Zoom Events: roles, tickets, and permissions

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There are multiple roles available for Zoom Events and each role has a set of tools they can use during the event to enable participation.

This article covers:

Prerequisites for Zoom Events roles and permissions

  • Zoom desktop client:
    • Windows: 5.7.6 or higher
    • macOS: 5.7.6 or higher
  • Zoom mobile client
    • iOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • Basic, Pro, Business, Enterprise, or Education account
  • Zoom Events license (host only)

Notes:

  • There is a dependency with Windows' Webview package for Windows platform; while version 5.7.6 does support Zoom Events, it may cause a blank lobby experience for attendees.
  • For attendee access to the latest Zoom Events and Webinar features, we highly encourage attendees to update to the latest version of the Zoom desktop client/mobile application.

Roles that require a Zoom Events license and Zoom account

All roles must have a Zoom account while only certain roles need a Zoom Events license.

Zoom Events roles

Roles Zoom Events license Zoom account
Host
Co-editor  
Attendee  

Zoom Events special roles

Special roles Zoom Events license Zoom account
Alternative host  
Speaker  
Sponsor  
Sponsor representative  
Booth owner  
Booth representative  
Interpreter  
Moderator  

Zoom Events hub roles

Hub roles Zoom Events license Zoom account
Hub owner
Hub manager
Hub host
Zoom account admin

How to access your special-role ticket

If you have been invited to an event and receive a Special-Role ticket, this means that you have a special role or multiple special roles. The special roles are alternative host, panelist, speaker, sponsor, sponsor representative, booth owner, booth representative, interpreter, or moderator in some sessions.

Notes:

  • Only you can use your ticket. Ensure that you are signed in with the account associated with this email address.
  • If you have multiple special roles for the same event, they will be listed on one ticket for that event. On a Special-Role ticket, a user can hold one special role ticket and contain multiple special roles.
  1. Sign in to Zoom Events.
  2. In the top right corner, click Tickets.
  3. Click the Upcoming tab.
  4. Find the ticket for the event that you have been invited to.
    Your ticket for that event will be labeled as a Special-Role ticket.
  5. On the ticket, click View Details.
    1. Under What is your role?, view details about your role.
    2. Under Your Sessions as ___, view your session(s) that you have been assigned. You can also view the session details, such as its date/time and session title.
  6. When the event is available for you to join, click Join on the ticket.

You can also access your ticket from your confirmation email.

  1. Open the Zoom Events confirmation email.
    You can view information about your special role, the event, and the event’s date/time.
  2. Click View Ticket.
    This will redirect you to the Upcoming tab of events on the Tickets page.
  3. Find the ticket for the event that you have been invited to.
    Your ticket for that event will be labeled as a Special-Role ticket.
  4. On the ticket, click View Details to view more information about your special role and the event details.
  5. When the event is available for you to join, click Join on the ticket.

If the event organizer chooses to remove your role or assign you a different role, your Special-Role ticket will become inactive and you will receive an email notification.

Additionally, if you are in a multiple sessions or single session event, you can click Join Lobby to access the lobby before the event’s start time to start practice sessions and view event details.

Role descriptions

Note: A Zoom Event only requires one Zoom Events license. Participants with special roles do not need a Zoom Events license, but they must have a Zoom account.

Host

The host—who is the event organizer—is the user who schedules the event and has the full range of available permissions, such as managing the meeting or webinar, alternative hosts, and panelists. An event can only have one host.

Hosts have the following functionalities:

  • Hosts can start an event.
  • Hosts can be assigned as a speaker, granting themselves additional functionality, to the sessions at their event.
  • Hosts can designate up to 20 co-editors to edit published and live events.
  • The host can also enable or disable lobby and expo chats. A log of all moderation actions taken will be stored in the control panel.
  • The host can appoint a temporary host in-session, and the temporary host will have the following permissions until the host returns:
    • Start and end that specific session
    • Moderate that specific session

Note: Sponsors, sponsor representatives, booth owners, and booth representatives cannot edit their expo booth. The host or co-editors (with editing permissions) can edit expo booths.

Co-editor

Co-editors collaborate with hosts in editing and publishing Zoom Events. Co-editors can be added as you are creating your multiple sessions or single session event.

