Managing users in Zoom App

This post was most recently updated on July 23rd, 2022

 

Management of users can be done by both account owners and admins by adding, removing, and assigning roles and add-on features to their users. There are a few terms to be familiar with before we get started:

  • Zoom users that are internal to your account are considered internal users.
  • The term “external users” is used to describe others who use your account but do not belong to it.
  • A Zoom external contact is someone who has been added by an internal user to their contact directory who is an external Zoom user.

You need to meet the following requirements in order to manage users in your Zoom account

  • Using a Credit Card, Professional, Business, Educational, or Enterprise account is free
  • when you are the account owner or administrator

The process of accessing the user management section

  1. As an account owner or admin, you need to sign into Zoom’s web portal.
  2. Select User Management from the navigation menu, then click Users from the drop-down menu.
    A new tab will appear showing the following information:

    • Users:
    • These are the users who are currently logged into the account. The following steps can be taken:
      • There are three types of account (Basic, Licensed, and On-Prem). Change the account type of each user, or department.
      • You can add a user at a time by either adding them one by one or importing a CSV file, which you can use to add multiple users.
      • Import CSV files to add multiple users.
      • Admin users can be set or custom roles can be assigned if you are the admin
    • Pending:
    • You can invite people to join Zoom for free but you need to activate their accounts before you can use it.
    • Advanced:
    • Changing several users at once, seeing user statistics, and changing multiple users at once.

Note:

In order for any member to be promoted to an admin or a delegated from an admin to a member, the account owner must do so.

The process of adding a new user

Note:

With the import of a CSV file, you can easily update or add multiple users at the same time.

  1. Join the Zoom web portal by logging in.
  2. Select User Management from the navigation menu and then select Users from the drop-down list.
  3. Adding a new user to an account can be accomplished by clicking Add
  4. A User and entering the information about the user.
    • Email Address:
    • The email address of the user is required. You can enter more than one email address separated by commas if you need to add different users with the same settings.
      Note:
    • There should already exist email addresses that can receive external e-mails and that have the ability to receive them.
    • User Type:
    • You can choose to make this user a free user, a licensed user, or an on-premises user. It is imperative that you purchase licenses in advance before assigning a Licensed User. Meeting Connector must be enabled in order to assign an On-Premise user.
      There is a list of available add-ons, such as Large Meetings and Webinars, below the User Type options. Click the checkbox beside each feature you wish the user to be able to access. These features must be licensed so that the user can access them.
    • Department, Manager, Job Title, and Location (optional):
    • This information will appear on the profile page of the user once it is entered. It is possible for other users to view the user’s profile. Users have the ability to modify their profile at any time by changing their department, job title, and location information.
    • User Group:
    • Select a group to which the user will be added if you are using group management.
    • IM Group:
    • Select the IM group that you want this user to be a part of if you are using IM management.
    • This is the password you will use for this user.ssword for the user.
  5. Click the Add button.

Notes:

  • A confirmation email will be sent to new users. In the case where you already have existing Zoom accounts under the same email address, you will receive an invitation that can be accepted with the help of the email.
  • As the owner of a paid account, you will be required to decide how you want to handle any remaining balances in your account as well. Further information is available regarding the invitation process, including how to accept invitations and how to achieve best results.
  • In the event that you accept the invitation to join the account and you join, the following information will be transferred to your account:
    • Your profile details (name, profile picture, time zone, etc.)
    • Scheduled meetings and webinars
    • Cloud recordings
    • IM history
    • Contacts
    • Settings
      The settings may be changed if they conflict with the settings of the account you are joining or with group settings. Any licenses such as large meetings or webinars will not transfer from the old account to the new one; this will require an administrator to assign them to the new account. It is recommended that persons accept the account invitation before they download and access any necessary reports, as the data will not be transferred. All IM history from before joining the account is transferred with the user and accessible to the user. However, the admins of the new account have no access to IM history from the old account.

What is the process for viewing pending users?

The pending invitations disappear from the list of pending invitations after 30 days, when they expire. It is important to note that each time you resend an invitation, it resets the expiration timer and adds another 30 days to the expiration date.

  1. You will need to sign into the Zoom web portal in order to do this.
  2. Click on the User Management link under the navigation menu on the left-hand side.
  3. If you want to see users who have not confirmed their accounts, click the Pending tab:
    • It is possible to resend the confirmation email to a user who has not yet accepted the invitation and cannot find the email in their inbox by clicking Resend.
    • You can also delete a user’s account before they accept your invitation email if you do not want them to add that user to your account.

