close your account, if you do not want to use any of the services.

To close your account permanently

  1. Log in to https://accounts.zoho.com/.
  2. Select the Close Account option.

  • On closing your account, you will not be able to access our Services.
  • Before closing, please ensure that you have exported all your data from the CRM system and also from the other services.
  • Once you close your account, all of your data within services will be deleted immediately and cannot be restored in future.

Reset Password

Users with any role can reset their password individually by clicking on the Forgot Password link in the login page.

To reset the password

  1. Click the Forgot Password link in the Log in page of CRM, the system redirects you to Accounts page.
  2. In Accounts page:
    • Email ID: Specify the registered Email ID as mentioned in Account information.
    • Image Text: Enter the code as seen in the given picture.
  3. Click Request.
    The system sends an automated email to your Email ID.
  4. Click the given link 'here' in the email, you will be redirected to Accounts Password Reset page.
  5. In Password reset page, enter your New Password.
  6. Click Change.
    The new password is updated and you can use it to log in to all services.



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