Managing users

Last Updated:

User management allows account owners and admins to manage their users by adding, deleting, and assigning roles and add-on features. Before beginning, take note of these terms:

This article covers:

Learn how to remove a user by deleting, deactivating, or unlinking them from your account.

Prerequisites for managing users on your Zoom account

  • Free with Credit Card, Pro, Business, Education, or Enterprise account
  • Account owner or admin privileges

How to access user management

  1. Sign in to the Zoom web portal as an account owner or admin.
  2. In the navigation menu, click User Management then Users.
    You will see the following tabs:
    • Users: Current users in the account. You can do the following:
      • Edit the account type of each user (Basic, Licensed, and On-Prem) or department.
      • Add users one at a time or import a CSV file to add multiple users at once.
      • Export users to a CSV file.
      • Set Admin users or assign a custom role if you are the owner
    • Pending: People that have been invited to join the Zoom account but haven't activated their account.
    • Advanced: View user statistics and change several users at once.

Note: Only the account owner can promote a member to an admin or demote an admin to a member.

How to add a new user

Note: You can add or update several users at once by importing a CSV file.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. To add a new user to your account, click Add Users.
  4. Enter the user information.
    • Email Address: Enter the user's email address. If you need to add multiple users with the same settings, you can enter multiple email addresses separated by commas.
      Note: The email addresses must already exist and be able to receive external emails. 
    • User Type: Select if this user should be Basic (free), Licensed, or On-Prem. To assign a Licensed user, you will need to have licenses available. To assign an On-Prem user, you must have Meeting Connector enabled.
      Add-ons, such as Large Meeting and Webinar, are listed below the User Type options. Check which features you want the user to have. You must have available licenses for these features. 
    • Department, Manager, Job Title, and Location (optional): Enter information to appear on the user's profile. The user's profile can be viewed by other users. The user can customize their profile to change their department, job title, and location information later on.
    • User Group: If you are using group management, select a group to add this user to.
    • Default Password: Set a default password for the user.
  5. Click Add

Notes

  • New users will receive an activation email. Users with existing Zoom accounts under the same email address will receive an email to accept your invitation and join your account. 
  • Owners of paid accounts will also be prompted to decide how to handle any remaining balances on their account. More information about the invitation process is available, including accepting invites and best practices.  
  • After accepting the invite and joining the account, the following details will transfer to you:
    • Your profile details (name, profile picture, time zone, etc.)
    • Scheduled meetings and webinars
    • Cloud recordings
    • IM history
    • Contacts
    • Settings
      Settings may be altered if they conflict with group or account settings on the account you are joining. Any licenses, such as large meeting or webinar, will not transfer, so these will need to be assigned by an admin on the new account. Reporting data will also not be transferred, so it is recommended they access and download any needed reports before accepting the account invitation. While IM history is transferred with and accessible to the user, any IM history from before joining the account is not accessible to account admins on the new account.  

How to view pending users

Pending invitations expire after 30 days and are removed from the pending list. If you resend an invite, it resets the expiration timer and adds another 30 days each time the invite is resent.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Click the Pending tab to see users that haven't confirmed their accounts:
    • If a user hasn't accepted their invitation and can no longer find it in their inbox, you can resend the confirmation email to them by clicking Resend.
    • If you do not want to allow a user to join your account, click Delete before they accept your email invitation.

How to edit a user's license, add-on, and role 

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Scroll or search for the user. 
    Note: Accounts with more than 5000 users will only be able to search for users by their email addresses. 
  4. To the right of the user's information, click Edit
  5. You can edit the following details:
    • User Type: Choose between Basic, Licensed, or On-Prem
    • Add-on licenses: Available add-on licenses, such as Large Meeting and Webinar, can be selected to assign that license to this user. These must be purchased via Billing prior to assignment. 
    • User Role: Only accessible to the account owner by default or a user with a custom role with permission to edit Role management. The user can be changed to Admin, Member, or a custom role. 
    • Department
    • Manager
    • Job Title
    • Location 
  6. Click Save.

