As an account owner or admin on Zoom, you have the authority to manage user accounts in various ways, including deleting, deactivating, or unlinking users. This can be done for multiple users simultaneously or for individual users, depending on your needs. Understanding each option and its implications is crucial for effective account management.

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Options for Managing Users

1. Deactivating a User:
   • Effect: Prevents the user from signing in and using any Zoom features.
   • Visibility: The user will not appear in search results and will be marked as ‘Deactivated’ if they were a starred contact.
   • Ideal for: Temporarily restricting access without removing the user’s account.
2. Unlinking a User:
   • Outcome: The user receives a basic, free Zoom account, separate from your account.
   • Autonomy: They can purchase their own licenses independently.
   • Data Transfer: You have the option to transfer their data (meetings, webinars, cloud recordings) to another user before disassociation.
   • Suitable for: Granting individual autonomy to users, separating them from your account.
3. Deleting a User:
   • Consequence: Permanently removes the user and their data (settings, meetings, webinars, recordings) from Zoom.
   • Data Handling: Transfer the user’s data to another account before deletion, if needed. Note that meetings scheduled with Personal Meeting ID cannot be transferred.
   • Zoom Phone License: If the user had this, their call recordings and voicemails/videomails remain in the main account’s log.
   • Best for: Permanently removing a user and their data from your Zoom account.

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Batch Processing

• Multiple Users: Use a CSV file upload or select several users on the user management page to deactivate, unlink, or delete in bulk.

Important Note

• Account Activation Required: Users must have activated their accounts to be eligible for deactivation, unlinking, or deletion.

Prerequisites for Removing Users

1. Access Requirements:
   • You must either be the account owner or an admin with appropriate permissions.
   • For bulk actions, you need the Bulk delete, unlink, and deactivate custom role permission.

How to convert an admin to a member

1. Signing In:
   • Access the Zoom web portal as the account owner.
2. Navigating to User Management:
   • Click on User Management then Users in the navigation menu.
3. Editing User Role:
   • Locate the admin user and click Edit next to their name.
   • Change their User Role from Admin to Member.
   • Confirm by clicking Save.

   After these steps, the admin will now be a member, and you can proceed with further actions like deactivation or deletion.

How to deactivate a user’s account

Deactivating users in Zoom is an important administrative task, allowing account owners and admins to temporarily restrict access to the Zoom account without permanently removing the user and their data. This process is reversible, meaning you can reactivate the user at a later time. Here’s how to deactivate users, whether individually or in bulk, and set up automatic deletion for deactivated users.

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Deactivating a Single User

1. Access the Zoom Web Portal:
   • Sign in as an account owner or admin.
2. Navigate to User Management:
   • Click on User Management then Users in the navigation menu.
3. Locate the User:
   • Search for the user you wish to deactivate.
4. Deactivate the User:
   • Click the More icon (…) next to the user’s name.
   • Select Deactivate.

Deactivating Multiple Users by selecting them

1. Sign Into Zoom Web Portal:
   • As the account owner or admin, access the portal.
2. User Selection:
   • In User Management, go to Users.
   • Select multiple users by checking the boxes next to their names.
3. Bulk Deactivation:
   • Click Deactivate at the top of the user list.

Setting Up Automatic Deletion for Deactivated Users

1. Access Advanced Settings:
   • In the Users section, click the Advanced tab.
2. Enable Auto-Deletion:
   • Find Delete Deactivated Users.
   • Toggle on the option to delete users after a specified number of days.
3. Configure Deletion Settings:
   • Choose the number of days after which deactivated users should be automatically deleted.
   • Optionally, enable email notifications for admins 7 days before permanent deletion.
4. Save Changes:
   • Confirm your settings by clicking Save.

How to reactivate a user that was deactivated

1. If you are an account owner or admin, you will need to log in to the Zoom web portal.
2. Then, you can select User Management then Users from the navigation menu.
3. Locate the person by searching in the search bar.
4. Then click Activate in the right-hand column.
   Note:
5. Any licenses that they had before they were deactivated will need to be reassigned.

Here is how to unlink users from each other

If the user that you are unlinking from your account is not moved to another user and necessary licenses are applied after unlinking, they will continue to have access to their Zoom account, which will include existing settings, meetings, webinars, and cloud recordings. It is important to realize that once the user has been unlinked from their old account, they are required to purchase the same licenses on their new account.

Note:

It is possible that you will not be able to unlink a user with an email address associated with one of the managed domains in your account if you have managed domains on your account.

You can unlink a single user from a group

1. If you are an account owner or administrator of Zoom, you can sign in to the web portal.
2. Click User Management in the navigation menu and then click Users.
3. Find the user you want to remove from the list of users.
4. On the right-hand side of the page, click the More (…) icon.
5. On the next page, click the Unlink button.
6. Please be sure to check the appropriate boxes if you would like to transfer meetings, webinars, and cloud recordings to another user. To transfer cloud recordings, the other email address needs to be a Licensed user with a webinar license, as well as a Licensed user with a cloud recording.
7. Click on Transfer Data, then click on Disassociate or Unlink without Data Transfer to prevent data from being sent.
   Once this is done, the user will now have their own account with Zoom. The user can now purchase their own licenses if necessary.

