[How to set up Zoom] What is user management? Explain basic usage

[How to set up Zoom] What is user management Explain basic usage
Notes
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*Zoom and services including the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

Zoom makes it easy to hold web meetings on devices such as computers and smartphones, but user management makes it even more convenient.

However, some people who use Zoom for the first time or who have never had administrator privileges may find it difficult to understand how to use the user management settings.

So this time, I will explain in detail the information related to Zoom’s user management. Let’s check what you can do with user management and basic usage.

This article is for people who:

  • People who want to know what they can do with Zoom user management
  • People who don’t know how to access Zoom’s user management
  • People who want to understand the basic usage of Zoom user management

What can you do with Zoom’s “User Management”?

What can you do with Zoom's User Management

The following operations can be performed on the user management page of Zoom.

I’ll explain how to use each later.

It is good to remember that Zoom’s user management allows you to freely set the number of users, grant licenses, roles, etc.

What are the prerequisites for user management?

  • have admin (or owner) privileges
  • Your account is Pro, Business, Education, or Enterprise

How to open User Management

How to open User Management

You can access the Zoom user management page by following the steps below.

  1. Log in as a user with administrator privileges from the Zoom official website
  2. Click “User Management”
  3. Click “Users”
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Introducing the basic operation method of Zoom account

This chapter explains the basic operations of the Zoom user management page.

Basic operation method 1: How to add users

If you want to add a new user to your Zoom account, you can set it from “Import” or “Add User” on the “Users” tab.

How to add users from “Import”

Import allows you to add new users to your Zoom account via a CSV file. You need to create one for each user type, but you can add users all at once, which saves a lot of time.

However, you must create the CSV file in the order specified by Zoom.

  1. e-mail
  2. given name
  3. Surname
  4. Department
  5. user group
  6. IM group

When adding a new user to your Zoom account by importing a CSV file, enter the data in the order above and make the settings.

The maximum number of users that can be registered with a CSV file is 9999.

How to operate from “Add user”

If you change the settings from “Add User”, you will need to enter information such as your email address. Please check the table below for the items that need to be entered.

Input item content
Add user by email address You can register multiple email addresses at once. *In this case, enter the addresses separated by “, (comma)”.
User type There are three types: “Basic,” “Licensed,” and “On-Premises*,” but basically you can choose from “Basic” and “Licensed.” “Basic” is free to use, but “licensed” requires a paid license agreement.
function Any input item. Select the functions to assign to the user. An optional license is required to use the function.
Department Any input item. You can enter the department name.
user group Any input item. You can enter the group you want to add the user to.
IM group Any input item. You can enter the IM group you want to add the user to.

* On-premises refers to a system type in which servers, software, network environments, etc. can all be operated in-house. NEC Networks & System Integration Corporation, which provides this article, helps companies introduce Zoom, but does not accept on-premises type construction.

Basic operation method 2: Contacting users pending addition

Users who have not yet verified their account can check it from the “Pending” tab.

If the pending user has not confirmed the additional contact, they will be contacted again by clicking the “Resend” button displayed on the far right.

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If you have invited a new user to your Zoom account and want to stop having them join, click “Delete” next to the “Resend” button. You can cancel an invitation to a Zoom account by pressing “Remove” before the other person accepts the addition from the invitation email.

Please note that the pending list will be displayed for up to 30 days after sending the Zoom account invitation. After the period expires, the user is removed from the pending list.

Basic operation method 3: How to allocate licenses to users

If you have a paid Zoom license, you can allocate licenses to users.

The specific steps are as follows.

  1. Log in as a user with administrator privileges from the Zoom official website
  2. Access Users from User Management
  3. Click the “Edit” button for the user you want to assign a license to
  4. Select the user type to assign in the opened window
  5. Click “Save”

If you change the settings from user management in the above procedure, the license will be applied to the corresponding user immediately after the settings are completed.

You can also assign roles to users in the same way as above. Dividing roles among multiple users also has the advantage of making Zoom easier to manage.

Basic Operation Method 4: Managing External Contacts

When the user who manages the account adds an external contact, the information is available in Zoom. You can delete this added external contact in user management.

To delete an external contact, follow the steps below.

  1. Log in from the official Zoom website
  2. Click “User” from “User Management”
  3. Click the gear icon
  4. Click “External Contacts” in the menu that opens
  5. Click on the “…” mark and select “Remove from Account”

Check detailed user management settings in the table

Check detailed user management settings in the table

Let’s check the list of settings that can be set in the “Details” tab of Zoom’s user management.

You can use Zoom more conveniently by properly setting user groups and chat groups in user management. If you have a Zoom meeting with a certain number of people, please try to master it.

Details tab items overview
Change User Type ・Modify all users in your account: You can change the user type ・Unlink all account members of a specific user type: Remove members of that user type from your Zoom account. * Your Zoom account will no longer be associated with members. ・Change default domain user type: You can set the default type that is applied when adding a new user.
Change user group ・Set default user group: Change the default group when adding a new user ・Switch user group: Move the user to another group ・Add domain user to group: User with a specific domain can be added to a specific group
Change chat group ・Set default chat group: You can change the default chat group when adding a new user ・Switch chat group: You can move the user to another chat group
Add User Custom Attributes Add Custom Attributes for User: You can add up to 5 custom attributes for users.
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summary

Zoom is a service that becomes easier to use if you use user management and change settings wisely. Please refer to the contents introduced this time and change the settings of Zoom’s user management to your liking.