Okta user management with Zoom
The Okta integration of Zoom allows for users to be created, updated, and deactivated via Zoom once our Okta integration has been configured.
Contents
Prerequisites for Okta user management with Zoom
- Ownership or administrative privileges within Zoom
- Education, Business, or Enterprise accounts with an approved vanity URL
- That has been configured to work with Zoom
- Occasional Office Admin access
Note: Users will need to confirm that they want to be provisioned on the account through an email they will receive automatically if they do not have an approved Associated Domain. Those users who fall under a domain that has been approved will be provisioned without email confirmation.
How to manually manage Okta users to Zoom
In order to manage Okta users effectively, one of the methods that can be used is to manually add, update, or deactivate users in Zoom.
Assign users
- Go to the Applications section of Okta Console.
- Then click on the Zoom app that you want to use.
- When you click on the Assign tab, you will have the option of assigning Okta to an individual individual or to a group of individuals.
- Select the user or group you wish to assign Okta to.
- Select the user or group you wish to assign Okta to.
- Save and return to the previous screen.
- Click on the Done button.
Update users
The single user’s information in Okta, such as their name, is automatically updated in Zoom. You have to do the same thing when updating this information manually in Okta.
- Go to the Directory section of Okta Console.
- Select People or Groups from the drop-down menu.
- Locate the user or group you wish to manage from the list.
- Navigate to the Profile tab.
- Click the Edit button.
- You will need to type the parameter you wish to change in the text box.
- Click the Save button.
- Make sure you are logged in as a Zoom administrator or owner.
- Zoom’s web portal has a navigation menu labeled User Management, which leads to the Users tab.
- Select the email of the user you wish to add.
- Navigate to the Profile tab.
- Click the Edit button.
- You will be able to change the desired data.
- Once you have done so, click Save Changes.
Unassign the Zoom app from users
- Go to the Directory section of the Okta Console.
- Select the People or Groups option.
- Select the name of the user or group that you wish to edit.
- Choose “Applications” from the menu.
- Click on the X icon.
- In the pop-up window that appears, click the “Unassign Application” button.
- You need to be logged in as an owner or admin to be able to do this.
- You can click User Management on the Zoom web portal’s navigation menu, then click Users.
- From the Users screen, click the three dots next to the user you would like to select.
- You can either choose to deactivate, unlink or delete the user.
- You will be prompted to confirm your action in the pop-up window.
Deactivate users
Deactivating a user in Okta will require you to also deactivate, unlink, or delete that user in Zoom as well once you’ve successfully deactivated them in Okta. If a deactivated user attempts to log in to Zoom, he or she will no longer be able to because the deactivated user will still appear as a user in Zoom.
- Go to the Directory tab in Okta Console.
- Click on the People or Groups tab.
- Find the user or group you would like to add.
- Select More actions from the drop-down menu.
- Click on Deactivate.
- Choose the desired user or group from the list.
- Select the Deactivate Selected option.
- A pop up window called Deactivate Person will appear. Click Deactivate.
- You must be logged in as an administrator or owner to deactivate the person.
- Click on the User Management link in the navigation menu at the top of the Zoom web portal.
- On the right side of the user you want to manage click on the three dots.
- Choose either Deactivate, Unlink or Delete to complete the process.
- You will be prompted to confirm your choice in the dialog window.
How to automatically manage Okta users to Zoom
The SCIM provisioning feature allows you to automate the creation, updating, and deactivating of your user accounts. Using SCIM, you can automatically set up and maintain your Zoom user accounts so that they match the data from Okta.
Activate Provisioning
Provisioning is required in order to automate the process of managing users.
- Go to the Applications section of the Okta Console.
- Find the Zoom app and click on it.
- On the right hand side, click on Provisioning.
- Then click on API Integration Configuration.
- Make sure the API Integration check box is selected.
- Then click on the Save button.
- Click on the Zoom Authentication button.
- Sign in with your administrator’s or owner’s credentials in order to access your Zoom account.
- Verify that Zoom has been successfully verified, then click Save.
- To edit the settings of the app, click To App Settings.
- On the page where you get to choose which options to enable:
- Select “Create Users”.
