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Managing participants in a meeting Follow

As the host in a meeting, you can manage the participants. By default, any participant in a meeting can share their video, screen, and audio. If you want to limit who can share their screen, video, and audio, we recommend using the webinar platform. For a full comparison of these options, see our meeting and webinar comparison.

This article covers:

Prerequisites for managing participants in a meeting

  • Host permissions in the meeting, or co-host permission (set by the host)
  • Join by Zoom desktop client, mobile app, or web client*

Some options have additional prerequisites and must be enabled on the web portal or require a specific version of Zoom for full functionality. These features include giving a participant the ability to record locally, assigning a co-host, putting a participant on-hold and using the waiting room.

*Limited controls are available when joining by web.

Order of participants

Names in the participants list appear in the following order:

  1. You
  2. The host (If you’re not the host)
  3. Phone numbers with no names 
  4. Unmuted participants (sorted alphabetically)
  5. Muted participants (sorted alphabetically)

Controls for hosts and co-hosts

With meetings, hosts and co-hosts can control the following features:

  • Mute participants
  • Request that a participant unmutes or unmutes (with pre-approved consent)
  • Stop a participant's video
  • Request that a participant starts their video
  • Prevent participants from screen sharing
  • Rename a participant
  • Put a participant on hold (if waiting room is disabled)
  • Choose to play an enter or exit chime
  • Lock the meeting to prevent anyone new from joining
  • Place participants in waiting room or admit/remove participants from the waiting room (waiting room can only be enabled by the host)

Only hosts have access to these features:

Controls for managing participants

  1. Sign in to the Zoom desktop client.
  2. Start a meeting.
  3. Click Participants in the host controls to display the participants list.
  4. (Optional) Click the drop-down menu located at the top-left corner and click Pop Out to separate the participants list from the meeting window
  5. Hover over a participant and click More for these options:
  • Ask to Unmute / Unmute / Mute 
  • Chat: Open the chat window to send messages directly to the participant.
  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
  • Pin: Pin up tp 9 participants' videos so that it is always visible on your screen. This will not affect other. 
  • Spotlight for Everyone: Spotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting. 
  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
  • Make Co-Host / Remove Co-host Permissions(only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts. 
  • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
  • Assign to type Closed Caption (only available to the host): Assign the participant to type closed caption during the meeting.
  • Allow to Record Local Files (only available to the host): Allow the participant to start or stop a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Allow to Multi-pin: Allows another participant to use the multi-pin feature. By default, participants can only pin 1 participant at a time. 
  • Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
  • Put On Hold: If the waiting room is not enabled, you'll see this option to place the participant on hold.
  • Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants to rejoin.
  • Report: Allows you to report a user to Zoom's Trust and Safety team. You will be able to select which user to report and provide details about the problem. You can also upload evidence, such as screenshots. 

You will also have access to enable or disable these options at the bottom of the participants list:

Click More for these options:

  • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.
  • Mute Participants upon Entry: Automatically mute participants as they join the meeting.
  • Allow Participants to Unmute Themselves: Participants can unmute themselves if they want to speak to others in the meeting.
  • Allow Participants to Rename Themselves: Participants can change their screen name displayed to other participants.
  • Play sound when someone joins or leaves: Play a sound when participants join and leave the meeting
  • Play Chime for Chat Messages/Raise Hand: Play a sound when participants use in-meeting chat or raise their hand. Please contact Zoom Support to have this feature enabled for your account. 
  • Enable Waiting Room: Enable the Waiting Room feature. This option is available regardless of the web portal setting.
  • Lock meeting: Don't allow other participants to join the meeting in progress.
  • Merge to meeting window: Merge the participants list with the main meeting window. This option is only available if you separated the participants list from the main meeting window.

