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Managing attendees and panelists in a webinar Follow

Overview

You can have both panelists and attendees in your webinar and manage them as the host.

By clicking Participants in your host controls, you can manage the panelists and attendees in your webinar. This includes promoting a panelist to co-host or attendee to panelist, demoting panelists to attendee, unmuting, stopping video, and more.

You can also view reporting after your webinar concludes, to see registration, attendee, polling, and other details. 

This article covers:

Prerequisites

  • Webinar add-on
  • Host privilege for this webinar

Accessing the participants panel

  1. Sign in to the Zoom desktop client.
  2. Start a webinar as the host.
  3. Click on Participants in the webinar controls.
    The Participants panel will be on right side of your screen. The host, co-hosts, and panelists will be listed in the Panelist tab and the attendees will be listed the Attendees tab.

Note: Participants are displayed in the following order.

  1. Participants allowed to talk.
  2. Participants with their hand raised. Participants that raised their hand first are displayed at the top.
  3. Participants without their hand raised.

Managing panelists

Hover over over the panelist's name and click More. You will see the following options to manage participants:

  • Mute / Ask to Unmute: Mute or unmute the panelist. They need to accept the unmute prompt before they are unmuted.
  • Chat: Open the chat window to send messages directly to the panelist.
  • Make Host: Assign the panelist to be the host. There can only be one host.
  • Make Co-Host / Withdraw Co-host permission: Assign the panelist to be a co-host. You can have an unlimited number of co-hosts.
  • Change Role to Attendee: Click this to change the panelist's role to an attendee.
  • Rename: Change the panelist's name that is displayed to other participants.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. This change only applies to the current webinar. To permanently change your name, see My Profile.
  • Assign to Type Closed Captions: Assign the panelist to type Closed Caption during the webinar.
  • Allow to Record Local Files / Remove Permission to Record Local Files: Allow the panelist to start or stop a local recording of the webinar, or remove that given permission. Panelists do not have access to start a cloud recording.
  • Allow to Multi-pin: Allows this panelists to pin up to 9 videos within their view of the webinar
  • Put on hold: Place the panelist on hold. This will temporarily remove them from the webinar so that they cannot hear you, see your screen share, or your video, as well cannot be heard, seen, or share content. Their webinar screen will change to the message: "Please wait, the meeting host will let you in soon", followed by the name and date of the webinar.
  • Remove: Remove the panelist from the webinar. They will not be able to rejoin unless you allow participants and panelists to rejoin.

Changing a panelist to attendee

  1. Sign in to the Zoom desktop client.
  2. Start a webinar as the host.
  3. Click Participants .
  4. Click the Panelists tab.
  5. Hover over the name of the panelist you want to make an attendee and click on More.
  6. Click Change Role to Attendee.

Managing attendees

To manage attendees, click on the Attendees tab, hover over the attendee's name, and click More. You will see the following options:

  • Allow to Talk: Allow the attendee to unmute and speak in the webinar. The participant will receive a prompt to confirm if they want to unmute or stay muted. If you already allowed a participant to talk but they decided to stay muted, click Ask to Unmute to prompt them to unmute their mic. All participants will be able to hear them. 
    Note: While unmuted, the attendee's profile picture and name is displayed to the host and panelists. Only their name is displayed to other attendees.

    If you allowed the attendee to talk, you will see these options:
    • Mute / Ask to Unmute: Mute or unmute the attendee. They need to accept the unmute prompt before they are unmuted.
    • Disable talking: Revoke the attendee's ability to talk. This will mute the participant and prevent them from unmuting themselves.
  • Lower Hand: Lower the participant's hand. Their position in the participants will move down after the participants with their hand raised.
  • Chat: Open the chat window to send messages directly to the attendee.
  • Promote to panelist: Make the attendee a panelist.
  • Rename: Change the attendee's name that is displayed to other attendees.
  • Remove: Remove the attendee from the webinar. Remove the panelist from the webinar. They will not be able to rejoin unless you allow the attendee to rejoin.

    At the bottom of the list of attendees, you will see the Lower All Hands option, which will lower all raised hands. This does not mute attendees that raised their hand and were unmuted.

Promoting an attendee to panelist

  1. Sign in to the Zoom desktop client.
  2. Start a webinar as the host.
  3. Click Participants .
  4. Click the Attendees tab.
  5. Hover over the name of the attendee you want to promote and click More.
  6. Click Promote to panelist.