Alternatively, an admin or owner can select multiple users on the Users page to quickly change their Role, License, and Group

How to manage column settings

You can hide or display different columns that show different user information.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click User Management then Users.
  3. Click the Users tab.
  4. In the top right corner of the page, click the gear icon settings-button__1_.png, then select the column settings that you want to display:
    • First Name: Displays the user's first name.

    • Last Name: Displays the user's last name.

    • Role: View what role other users have by managing users.

    • Type: View user types for all users under your account.

    • Phone Number: Enter the user's phone number.

    • Department: Displays the user's department.

    • Manager: Enter the user's manager name or email.

    • Job Title: Enter the user's job title.

    • Location: Enter the user's location.

    • Group: Displays the group that the user belongs to.

    • Client Version: View the user's last login time and the client version that was used.

    • Creation Date: Displays the date that the user account was created.

    • External Contacts: If users in the account add external contacts, you can view these external contacts and remove them from the account.

How to change advanced user management settings

Advanced settings allow you to change the user type of several users at once, remove users, and set the default user type.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Click the Advanced tab to view  the following information and settings:
    • User Summary: Total number of users and the number of Basic, Licensed, On-Prem, and Zoom Room users.
    • Change User Type:
      • Change all account members who are not administrators: Convert users who are the specified user type to another user type. You can't use this to change owners or admins. For example, you can change all Basic users to Licensed users.
      • Unlink all account members with user type: Remove all members with the specified user type. Their Zoom accounts will be disassociated from your Zoom account.
        Note: This does not affect Admins or users tied to the account due to Associated Domain.
      • Change default domain user type: Change the default user type when adding new users with Associated Domain.
    • Change User Group:
      • Set default user group: Set the default user group for new users to be automatically assigned to. 
      • Switch user group: Move all unassigned or users in a specific group to another group. 
      • Add domain users to group: Assign all users with an approved Associated Domain to a specific group. 
    • Delete Deactivated Users: Choose if you want to automatically delete deactivated users, and specify the number of days it takes for deactivated users to be automatically deleted from the account.
    • Add Custom Attributes For Users: This allows you to create up to 5 custom attributes, which can then be assigned to users. These attributes can be used to sort users on the Users page. 
    • Account Contact Integration: This allows to populate users from Azure Active Directory (ADD) for search and dial. This enables search only and does not sync Azure Active Directory Users with Zoom Database.

How to view and remove external contacts

If users in the account add external contacts, you can view these external contacts and remove them from the account.

Note: External contacts have certain privileges to access the account's channels.  

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Click the Users tab.
  4. In the top-right corner of the page, click the gear icon settings-button__1_.png, then select External Contacts, and click Confirm. 
  5. Locate a user that has external contacts, then click the number in the External Contacts column.
    You will see a list of external users that were added by the selected user.
  6. (Optional) Click the number in the Channels column to view channels or group chats they are members of.
  7. Click the ellipses icon  in the last column, then click Remove from Account to disconnect these contacts.

Alternatively, you can search for an external user by their email address to find who has this user as a contact. 

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Click the Users tab.
  4. In the top-right corner of the page, click the gear icon settings-button__1_.png, then select External Contacts, and click Confirm
  5. Click Advanced Search
  6. Enter the email address of the external user and click Search. Any of your internal users who have this external user as a contact will be listed in the results. 
  7. Click the number in the Channels column to view channels or group chats they are members of.

Removing an external contact will lead to the following results:

  • The external contact will be removed from the internal user's contacts list in the desktop client and mobile app (My Contacts section in the Contacts tab).
  • The external contact will be removed from all internal channels and group chats they are members of.
  • The external contact can still access chat history for 1-on-1 chats.
  • The external contact's chat history is still viewable by admins. This includes 1-on-1 chats, channels, and group chats.
  • The external contact can be re-added to the account by internal users.

Zoom Community

Join the 100K+ other members in the Zoom Community! Login with your Zoom account credentials and start collaborating.