To prevent participants from screen sharing:

  1. In the host controls, click the arrow  next to Share Screen and click Advanced Sharing Options.
  2. Under Who can share? choose Only Host.
  3. Close the window.
  1. Sign in to the Zoom desktop client.
  2. Start a meeting.
  3. Click Participants in the host controls to display the participants list.
  4. Hover over a participant and click More for these options:
  • Ask to Unmute / Unmute / Mute
  • Chat: Open the chat window to send messages directly to the participant.
  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
  • Spotlight Video: Spotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting. 
  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
  • Make Co-host / Remove Co-host Permissions (only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts. 
  • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
  • Assign to type Closed Caption (only available to the host): Assign the participant to type closed caption during the meeting.
  • Allow to Record Local Files (only available to the host): Allow the participant to start or stop a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
  • Put On Hold: Place the participant on hold, removing them from the video and audio conference. The Allow host to put participant on hold option must be enabled prior to starting the meeting. 
  • Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants to rejoin.
  • Report: Allows you to report a user to Zoom's Trust and Safety team. You will be able to select which user to report and provide details about the problem. You can also upload evidence, such as screenshots. 

You will also have access to enable or disable these options at the bottom of the participants list:

Click More for these options:

  • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.
  • Mute Participants upon Entry: Automatically mute participants as they join the meeting.
  • Allow Participants to Unmute Themselves: Participants can unmute themselves if they want to speak to others in the meeting.
  • Allow Participants to Rename Themselves: Participants can change their screen name displayed to other participants.
  • Play sound when someone joins or leaves: Play a sound when participants join and leave the meeting
  • Play Chime for Chat Messages/Raise Hand: Play a sound when participants use in-meeting chat or raise their hand. Please contact Zoom Support to have this feature enabled for your account. 
  • Enable Waiting Room: Enable the Waiting Room feature. This option is available regardless of the web portal setting.
  • Lock meeting: Don't allow other participants to join the meeting in progress.
  • Merge to meeting window: Merge the participants list with the main meeting window. This option is only available if you separated the participants list from the main meeting window.

To prevent participants from screen sharing:

  1. In the host controls, click the arrow  next to Share Screen  and click Advanced Sharing Options.
  2. Under Who can share? choose Only Host.
  3. Close the window.
  1. Sign in to the Zoom Chrome OS client.
  2. Start a meeting.
  3. Click Participants in the host controls to display the participants list.
  4. Click the drop-down menu located at the top-left corner to close the participants list or click Pop Out to separate the participants list from the meeting window:
  5. Hover over a participant and click More for these options:
  • Ask to Unmute / Unmute / Mute
  • Chat: Open the chat window to send messages directly to the panelist.
  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
  • Make Co-Host (only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts. 
  • Allow Record (only available to the host): Allow the participant to start or stop a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Assign to type Closed Caption (only available to the host): Assign the participant to type closed caption during the meeting.
  • Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
  • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
  • Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants to rejoin.

You will also have access to enable or disable these options at the bottom of the participants list by clicking More:

  • Invite: Invite others to join the meeting.
  • Mute All / Unmute All: Mute or unmute all participants currently in the meeting.
  • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.
  • Mute participants on entry: Automatically mute participants as they join the meeting.
  • Allow participants to unmute themselves: Participants can unmute themselves if they want to speak to others in the meeting.
  • Allow participants to rename themselves: Participants can change their screen name displayed to other participants.
  • Enable Waiting Room: Enables Waiting Room for incoming new participants or to move current participants into the Waiting Room.
  • Lock meeting: Don't allow other participants to join the meeting in progress.
  • Merge to meeting window: Merge the participants list with the main meeting window. This option is only available if you separated the participants list from the main meeting window.

To prevent participants from screen sharing:

  1. In the host controls, click the arrow next to Share Screen and click Advanced Sharing Options.
  2. Under Who can share? choose Only Host.
  3. Close the window.

When joining using the web client, you will have limited functionality in managing participants.