What you need to do when editing a user’s license, addon, and role

  1. Sign into the Zoom web portal by entering your email address and password.
  2. Then click User Management in the navigation menu, and then click Users.
  3. Then you will be able to find the user you are looking for.
    Note:
  4.  For accounts with more than 5000 users, you will only be able to search for users by their email addresses for users with more than 5000 users.
  5. To edit the user’s information, click on the Edit link to the right.
  6. There are a few things that you can change:
    • User Type:
    •  From Basic to Licensed to On-Premise, you can select your options.
    • In the field Add-on Licenses, you can select the licenses you want to assign to the user, for instance, the Large Meeting license or the Webinar license. However, you have to purchase these through Billing before they can be assigned.
    • User Role:
    •  Role management is only accessible by the account owner by default or by a user who has been assigned a role that may edit Roles. It is possible to change a user’s role from Admin to Member, or from a custom role to Admin.
    • Department
    • Manager
    • Job Title
    • Location
  7. next, Click on the Save.

Alternatively, a business owner or admin will be able to select several users and change their Role, License, and Group at a glance on the Users page.

You can change the advanced settings for user management by following these steps:

Using advanced settings, you can set the default user type of several users at once, delete users, and change many user types at once.

  1. Log on to the Zoom web portal by entering your email address and password.
  2. You will be taken to a page that allows you to manage your users.
  3. You can view the following information and settings by clicking on the Advanced tab:
    • User Summary:
    • Number of users, Licenses, On-Prem, and Zoom Rooms. This is the list of total users and the number of users of each.
    • Change User Type:
      • Users who are a member of the specified type of account but are not administrators should be converted to another type of account member. You will not be able to change owners or administrators using this method. However, you can change the status of all Basic users to Licensed users using this method.
      • All account members with the specified user type will be unlinked: Just click the link to remove them all. Your Zoom account will no longer be associated with their accounts.
        Note:
      • In the case of Associated Domain users, this does not affect Admins or other users of the associated domain.
      • Change default domain user type:
      • Admins can select a different type of user when adding new users to Associated Domain.
    • Change User Group:
      • Set default user group:
      • New users are automatically assigned to the default user group if they do not specify one.
      • Switch user group:
      • All users in a particular group who are not assigned or in an unassigned group should be moved to another group.
      • Add domain users to group:
      • A group should be created to house all users with a valid Associated Domain and their associated users.
    • Change IM Group
      • Set default IM Group:
      • New users will automatically be assigned to the default group if they choose to change IM groups.
      • Switch IM group:
      • All users in a specific IM group that are unassigned or unused, should be moved to another IM group.
    • Delete Deactivated Users:
    • Depending on your preference, you can choose to delete and deactivated users automatically, along with the amount of days it takes for deactivated users to be automatically removed from the account.
    • Add Custom Attributes For Users:
    • There can be up to five custom attributes that can be added to a user in this way, which can then be assigned to that user. Those attributes will be used on the User page to sort users based on those attributes.

Note:

Detailed information about changes that can be made under Change User Groups and Change IM Groups is available under the articles about group management and IM management.

You can view and remove contacts from the external contact list by following these steps

Users who add external contacts to their account will be able to view the external contacts in the account and will be able to remove them.

Note:

Access to the account’s channels may be granted to external contacts with certain privileges.

  1. Log in to the Zoom web portal by entering your email address and password.
  2. Then, click the Users link in the User Management section of the navigation menu.
  3. The External Contacts tab is located at the top of the table. Once you click the gear icon at the top-right corner, you will be able to select External Contacts, then click Confirm.
  4. Click the number in the External Contacts column of a user that has external contacts, and then select that user.
    There will be a list of external users that have been added by the user who is currently selected.
  5. To view the channels or group chats that they are a member of (optional), click on the number in the Channels column.
  6. You can disconnect these contacts by clicking the ellipses icon in the last column and then selecting Remove from Account from the drop-down menu.

It is also possible to find out if the external user has this user as a contact by searching for their email address.

  1. You will need to create an account on the Zoom web portal to get started.
  2. To do so, click User Management, followed by users in the navigation menu.
  3. Select the External Contacts icon in the top right corner of the Users tab, then select the gear icon, and click Confirm to complete the process.
  4. Choose Advanced Search from the list of options.
  5. Click ‘Search for external users using their email address, and enter the email address. It is possible that some of the internal users had this external user as a contact, which results in the result being listed.
  6. You can view the channels or group chats a user belongs to by clicking the number in the Channels column.

A contact that is removed from the system will result in the following results:

  • In the desktop client and mobile app (My Contacts section on the Contacts tab of the desktop client), the external contact will no longer be listed in the internal user’s contacts.
  • Upon meeting the external contact, she will be removed from all internal channels and group chats she is a member of.
  • But the external contact will be able to access her individual chat history after our one-on-one meeting.
  • It is still possible for admins to view the chat history of the external contact. They can see the chats and channels that took place between the external contact and the admin.
  • Using the internal user interface, users are able to re-add the external contact to the account.