- Click on “Update User Attributes”.
- Click on “Deactivate Users”.
- Then click Save.
Assign users
- Go to the Directory section of Okta Console.
- Click on the People or Groups option.
- From there, you can select your user or group.
- Then, click the Assign Applications button under the Applications tab.
- Click Assign next to the application name for Zoom in the Assign Applications window.
- You should now see the Save and Go Back button.
- Press the Done button.
- Make sure you’re logged into Zoom as an owner or admin.
- Zoom’s web portal allows you to manage users by clicking User Management from the navigation menu.
- Please verify that the user or group you wish to manage was updated automatically on Zoom’s web server.
Update users
It will automatically update its information within a few minutes when you make an update to a user’s information in Okta, such as a user’s name. Updating this information does not require any additional steps on your part. It will not be possible to change an email address in Okta and then send it to Zoom; it must be done directly in Zoom.
- Go to the Directory section of the Okta Console.
- Select either People or Groups.
- Click on the name of the user or group that you want to add.
- Click on the Profile tab.
- Select the Edit button.
- Click the box next to the parameters you wish to change.
- Click the Save button.
- Ensure you are logged in as an admin or owner of Zoom.
- Zoom Web Portal users can select User Management from the navigation menu and then click Users from the drop-down menu.
- Make sure that your Zoom account has been automatically updated with the user or group.
Unassign the Zoom app from users
Whenever you unassign the Zoom app from one user to another, the user will automatically be deactivated within Zoom.
- Go to the Directory section in Okta Console.
- There you can find the People and Groups sections.
- Select the name of the person or group you would like to see.
- Next, select Applications from the menu bar.
- You will then see an X icon appear.
- In the Unassign Application pop up window, click the okay button.
- If you are an owner or an admin, sign in to Zoom.
- To access the User Management section of the Zoom web portal, click the User Management tab and then click Users.
- Verify that the user that you want to deactivate is selected under the user type as Basic (Deactivated).
Deactivate users
- Go to the Directory section in the Okta Console.
- There you will find the People and Groups sections.
- Click on the name of the person or group you want to see.
- Then click More options.
- Then click Deactivate.
- A pop-up window will appear asking you to Deactivate the person. Click Deactivate.
- Make sure you are logged into Zoom as an admin.
- If you are using the Zoom web portal, go to the navigation menu and choose User Management, then choose Users.
- The way to verify this is to select Basic (Deactivated) under the type of the desired user.
How to import Zoom users into Okta
It is possible to use the Import feature to add some of your existing Zoom users into your Okta account if they are already in the Zoom account, but not in Okta.
Notes:
- We are going to scan all the users in the Zoom account and compare them against those in Okta. This user will be automatically imported into Okta if he or she does not exist in Okta.
- Currently, we do not support the following mapping attributes when using the import function:
- Telephone
- Job Title
- Zoom Phone Ext Number
- Zoom Phone Number
- Zoom Phone site
- Zoom Phone Calling Plan
- Go to the Applications section in Okta Console.
- In the drop-down menu, select the Zoom app.
- On the Import tab, select Import Now from the drop-down menu.
Note: When the import process is completed, Okta will display a list of users who are not already in Okta, as well as any users found in Zoom. Whenever a user is found in Zoom, Okta will automatically add it to Okta. - Adding a new Okta user is as simple as selecting the down arrow to the right of the name of the Zoom user, and clicking the check mark to confirm the NEW Okta user.
- Simply click Confirm Assign.
- Once you have selected your user assignment, simply click Confirm.
- Alternatively, you can choose to activate the users automatically after confirmation.
- Verify that the Zoom application has been assigned to the new user by clicking on the Assignment tab.
- After clicking the new user name, click Activate to begin the process.
- After clicking the new user name, click Activate to begin the process.
- You will then receive an email containing an Okta activation link.
How to use mapping attributes to manage Okta users in Zoom
It is by default mapped to a user at the time of first login that email address, first name, and last name are stored. Using SAML Basic mapping and Advanced SAML mapping, you are able to pass additional information using custom attributes. See the Zoom Phone SCIM attributes list for information on creating or updating phone users.