  1. In the host controls, click Participants in the host controls to display the participants list.
  2. Hover over a participant and click More for these options:
  • Ask to Unmute / Unmute / Mute
  • Chat: Open the chat window to send messages directly to the panelist.
  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
  • Spotlight for EveryoneSpotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting. 
  • Allow to Multi-pin: Allows another participant to use the multi-pin feature. By default, participants can only pin 1 participant at a time. 
  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
  • Make Co-Host (only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts. 
  • Assign to type Closed Caption (only available to the host): Assign the participant to type closed caption during the meeting.
  • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
  • Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
  • Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants to rejoin.
  • Report: Allows you to report a user to Zoom's Trust and Safety team. You will be able to select which user to report and provide details about the problem. You can also upload evidence, such as screenshots. 

You will also have access to enable or disable these options at the bottom of the participants list:

  • Invite: Invite others to join the meeting.
  • Mute All / Unmute All: Mute or unmute all participants currently in the meeting.
  • More 
    • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.
    • Mute participants on entry: Automatically mute participants as they join the meeting.
    • Allow participants to unmute themselves: Participants can unmute themselves if they want to speak to others in the meeting.
    • Allow participants to rename themselves: Participants can change their screen name displayed to other participants.
    • Lock meeting: Don't allow other participants to join the meeting in progress.
  1. Sign in to the Zoom mobile app.
  2. Start a meeting.
  3. Tap Participants  in the host controls to display the participants list.
  4. Tap a participant's name to manage a specific participant with the following options:
    • Ask to Unmute / Unmute / Mute
    • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
    • Chat: Open the chat window to send messages directly to the participant.
    • Spotlight for Everyone: Spotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting.
    • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
    • Make Co-Host (only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts.
    • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
      Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
    • Assign to Type Closed Captions (only available to the host): Assign the participant to type closed captions during the meeting.
    • Allow to Record Local Files (only available to the host): Allow the participant to start or stop a local recording of the meeting. Participants do not have access to start a cloud recording.
    • Allow to Multi-pin: Allows another participant to use the multi-pin feature. By default, participants can only pin 1 participant at a time. 
    • Put in Waiting Room: Place participants in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
    • Remove: Dismiss a participant from the meeting.

At the bottom of the participants window, you will have the following options:  

  • InviteInvite others to join the meeting.
  • Tap for these options
    • Mute All: Mute all participants currently in the meeting.
    • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.

To mute participants upon entry, play the join and leave sound, or show names of participants when they join, tap More and then Meeting Settings in the host controls.

To lock the meeting, prevent participants from sharing their screen, or put participants into the waiting room upon entry, tap More and then Security in the host controls. Learn more about meeting security.

 

  1. Sign in to the Zoom mobile app.
  2. Start a meeting.
  3. Tap Participants in the host controls to display the participants list.
  4. Tap a participant's name to manage a specific participant.
  • Ask to Unmute / Unmute / Mute
  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
  • Chat: Open the chat window to send messages directly to the participant. 
  • Spotlight Video: Spotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting. 
  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host.
  • Make Co-Host (only available to the host): Assign the participant to be a co-host. You can have an unlimited number of co-hosts. 
  • Rename: Change the participant name that is displayed to other participants. This change only applies to the current meeting.
    Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
  • Assign to Type Closed Captions (only available to the host): Assign the participant to type closed caption during the meeting.
  • Allow to Record Local Files (only available to the host): Allow the participant to start or stop a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Allow to Multi-pin: Allows another participant to use the multi-pin feature. By default, participants can only pin 1 participant at a time. 
  • Put in Waiting Room: Place participants in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear. Learn more.
  • Remove: Dismiss a participant from the meeting.

At the bottom of the participants window, you will have the following options:  

  • Invite: Invite others to join the meeting.
  • Mute All: Mute all participants currently in the meeting.
  • Tap  for these options:
    • Ask All to Unmute: Display a pop-up notification to all muted participants with option to unmute themselves or stay muted.

To mute participants upon entry, play the join and leave sound, or show names of participants when they join, tap More and then Meeting Settings in the host controls.

To lock the meeting, prevent participants from sharing their screen, or put participants into the waiting room upon entry, tap More and then Security in the host controls. Learn more about meeting security.