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Managing settings in the New Admin Experience Follow

In the New Admin Experience, Zoom will be moving Chat settings (formally known as IM Settings) to Account Settings and merging User Groups and IM Groups in one central place. This allows you to manage your account settings, groups, group settings, and contacts conveniently from one place. Previously, you had to manage User Groups and IM groups separately.

Group management allows you to turn settings on or off for a group of users in your account. You can also set group admins to manage the members and settings for that group. The group admin can also see if the group they manage is set as the primary group for users within the group. The group admin does not need to be an account admin or have role permissions to edit user groups.

Learn more about the UI changes and rollout plan for the New Admin Experience.

This article covers:

Prerequisites for using the New Admin Experience

  • Paid Zoom account
  • Account owner or admin privileges
  • View and edit access to the Groups and Contacts permissions in role management
  • The account was created after August 21, 2021; or was part of the New Admin Experience beta program

How to add a new group

Groups allow you to turn settings on or off for a group of users in your account. You can also use groups to organize users in the Contacts tab in the Zoom desktop client and mobile app.

Note: Your old IM groups will be automatically added as a new group with (Originally IM Group) appended to its name on the Groups page. Your old IM groups will also automatically be added to the new Contacts page.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Groups.
  3. Click Add Group.
  4. Enter a name and description for the new group.
  5. Click Add.
    This group will now show up in your groups list.

How to add group admins

You can set group admins to manage the members and settings for that group. The group admin can also see if the group they manage is set as the primary group for users within the group. The group admin does not need to be an account admin or have role permissions to edit user groups.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Groups.
  3. Click the name of the group you would like to set admins for.
  4. Next to Group Admins, click the plus sign (+).
  5. Enter one or more names or email addresses of users that you would like to set as group admins.
  6. Click Add.

How to add members to a group

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Users.
  3. Check the users you want to add to the group.
  4. Click Group.
  5. Confirm the list of users.
  6. Select the name of the group from the User Group drop-down menu.
  7. Click Save.

How to set a user's primary group

If a user is in multiple groups, you can set a primary group for users.

Notes:

  • The user will use the primary group's meeting, audio conferencing, and recording settings. For chat settings, the group that has the most restrictive chat setting will apply to the user.
  • If settings are locked in other groups, those settings will be locked for that user. By default, the primary group is the first group the user is added to.
  • If you have an Information Barriers policy, Zoom will only apply the policy of the user's primary group.
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Groups.
  3. Click the name of the group you would like set as primary.
  4. Click the link next to Total Members.
  5. Click the ellipses icon (...) next to the user you would like to set the primary group for.
  6. Click Set as Primary Group.
  7. Click Save to confirm that you would like to set this group as primary for this user.

How to change group settings

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Groups.
  3. Change the following settings:

Profile tab

  • Profile of Group
    • Group Name: Enter a display name for the group. If the group is set to show in the company contacts directory, the group name is also displayed in the desktop client and mobile app.
    • Group Description: Enter a description to help you identify the group. The description is only viewable to admins in the web portal. It's not visible in the company contacts directory.
  • Member
    • Group Admins: Add group admins.
    • Total Members: Click the number of members to view a list of members and add members.
  • Communications Content Storage Location: Manage the storage location of Communications Content.
  • Transit Data: Select the data center regions for hosted meetings and webinars.

Meeting, Recording and Audio Conferencing tabs

Group settings remain the same as the old Group Management page.

How to change account and group Zoom Chat settings

Note:

  • Previously, chat settings were located in IM Management under the IM Settings tab. This enhancement moves chat settings to Account Settings and renamed IM Settings to Chat settings.
  • Aside from the Chat tab, all other account-level settings remain the same.
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, access the chat settings at the account or group level:
    • Account: Click Account Management then Account Settings.
    • Group: Click User Management then Groups. Click Edit next to a group.
  3. Click the Zoom Chat tab.
  4. Navigate to the setting you want to change.
  5. For account-level settings, click the lock icon to lock a setting if you want to prevent it from being changed in group settings.