Co-editors have the following permissions:

  • For multiple sessions or single session events, co-editors can access the lobby before the event’s start time.
  • They have permission to edit the pages that are assigned to them by the host.
  • If the host designates them, co-editors can edit published and live events.

Notes:

  • This role is not included as a special role.
  • Co-editors are not provided with tickets to attend the event.
  • Co-editors do not have permission to add or remove other co-editors.
  • Co-editors do not have to belong to the same hub or the same account as you and do not have to have a Zoom Events license.

Speaker

Speakers are only available for multiple sessions or single session events. Speakers will be able to speak in the sessions they are assigned to and will have their images displayed in the People tab. The speaker bio will be displayed on the event detail page and in the event lobby.

Additionally, speakers can join an event as webinar panelists or attendees, and they will not have additional in-session access by default.

Note: A speaker can bypass a meeting waiting room when they are assigned to a session and when Waiting Room is enabled for their meeting session (as long as the Users invited during the meeting by the host or co-hosts will bypass the waiting room option is selected).

Speakers have permission to:

  • Access the lobby before the event’s start time to start practice sessions and view event details
  • Access their speaker landing page to view their assigned sessions or speaker bio
  • Start the session they are assigned to
  • Edit the details of the session they are assigned to (if delegated by the host)
  • Edit their bios (if delegated by the host)

In their assigned sessions, speakers can:

  • Mute/unmute themselves
  • View all Q&A and respond
  • Start/stop their own video

The host can choose to feature speakers. When a host chooses a primary featured speaker, that primary featured speaker will appear on the session card (their image will be displayed) on that session tile. Additionally, that primary featured speaker will appear on the session details as the featured speaker. If there are multiple featured speakers, the first person that the host selects will appear on the session card; all featured speakers will appear on the event details page's People tab as well as the lobby People tab.

Speakers will also receive a Speaker ticket so they can join all other sessions.

Alternative host

The host or co-host with permission can choose to enable or disable a speaker's alternative host access on a per session basis.

Alternative hosts can start a session, without being part of the speaker list for the event, and have the same in-session permission as the host. This role is available for both meeting and webinar sessions. Alternative hosts share many of the controls that the host has, which allows the alternative host to manage the administrative side of an event.

Note: Each event session is required to have one assigned alternative host.

Alternative hosts have permission to:

  • Access the lobby before the event’s start time to view event details (for multiple sessions and single session events only)
  • Start sessions assigned to them if the host isn't able to join the event on time
  • Start a session and then become the host of the session
  • Join a session and then become a co-host (if allowed by account settings)
  • Use the tools in the security shield (located in the meeting controls)
  • Moderate attendees in the event
  • Enable attendees' audio and video privileges upon entry
  • Mute and unmute attendees' audio
  • Respond to chats

Alternative hosts will also receive an Alternative Host ticket so they can join all other sessions; they will join all other sessions as regular attendees.

Panelist

Speakers can join webinar sessions as panelists; they will have access to tools that allow them to enhance their participation during a webinar event. Panelists have video, chat, and screen-share permissions.

Speakers who join as panelists have permission to:

  • Access the lobby before the event’s start time to start practice sessions and view event details (for multiple sessions and single events only)
  • Mute/unmute themselves
  • Start/stop their own video
  • Turn on their video and chat
  • View and answer questions in the Q&A window
  • Annotate on shared screens
  • Share their screen

Sponsor

Sponsors are only available for multiple sessions and single session events. The sponsor info will be displayed on the event detail page and the event lobby. In their session, sponsors also have permission to:

  • Access the lobby before the event’s start time
  • Start their session
  • Use the tools in the security shield (located in the meeting controls)
  • Moderate users
  • View all Q&A and respond
  • Start/stop their own video
  • Mute/unmute themselves
  • Enable or disable attendees’ audio/video upon entry
  • Mute or unmute attendees
  • Start expo booth sessions
  • Can enter Expo early to get the booth and sessions ready and started

Sponsors will also receive a Sponsor ticket so they can join all other sessions.

Primary sponsor

The primary sponsor is only available for multiple sessions and single session events. The primary sponsor is the sponsor that is listed first in the event or for a session and is not determined by the sponsor's tier level (platinum, gold, or silver). There can only be one primary sponsor per event and/or session.

The primary sponsor has permission to:

  • Access the lobby before the event’s start time
  • Edit the details of the session they are sponsoring
  • Start the expo booth
  • Enter the lobby, expo, and booth early as well as start booth space meetings to engage with Attendees.

