Zoom accounts automatically assign member to each user in order to organize and classify them according to their role in the system. There are a few default permissions associated with these roles according to the owner’s or member’s role, and these permissions cannot be altered. Permissions determine what users can access on the web portal when they sign in, in short, they control what users can access. The role-based access control in your account enables you to assign additional users roles based on the needs of your business. Users can have a set of permissions that ensures they can access only the pages they need to edit or view based on their roles. You can also grant Administrators the right to control which pages they can view.
In the initial stages of account creation, only the account owner has the ability to delegate roles to users. The owner of the account (or someone in a management role that has access to role management permissions) can assign additional users to the user role which will give those users permission to view a subset of the account’s pages while editing those pages.
If you click on the “Profile” tab on the account page, you’ll be able to see what type of role you currently hold. You can see the types of roles that other users have when you are the account owner or admin, if you manage the users on the account.
Additionally, you can assign group admins to groups within your account, which do not have an impact on any roles associated with the account. Members can be managed by group admins as well as various group settings. It is also possible for group administrators to check if their groups are set as the primary groups for users within the groups they manage. For group admins to edit user groups, they do not need to be account administrators or have roles with permission to do so.
- After August 21, 2021, you are required to switch to the New Admin Experience if you created a new Zoom account after that date. The previous Role Management page will now be called Roles.
- Account owners, admins, custom roles, and members are the four roles that can be assigned to users. Users can have more than one role and be a group administrator, allowing them to manage a number of groups.
- Additionally, in the web portal, you can also grant a user access to Zoom Phone features and settings by utilizing the role management interface.
Prerequisites for role management
- The Enterprise plan includes a Business plan, an Education plan or a Pro plan
- You must be the account owner to set the initial role; otherwise, you will not be able to do so
- so, no matter whether you are the account owner, an admin, or an individual who has the permissions to manage roles
It is important to note that ZOOM recommends that the owner add a role that will enable at least one other user to be able to manage the user roles as soon as possible since only the owner can initially add the user role.
How to add initial user role management permissions
The following steps must be taken in order to be able for others to add a role with privileges:
- As the account owner, you need to log on to our Zoom web portal.
- Click on the User Management link then click on the Role Management link.
- Click on the Add Role button.
- Click the Add Role button after you have given the role a name and description.
- Next, you will want to select the checkbox in the Edit column that says Manage Roles.
- As a consequence, users with this role will be able to create and manage user roles for the purpose of making sure that the Owner is not the only person who has access to this information. If you want to allow users with this role to view or edit additional profiles, you can also click additional checkboxes.
- You can return to the Role Management page by scrolling down to the very bottom of the page and clicking on Save Changes.
- To return to the main Role Management page, click the Back to Roles button at the top of the page.
- Then click Edit when you see the role you want to edit.
- Then select the Members tab when you see the role you want to edit.
- You will then be able to add a member.
- In the email address field, please enter the user’s email address (if you are adding more than one email address, please add a comma between each).
- Then click Add.
In addition to being able to create Role Management roles, existing roles like Admin may also be added to them.
How to add additional user roles
Users with role management edit rights can add roles and assign users to those roles but only the account owner is able to add them.
Adding specific privileges to a role can be done by completing the following steps:
- The user with the privilege to edit an account setting should be the owner of the account or the user with access to the Zoom web portal.
- Navigate to User Management, then manage the roles within the account.
- Click on the ‘Add Role’ button.
- Type in the role name and its description in the respective fields.
- If you wish to grant users in this role the ability to visit or edit those pages, please select one or more check boxes.
- In order to return to the Role Management page you need to scroll down to the bottom of the screen and click Save Changes.
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How to add members to roles
- As the account owner or a user accessing the Zoom web portal with the privilege to edit account settings, sign in to the Zoom web portal.
- Click on User Management, then click on Users or the related link.
- The users to whom you would like to assign a role should be selected by checking the checkbox to the left of their names.
- Click the button ‘Change Roles’ to assign them the role you desire.
In this dialog box you have the option to change the role of the user.
- In the “Roles” section of the dialog box, you can select the role to which you want to add the user.
- To go back to the Users page, click the Save button.
How to change permissions for a role
A role can be changed at any time in order to change its permissions and scope. By defining a custom scope in Role Management, administrators can restrict access to dashboards, reports, and cloud recordings at the group level for meetings and webinars.
Changes to a role’s permissions can be made using the following instructions:
- In order to edit account settings, you will need to sign in to the Zoom web portal as either the owner of the account or a user with the correct privileges.
- Select User Management from the menu on the left, then Roles from the menu on the right.
- Click the All tab.
- Click the Edit button on the right hand side of the role where you want to change the permissions for, then locate the role that you want to edit.
- You will find a new tab named Role Settings. Click that tab.
- Select the check boxes for the Pages Viewed and Pages Edited columns that enable the office 365 users to see or edit the pages assigned to this role.
- You will need to select the following from the dropdown menu under the Scope column:
- The entire account will be granted this permission allowing the selected role to view and manage all the groups in the entire account.
- You will be presented with a Custom Scope window when you click on the Custom Scope button. In the Custom Scope window, you can select the group or groups that you want to include in this scope. Upon choosing the role, only those users from the selected groups will be able to see and manage their own data.
To save your changes, you need to click Save in the Custom scope window. In the dropdown menu that you just edited, you will see the number of groups that have been selected from your custom scope.
- You will be able to edit this custom scope by clicking on a drop-down menu then clicking the Edit button.
- After editing the custom scope, you will be able to save it by clicking the Save Settings button.
Manage Dashboard and Reports permissions
Admins who have access to only a group or subset of a group are now able to select the group they wish to view when viewing their dashboard or report. It is only possible to use this dropdown menu if the staff member is assigned to more than one group. The report/dashboard will automatically be displayed to them for their entire group rather than for all the groups combined.
Manage recording permissions
Once a user has been added to a group, the admin of the group will receive access to the recording management area of the admin portal. Group administrators with less than 1,000 users are automatically able to view the most recent recordings on the recording management page if they manage less than 1,000 users. The group admin will have to be able to refine their search criteria before viewing recordings if there are more than 1,000 users in the group.
Manage user permissions
Users under User Management will already be displayed and managed by the admin if they have only group-level access, if they view the Users page under User Management.
Frequently Asked Questions
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