Managing Zoom Events recordings for Hosts

This post was most recently updated on July 29th, 2022

Zoom Events ticket registrations can be customized to include complimentary access to the cloud recordings of your Zoom Events events. This provides registrants with the ability to watch the recordings of the Zoom Events events at their convenience, even if they were unable to attend the Zoom Events events themselves. With the purchase of a ticket, you will have the option to include this as an added benefit.

By providing free access to event recordings with the purchase of a ticket, the following benefits will be achieved:

  • As soon as the event starts, the recording of the event will be started automatically. In this way, you will ensure that the event is recorded, even if you or one of your substitute hosts forgets to start it when it is time to record.
    Note: You will need to manually start recording an event if you are not included in the complimentary access to event recordings with your ticket registration, since these events do not include free access to event recordings.
  • Provide free access to the recording of single-session events for all registrants, regardless of whether they missed the event or attended it, for seven days after the recording has been made available to everyone who registered for the event.
    • Registrants of a single-session event will have the ability to access and view the recording of the event, once it is available in the cloud, for a period of seven days after the event has taken place.
    • If the lobby is open at the time of the recording of the conference, you will be able to access the recording (if you have been given access).
    • Zoom Events Attendees will be able to view the recording of the event once they have registered for the event and have accessed the Tickets and Event Details page of Zoom Events.

Note:

Zoom’s web portal provides users with the ability to download, edit, delete, and share recordings.

In order to eliminate the need for you to manually upload the recording at the end of the event, we will post it automatically after completion of the event. A recording of a session will be automatically selected if the longest file is originating from the same recorded session, rather than the shorter ones.

Prerequisites for managing and viewing Zoom Events recordings

  • Zoom desktop client
    • Windows: 5.7.6 or higher
    • macOS: 5.7.6 or higher
  • Zoom mobile client
    • iOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • Pro, Business, Enterprise, or Education account
  • Zoom Events license

Notes:

  • Windows’ Webview package for Windows platform is a dependency; that is, in version 5.7.6, there is no support for Zoom Events on Windows platform, but it may result in blank lobby experiences for hosts when running the application.
  • It is strongly recommended that hosts update their Zoom desktop client/mobile app in order to gain access to the latest Zoom Events and Webinar features that are available within the latest version of Zoom.

Recording options

If you have included complimentary viewing access with the ticket registration when you created the event, you will be able to provide your attendees with the ability to view the recording for the event they registered for.

How to manage recordings as a host

Note: The longest recording file will be linked to the session if the host starts recording, and then continues to start and stop multiple recordings. Attendees will be provided with a recording of the longest recording file if there are multiple recordings of the session.

Access recordings as a host

You can view a list of all of your recordings by clicking on the following link:

  1. Join Zoom Events by signing in with your Zoom account.
  2. To manage your account, click the Manage button in the top right corner.
  3. Click the My Recordings link in the left navigation menu.

We will organize the list of recordings based on the top headings as follows:

  • Recording: Identify the recording by its name.
  • Linked Event:I would like to know what event/event session this recording is from.
  • # of Views: Views are the number of times that the recording has been viewed.

A gray Published label will appear under the recording name of a recording that has been published.

Search recordings as a host

  1. My Recordings can be accessed by clicking here.
  2. It is possible to search for recordings or events by typing the name of the recording in the search box.
    Note: There is also a fuzzy search option, which is used to find terms that are similar but not exactly the same as those entered. If you know part of a name, you can search by it. It is also possible to view all the results that include a few letters from the name of a recording or event if you enter a few letters from it.

Filter recordings as a host

The following steps can be taken to filter the recording list by status:

  1. Log in to My Recordings to access your recordings.
  2. Click the Status (All) dropdown menu to the right of the search box to filter the results by the recording status.
    There are three types of filters: Status (All), Active, and Removed.

How to watch a recording as a host

  1. You can access My Recordings by clicking here.
  2. You will need to find the event of the recording that you wish to watch.
  3. Click the ellipses to the right of the event, and then click the Watch Recording link to view the recordings for that event.

The following are some of the things you will see if you watch a recording:

  • There is a title to the recording
  • The name of the hub
  • Are there any additional sessions that need to be held
  • The title of the recording is the title of the session of the recording
  • An overview of the recording session that is being recorded

Use audio transcriptions

There is an option to make audio transcriptions available to event organizers through the hub recording management section if the host has chosen to enable it at the time of the recording. A transcript of the recording can also be accessed by hosts by going to the My Recordings section of the website.

Notes:

  • There is currently no way to view audio transcripts on the hub, unless recordings are watched on the hub after they have been listed on the hub’s profile page.
  • The transcription of audio files is only supported in English.

Search through audio transcription

A word (or words) can be searched for in the transcript by using the following steps:

  1. The word(s) you are looking for should be entered in the Search box.
    In the transcript, all matching terms will be highlighted in yellow.
  2. In addition to searching for a word on the search engine, you can also do the following:
    • In order to jump to the first matching term, you can press Enter or Return (depending on your keyboard) from the previous matching term. As soon as the first matching term appears in the recording, the recording will skip to that location and resume playback from that point on
    • The transcript may be scrolled through in order to find the matching terms at different points in the transcript (optional).
    • In order to sync the transcript with the video playback, you can click the Resume Transcript Auto-Scroll link at the bottom of the transcription box.

How to edit a recording as a host

  1. You can access My Recordings by clicking here.
  2. The first thing you need to do is to find the event that you would like to edit.
  3. The recording can be edited by clicking the ellipses to the right of the event, then clicking Edit Recording at the bottom.
  4. In the Title section of the recording, you have the option of entering a new title for the recording.
  5. The description for the recording can be added in the Description section (optional).
  6. On the recording screen, there is an option to trim the recording at the bottom. To trim the duration of the recording, use the slider bar on the right side of the screen. The part of the new recording that remains (within the blue border) will be saved once you have finished trimming.
    • By dragging the slider bar from left to right, you are able to trim (shorten) the beginning of the recording (make it shorter). You will be able to delete the section outside of the blue border that you have trimmed off.
    • By dragging the slider bar from the right to the left, you can shorten or trim (shorten) the ending of the recording. In the case of trimming off a section (outside the blue border), the section will be deleted as a result.
  7. You can change the speed of recording by clicking the Speed button at the bottom of the recording screen. In order to record at a certain speed, you need to select it.
  8. Save the file by clicking on the Save button.

How to delete a recording as a host

Notes:

  • Before the conference event lobby closes, hosts of conference events can delete their recordings for the conference events they are hosting.
  • The recording will be deleted both from Zoom Events and from the Zoom web portal when you delete the recording from Zoom Events. Also, when deleting the video in the Zoom web portal, it will also be deleted from the Zoom Events lobby as well, if the video has been deleted in the Zoom web portal.

In order to delete a recording, follow these steps:

  1. You can access My Recordings by clicking here.
  2. In order to delete a recording, you need to find the event that you wish to delete.
  3. To delete a recording, click on the ellipses to the right of the event, then click on Delete Recording.
  4. Then click on the Delete button.