The primary sponsor will also receive a Sponsor ticket so they can join all other sessions.

Sponsor representative

Sponsor representatives are only available for multiple sessions and single session events. Sponsor representatives connect and speak with customers in the session chat who request a demonstration of the product and/or service being presented in the session, and will be listed and have their image displayed on the sponsor's details page.

Sponsor representatives can access the lobby before the event’s start time.

In their session, sponsor representatives can view all Q&A and respond, start/stop their own video, and mute/unmute themselves. Sponsor representatives have the same permissions as sponsors.

Sponsor representatives will also receive a Sponsor ticket so they can join all other sessions.

Booth owner

The booth owner is only available for multiple sessions and single session events with expo. The booth owner is the primary contact who can enter the lobby, expo, and booth early as well as start booth space meetings to engage with attendees.

The booth owner can:

  • Access the lobby before the event’s start time
  • Enter expo early to get the booth and sessions ready and started
  • Start the Expo booth session(s)

The booth owner will be emailed their Expo ticket and Expo role information, detailing their role permissions. They can use their Expo ticket to join all other sessions. 

Note: Sponsors, sponsor representatives, booth owners, and booth representatives cannot edit their expo booth. The host or co-editors (with editing permissions) can edit expo booths.

Booth representative

Booth representatives are only available for multiple sessions and single session events with expo. Booth representatives will be available to connect with attendees of the booth and host the meeting in each booth space. The booth representative image will not show up on the sponsor detail page. The booth representative will appear on the list of booth representatives to the event organizer.

Booth representatives can access the lobby before the event’s start time. They can also start the Expo booth session(s)

Booth representatives will be emailed their Expo ticket and Expo role information, detailing their role permissions. They can use their Expo ticket to join all other sessions.

Moderator

Moderators are only available for multiple sessions and single session events. In the control panel, moderators are tasked with moderating reports sent to the event organizer from the lobby and lobby chat. A log of all moderation actions taken will be stored in the control panel.

Moderators have the following permissions:

  • Access the lobby before the event's start time
  • Review user reports from lobby sent to the event organizer
  • Remove reported users from the event
  • Remove reported messages and users from lobby chat
  • Enable and disable lobby, session, and expo 1:1 chats in the control panel
  • Edit moderators
  • Add new moderators
  • Can be assigned additional special roles
    Note: Likewise, users who are already assigned a special role can also be assigned the chat moderator role.

Moderators will also receive a Moderator ticket so they can join their assigned event (or event lobby) and access their assigned event's control panel.

Interpreter

Interpreters are only available for multiple sessions and single session events. Interpreters are tasked with language interpretation, which is broadcast to attendees over a specified channel. An interpreter in the channel will hear the original meeting audio, which they can translate. They only have access to the language channel that they've been assigned.

Interpreters can:

Interpreters will receive an Interpreter ticket so they can join all other sessions.

Attendee

Note: This role is not included as a special role.

During a Webinar event, attendees are view-only participants, and their view is controlled by the host. Attendees can interact with the host and panelists from the Q&A window and chat.

During a Meeting event, attendees can share their own audio and video (if enabled by the host).

Available roles in a hub

Hub owner

Hub owners are allowed to do the following actions for a hub they own:

  • Add events and users to the hub
  • Edit all events within their hub
  • See all events and users associated with the hub
  • Re-permission hub managers to hub hosts
  • Re-permission hub hosts to hub managers
  • View the hub analytics page
  • View and change the information on the hub's public profile page
  • Set the billing information and cancellation policy
  • Delete a hub they own
    Note: Only the hub owner(s) can delete a hub.

Hub manager

Hub managers can do the following actions for the hubs that they manage:

  • See all events and users associated with the hub
  • Edit all events within their hub
  • Re-permission hub managers to hub hosts
  • View the hub analytics page
  • View the hub's public profile page

Hub host

Hub hosts can:

  • Create events for the hub they belong to
  • See the hub's public profile page

Zoom account admin

Zoom account admins can access the Manage tab to manage hubs on their account. The admins who manage the overall Zoom account (from the Zoom web portal) are able to see the profile page of a hub under their account—if they sign in to Zoom Events—so that they can delete the hub and cancel upcoming events listed under the hub.

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