You can unlink multiple users by selecting them one by one

1. As an account owner or administrator, you need to sign into the Zoom web portal.
2. Select User Management from the navigation menu, followed by Users.
3. Using the check boxes in the first column, select the users you would like to deactivate.
4. Using the Unlink link at the top of the table, you can deactivate those users.
5. The user must check the appropriate check boxes if he or she wishes to transfer meetings, webinars, or cloud recordings to another person. To transfer cloud recordings, an additional email address must be registered with a Licensed User account, as well as having a Webinar License account.
6. Disassociate now or unlink without the need to transfer data by clicking Transfer Data.
   Upon disassociation or unlinking, this user now has their own Zoom account. Depending on the need, they may purchase the licenses themselves.

The process of deleting a user

The act of deleting a user causes them to be permanently removed from Zoom, along with their data. In the event that a user has access to the same email address as their Zoom account, then they can register a new account with that email address. When deleting a meeting, webinar, or cloud recording, you can transfer it to another Zoom user before deletion, but if you fail to do so, it will be permanently deleted. The meeting, webinar or cloud record that was scheduled with your Personal Meeting ID cannot be transferred.

Notes:

• On your Zoom account, there will also be a user who appears in Zoom Rooms. There is no way to delete users from the Users page. Instead, one must delete the Zoom Room itself in the Zoom Rooms page, rather than the users from the Users page. The Zoom Room will be deleted along with the user associated with it, once the Zoom Room is deleted.
• If you do not use a CSV file, you only have the possibility to delete deactivated users one at a time.

A single user can be deleted

1. If you are an account owner or administrator, you can sign in to the Zoom web portal.
2. Navigate to Users in User Management.
3. Search for the user you wish to remove from the account.
4. Go to the right-hand side column and click the More icon (…).
5. Click the Delete button.
6. Check the boxes to transfer meeting records, webinars, and recorded cloud sessions to another user if you decide that this would be useful. If the other email address is to have cloud recordings transferred, it will need to be a Licensed user. This also applies to webinars, where the license would be required.
7. In order to delete data or delete now without transferring it, you need to click Transfer Data then Delete.

Delete multiple users at the same time by selecting them all

1. As an account owner or administrator, you need to sign into the Zoom web portal.
2. Navigate to User Management and choose Users from the drop down.
3. Click on the check boxes in the first column corresponding to the accounts you would like to delete.
4. Once you have made your selection, click on the Delete button.
5. If you want to transfer your meetings, webinars, cloud recordings, and presentation folders to another user, you must check the boxes below. A licensed user must also be entered for the other email address so that cloud recordings can be transferred and webinars can be transferred if the other address is a licensed user.
6. After you have transferred the data to the new location, click Delete, then click Delete Now Without Data Transfer when it is done.

Furthermore, a user that has been deactivated can also be automatically deleted from the system.

Guide to Bulk Deactivating, Unlinking, or Deleting Users in Zoom Using a CSV File

For Zoom account owners or admins, managing multiple users efficiently is crucial. Zoom allows bulk operations like deactivating, unlinking, or deleting users through a CSV file upload. This method is ideal for handling large numbers of users swiftly. Below is a detailed guide covering all the steps required for this process.

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Prerequisites for Bulk User Management in Zoom

• Access Level: You must be the account owner or hold a custom role with ‘Bulk delete, unlink, and deactivate’ permissions. These permissions can be added through Role Management.
• Understanding Role Management: Familiarize yourself with managing roles to ensure you have the necessary permissions.

Steps for Bulk Managing Users

1. Sign Into Zoom Web Portal:
   • As an account owner or an authorized admin, log in to the Zoom web portal.
2. Navigate to User Management:
   • Click on User Management, then select Users.
3. Initiating the Import Process:
   • On the right side of the Users page, find and click on the Import option.
   • Select the Update Users tab.
4. Selecting the Desired Action:
   • From the dropdown menu under ‘Select an action from the options listed below’, choose one of the following: Deactivate users, Unlink users, or Delete users.
5. Downloading and Filling Out the CSV Sample:
   • Click Download CSV Sample to get a template.
   • Open this file in a spreadsheet application like Microsoft Excel.
   • Enter the necessary information for each user according to the CSV format provided in the sample.
6. Specifying Data Transfer Details (If Applicable):
   • If you’re choosing to unlink or delete users, you have the option to transfer their data (meetings, webinars, and cloud recordings) to another user.
   • In the CSV, specify the details for data transfer, such as the recipient’s email (who must be in the same account and a licensed user), and whether to transfer meetings, webinars, events, and recordings (enter ‘Yes’ or ‘No’ for each).
7. Uploading the Completed CSV File:
   • Return to the Zoom web portal.
   • Click on Upload CSV File and choose your filled-out CSV file.
   • Confirm the upload by clicking Open.

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Key Points to Remember:

• Data Transfer Considerations: For transferring cloud recordings or webinars, ensure the recipient of the data is a licensed user and has the necessary permissions.
• Accuracy in CSV: It is essential to accurately fill out the CSV file to prevent any errors during the bulk operation.