Frequently Asked Questions

When you see "Locked by Admin" next to a setting, it means the setting has been locked at a higher level in the hierarchy (account or group level). Users and lower-level admins cannot change it. To unlock, navigate to Account Settings or Group Management and toggle the lock icon next to that setting.

Go to Admin Portal, then User Management, then Group Management. Select the group you want to configure, click the Settings tab, and adjust the settings for that group. Any setting changed at the group level overrides the account default for members of that group.

You have three options: (1) change the setting at the account level so it applies to everyone, (2) change it at the group level so it applies to all group members, or (3) use the Zoom API or Zac to programmatically update settings across users or groups.

Zoom uses a three-level settings hierarchy. Account settings are the defaults for your entire organization. Group settings override account defaults for members of that group. User settings override group defaults for individual users. Settings at lower levels can only be changed if they are not locked at a higher level.

Use the search bar at the top of Account Settings in the Zoom Admin Portal. Type a keyword related to the setting you are looking for, and matching settings will be highlighted. You can also ask Zac to locate any setting for you.

Create a group for each department under User Management, then Group Management. Add the relevant users to each group. Then go to the group's Settings tab and enable or disable features as needed. Lock the setting if you want to prevent users from overriding it.

Go to Account Settings in the Zoom Admin Portal, then navigate to the AI Companion section. Toggle on the AI Companion features you want to enable. These settings apply to all users by default unless overridden at the group or user level.

Yes. First, turn off AI Companion at the account level so it is disabled for everyone. Then create a group for the target department, go to that group's settings, and enable AI Companion there. Only members of that group will have access.

AI Companion can be used in HIPAA-covered environments, but you need a signed Business Associate Agreement (BAA) with Zoom. Additionally, disable auto-start meeting summaries and review which AI features are appropriate for your compliance posture. Consult your compliance team for specific guidance.

Each AI Companion feature has its own toggle in Account Settings under the AI Companion section. You can independently enable or disable meeting summaries, smart compose, meeting queries, and other AI features. Lock individual toggles to prevent users from changing them.

In the Admin Portal, go to Phone System Management, then Auto Receptionists. Click Add to create a new auto-receptionist. Configure the greeting, business hours, and call routing rules. Assign a phone number and publish the changes.

Navigate to Phone System Management, then Call Queues, and click Add. Name the queue, add members, and configure the call distribution type (simultaneous, sequential, rotating, or longest idle). Set overflow and after-hours routing rules.

Business hours routing is configured per auto-receptionist or call queue. Edit the resource, go to the Business Hours section, define your operating hours, and set separate routing rules for during and after business hours.

Bulk phone number assignment is not available through the admin UI. Use the Zoom Phone API to programmatically assign numbers to users, or let Zac handle bulk assignments by describing what you need in natural language.

Use the Zoom Admin Dashboard to pull usage and adoption metrics. Check license utilization to show how many licenses are actively used. Zac's Adoption Scorecard provides a single view of your deployment health, highlighting underutilized features and potential savings.

Zac's Feature Inventory report compares the features included in your Zoom licenses against actual usage data. It highlights features with zero or low adoption, so you can target training or reclaim unused add-ons.

In the Zoom Admin Portal, go to Reports. You can generate reports for meetings, webinars, phone usage, and more. Select the date range and export the data. For more advanced reporting, use Zac to ask questions about your usage trends in natural language.

Go to Account Settings in the Admin Portal and navigate to the Security section. Review authentication requirements, meeting security defaults, and data sharing policies. Zac can also run a security audit that checks your settings against best practices and flags gaps.

For HIPAA compliance, enable meeting passwords and waiting rooms, require encryption for third-party endpoints, disable cloud recording or restrict access, disable file transfer in chat, and ensure you have a signed BAA with Zoom. Lock all security-related settings at the account level.

Go to Account Settings, then the Security section. Enable "Require a passcode when scheduling new meetings" and "Require a passcode for instant meetings." Lock both toggles so users cannot disable them. This ensures every meeting in your organization requires a password.

Zac is an AI copilot built specifically for Zoom administrators. It can answer questions about Zoom configuration, generate reports on feature adoption and license usage, and help you configure Zoom settings through natural language. Think of it as an expert Zoom admin available 24/7.

No. You can use Zac's free Q&A features without connecting your Zoom account. Ask any question about Zoom administration and get answers drawn from official Zoom documentation. Connecting your account unlocks personalized insights, adoption reports, and configuration capabilities.

Yes. Zac uses a four-layer security model: OAuth through Zoom (we never see your password), read-only access by default, AES-256-GCM encryption for all stored data, and a complete audit trail of every action. You can disconnect your account at any time from the Zoom Marketplace.