Zoho Workplace is Zoho’s bundle of email and collaboration applications. It includes Mail, Calendar, WorkDrive file storage, Writer, Sheet and Show, Cliq chat, Meeting, Vault password manager and Directory identity management. Zoho also sells Zoho Mail on its own as Mail-only plans.[1] The Zoho One FAQ lists Workplace as one of Zoho’s three bundles, with CRM Plus and Finance Plus.[2] Every plan is licensed per user. The Zoho Mail user list is the master list for the bundle: “Your Zoho Mail user list will serve as the master user list across the applications in Workplace bundle.”[1] Catalog proof: Zoho Mail user list is the Workplace master list.
Editions
| Plan | Billing | Mail storage per user | File storage | Notable inclusions |
|---|---|---|---|---|
| Mail Free | Free, up to 5 users | 5 GB | None | One domain; IMAP/POP/ActiveSync not included |
| Mail Lite | Annual only (“No monthly plan”) | 5 GB or 10 GB | None | Custom email, mobile and desktop apps, Directory |
| Mail Premium | Annual only | 50 GB + 50 GB retention | None | eDiscovery, S/MIME, mobile access management, DLP (beta) |
| Workplace Standard | Monthly or annual | 30 GB | From 100 GB per team | Office suite, WorkDrive, Cliq, Meeting, Vault |
| Workplace Professional | Monthly or annual | 100 GB + 100 GB retention | 1 TB per team | Adds eDiscovery, intranet (Connect) |
| Workplace Enterprise | Custom | Custom | Custom | AD cloud sync, endpoint controls, VPC above 100,000 users, pooled mail storage above 1,000 users |
Source: Workplace pricing page.[1] Migration assistance from a dedicated technical agent is “Only available for companies with more than 50 users”.[1] The highest edition can be trialled free for 15 days.[1] Prices are shown in regional currency and are not recorded. The pricing FAQ says annual billing carries an approximate 20% discount that “may vary by region”, and that special pricing exists for non-profits.[1]
Metrics
The Zoho Workplace user license is the unit for every plan. The FAQ states the cost rule directly: “Your total is the per-user price multiplied by the number of user licenses you purchase.”[1] Users cannot yet be given different sets of applications. Zoho says it is “working on providing administrator control for defining different set of users across applications”.[1] Until then, every Mail user on a Workplace plan counts for the whole bundle. The general Terms of Service rule applies: a user licence may be reassigned to a new user but not shared by several people.[3]
Counting / floors
Free users
Mail Free serves “Up to 5 users”. “From the 6th user all users enter a paid plan”.[1] The FAQ adds that the five free users “apply only to the Free Mail plan. When you upgrade to any paid plan, every user is billed at that plan’s per-user rate. There is no bundle of free users included with paid plans.”[1] A sixth mailbox therefore changes the cost from zero to six paid licences. Catalog proof: Mail Free users do not carry over to paid plans.
Free accounts are also subject to the inactivity rule. Zoho may terminate unpaid user accounts that are inactive for 120 continuous days, after notice.[3] Catalog proof: Unpaid accounts inactive 120 days may be terminated.
Storage
Storage is part of the plan and is not a separate licence unit. On Workplace Standard each user gets 30 GB of email storage and 10 GB of shared WorkDrive storage. Teams of 3 to 10 users get a 100 GB pool, with 10 GB more for each further user. Professional uses 100 GB per user and a 1 TB pool.[1] Teams with fewer than 3 users get storage per user instead of the pool.[1] Extra Mail and WorkDrive storage is bought as yearly add-ons from the admin consoles.[1]
Mixing plans
Organizations may “mix and match Zoho Mail and Zoho Workplace plans based on the size of your organization”. “This option is exclusively available on the yearly subscriptions of our paid plans.”[1] With mixed plans, WorkDrive storage is the sum of each plan’s per-user storage. For example, 5 Standard and 5 Professional licences give 550 GB. “The flat pool of storage you get for organizations more than 3 users will not be available if you are on a Flexible Plan.”[1] A customer that wants Mail Lite for light users and Workplace for others must therefore move to annual billing. Catalog proof: Workplace plan mixing only on yearly subscriptions.
Reductions
Workplace is “a pay-as-you-go service (monthly or yearly)” with no long-term contracts. Customers can upgrade, downgrade or cancel from their account.[1] On an annual plan, cutting user licences is a partial downgrade. Zoho credits the unused value as an extension of the subscription, computed at monthly list price for the months used, and does not refund cash.[4] Catalog proof: Annual partial downgrades earn credits, not cash.
Virtualization & partitioning
Workplace is hosted by Zoho, so no host or processor rules apply. The Enterprise plan offers a Virtual Private Cloud “for isolated hosting”, available only for subscriptions above 100,000 users.[1] The Terms of Service assign each account to a cloud facility by region at sign-up.[3]
Cloud / BYOL
There is no bring-your-own-licence mechanism. The main interaction with other Zoho licences is with Zoho One. Zoho Mail can be used “either in Zoho One or as a standalone or bundled application. It is not possible to do both on the same domain.”[2] An organization moving to Zoho One therefore moves its whole Mail domain, not part of it. Catalog proof: Zoho Mail cannot run in Zoho One and standalone on one domain.
Programs
- Free plans. Mail Free for up to 5 users on one domain.[1]
- Workplace mix-and-match plans. Yearly paid subscriptions only.[1]
- Auto-renewing subscription. Renewal notice is due at least seven days before the renewal date.[3]
- Customer Satisfaction Policy. Refund windows and downgrade credits.[4]
- Add-ons. Mail storage, WorkDrive storage, a Contact Center add-on with calling plans and agent licences, and a digital signature add-on.[1]
Out of scope
This article does not cover ZeptoMail transactional email pricing, which is listed in the plans but is excluded from Zoho One.[2] It also does not cover Zoho Mail’s own Service Specific Terms or list prices.