Notes:

  • Settings with a large asterisk () can only be changed at the account level.
  • Settings with two large asterisks () can only be changed at the group level.
  • Some settings are dependent on certain prerequisites. If you do not see a setting listed for, review the article on the setting to see if your account meets those prerequisites.

Sharing tab

Allow users in the group or account to use these chat features:

Visibility tab✱

  • Set Chat as a default tab for first-time users
  • Show H.323 contacts
  • Link accounts to an organization
  • Ungrouped users can search for any contacts: Users not in a group can search for any user in the same account or organization.
    Note: Each group's privacy settings will still apply. Users will not be able to search for other users in restricted groups.
  • Announcements

Security tab

  • Enable advanced chat encryption
  • Enable Personal channel in Chat window
  • Allow users to search others✱✱: Allow group members to use the global search bar in the client to search for other users.
    Note: This setting is only available at the group level. This setting also applies when users search for others in the Zoom web portal. For example, when users assign alternative hosts to meetings/webinars, pre-assign participants to breakout rooms, or assigning panelists to webinars.
  • Allow users to add contacts: Allow users to add Zoom contacts to their contacts directory. Click an option to set the level of access.
    Note: If turned off, users can't add contacts but can still view the company contact directory.
  • Allow users to chat with others: Allow users to chat with internal or external contacts.  Click an option to set the level of access.
  • Show status to external contacts

Storage tab

How to manage contacts

You can use the Contacts page to control users and groups that appear in the desktop client and mobile app (All Contacts section in the Contacts tab). These users or groups will also be searchable when using Zoom Phone (Phone tab) or a provisioned desk phone.

Note: Your old IM groups will be automatically added to the New Admin Experience as a new group and added to the company contacts directory.

Determine how users/groups are shown in the desktop client and mobile app

Follow these steps to show the account's users and groups in the desktop client and mobile app (All Contacts section in the Contacts tab).

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Contacts.
  3. Make sure the toggle at the top of page is enabled.
    The account's users and groups in the desktop client and mobile app (All Contacts section in the Contacts tab). Users will be organized by their primary group.
  4. (Optional) Click the List all account users under ‘All Contacts’ check box if you don't want users to be organized by their primary group. Instead, all users will appear under Company Contacts (in the All Contacts section in the Contacts tab).

Import groups to the Contacts page

You have to import groups to the Contacts page to control how these groups appear in the desktop client and mobile app (All Contacts section in the Contacts tab). 

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Contacts.
  3. Click Select Groups.
  4. Select or search for a group, then select a privacy setting:
    • Visible to anyone, searchable by anyone: All users can see the group in the the client and app (All Contacts section in the Contacts tab). All users can search for group members.
    • Visible to members only, searchable by anyone: Only members can see the group in the client and app (All Contacts section in the Contacts tab). All users can search for group members.
    • Visible to members only, searchable by members only: Only members can see the group in the client and app (All Contacts section in the Contacts tab). Group members are only searchable by other group members.
  5. Click Import.

Edit a group's privacy settings

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Contacts.
  3. Change the following privacy settings for each group you included in the Contact page:
    • Show ‘All Contacts’ on Zoom applications toggle: Include groups in the Contacts tab (contact directory) in the Zoom desktop client and mobile app.
      Note: This setting overrides the below privacy setting for the group's visibility in the company contacts directory. Group members will still be searchable based on the privacy settings below.
    • List all account users under ‘All Contacts’: Display all members of your account in the Contacts tab (contact directory) in the Zoom desktop client and mobile app.
  4. Click the ellipses icon (...) then click Edit to change privacy settings for the group and its members:
    • Visible to anyone, searchable by anyone: All users can see the group in the the client and app (All Contacts section in the Contacts tab). All users can search for group members.
    • Visible to members only, searchable by anyone: Only members can see the group in the client and app (All Contacts section in the Contacts tab). All users can search for group members.
    • Visible to members only, searchable by members only: Only members can see the group in the client and app (All Contacts section in the Contacts tab). Group members are only searchable by other group members.