Can I add employees to Zoho People without giving them a login?

Yes. You can create employee records in Zoho People without inviting the employee to sign in, so HR keeps their data while they never get access. Whether those records count toward your paid licences depends on the plan and Zoho's current licensing rules, so check before adding many. You can send an invitation later if they need self-service.

Many businesses have staff who never use a computer at work, such as drivers, cleaners or factory workers. HR still needs their records for documents, leave balances and attendance. Zoho People lets you add an employee profile and leave the user invitation unsent, so the record exists without an active login.

HR or managers can then apply leave on their behalf, record attendance through a kiosk or biometric device where supported, and keep files in the employee record. If the person later needs self-service, for example to view payslips or apply for leave on mobile, send the invitation from their profile.

Licensing is the part to check. Zoho People plans are priced per employee, and how non-login employee records are counted has varied by plan and over time. Read the current pricing and help pages, or ask Zoho sales, before importing a large non-login workforce. Also review which roles can see these records, since HR data is sensitive.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question