Additional controls

There are some additional controls at the bottom of the Participants panel in the Panelists tab:

  • InviteInvite others to join your meeting.
  • Mute All: Mute all of the panelists and any attendees who you have given permission to talk.
  • More:
    • Ask All to Unmute: Unmute all panelists and any attendees who you have given permission to talk. The attendees without permission to talk will remain muted.
    • Lower All Hands: Lowers all raised hands of panelists. This has no effect on attendees' raised hands. 
    • Mute Panelists On Entry: Mute all new panelists upon entry, but they will be able to unmute themselves. Attendees are automatically muted (and will not be able to unmute unless you promote them to panelists or allow them to talk).
    • Play Join and Leave Sound Play a chime whenever a new panelist or attendee joins or leaves the webinar.
    • Lock Webinar: Prevent any new panelists or attendees from joining the webinar, until you unlock it.
    • Allow Panelist to
      • Unmute Themselves: Allow panelists to unmute themselves as they see fit. 
      • Rename: Allow panelists to rename themselves in the webinar
      • Start Video: Allow panelists to start their video if they would like to. If you uncheck this option, it will not stop the video feed of any panelist who already has their video on.
    • Allow attendees to:
      • Raise Hand: Allow attendees to raise their hand in the webinar. This feature is typically used if you want to know who would like to ask questions out loud.
      • View Participant Count: Allow attendees to see how many panelists and attendees are in the webinar. The number of panelists includes the host. It will appear at the top of their screen, after the meeting ID.

Attendee view controls

The host and co-host also have the ability to control the video layout that attendees presented during the webinar. All panelists can set their own view layout separate from the layout seen by attendees. 

In the top-right corner of the video section, click View to see the following options: 

  • My View: Set the video layout that you will personally see in the webinar. 
    • Speaker: Speaker view switches between the active speakers in the webinar, with other video panelists above the active speaker when not speaking. 
    • Gallery: Gallery view presents either 25 or 49 participants (if enabled in client Settings) on the screen in equal size. If there are more panelists than allowed to fit, multiple pages of gallery view will be created. 
    • Release video order: If a custom gallery view order has been set, the order is locked into place and will not change unless manually changed. This option will release the order and let Zoom adjust the order of gallery view based on who is speaking. 
    • Fullscreen
  • Attendee View: Set the video layout that the attendees see during the webinar. By default, they see the same view as the host (the host's default view is gallery view).
    • Follow Host's View: Participants will see the same view that the host is using, whether active speaker view or gallery view. If the host is sharing their screen, the attendees will have side by side mode with the host's share and the active speaker's video. The attendees can adjust the share and video size.
    • Speaker: Speaker view switches between the active speakers in the webinar, with other video panelists above the active speaker when not speaking. 
    • GalleryGallery view presents either 25 or 49 participants (if enabled in client Settings) on the screen in equal size. If there are more panelists than allowed to fit, multiple pages of gallery view will be created. 

When the host or a panelist is sharing their screen, the options will change and appear as such: 

  • My View: Set the video layout that you will personally see in the webinar. 
    • Standard: Shared content is the main focus, while video thumbnails are displayed either above the content when in windowed mode (similar to speaker view) or over the content in the top-right corner of the screen when in fullscreen. These thumbnails during fullscreen can be moved by clicking and dragging.
    • Side-by-side: Speaker: Allows you to view shared screen alongside the Speaker view, with the ability to adjust the location of the separator between the shared screen and video to change the relative size of each side.
    • Side-by-side: GalleryAllows you to view shared screen alongside the Gallery view, with the ability to adjust the location of the separator between the shared screen and video to change the relative size of each side.
    • Release video order: If a custom gallery view order has been set, the order is locked into place and will not change unless manually changed. This option will release the order and let Zoom adjust the order of gallery view based on who is speaking. 
    • Swap Video and Shared Screen: Available when using standard view, this swaps the the video and shared content, bringing the focus back on the panelist video and minimizes the shared content without stopping the share. 
    • Fullscreen
  • Attendee View: Set the video layout that the attendees see during the webinar. By default, they see the same view as the host (the host's default view is gallery view).
    • Follow Host's View: Participants will see the same view that the host is using, such as speaker view, gallery view, side-by-side mode, etc. If the host is sharing their screen, the attendees will view the content in side-by-side mode and speaker view. The attendees can adjust the share and video size.
    • Standard: Shared content is the main focus, with video thumbnails displayed over the content in the top-right corner of the screen. These thumbnails can be moved by clicking and dragging. 
    • Side-by-side: Speaker: Attendees will view shared screen alongside the Speaker view, with the ability to adjust the location of the separator between the shared screen and video to change the relative size of each side.
    • Side-by-side: Gallery: Attendees will view shared screen alongside the Gallery view, with the ability to adjust the location of the separator between the shared screen and video to change the relative size of each side.