How to configure admin roles and permissions in Zoom

Configuring admin roles and permissions in Zoom allows you to delegate administrative tasks and control access to sensitive settings. You can create custom roles with specific permissions using role management. Assign users to these roles to grant them the appropriate level of access within your Zoom account.

Prerequisites

• A Zoom account with owner or administrator privileges.
• Pro, Business, Enterprise, or Education plan.
• Familiarity with the different features and functions within your Zoom account that you might want to delegate control over.
• Clearly defined roles and responsibilities for your team members.

Access Role Management

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Role Management.

Create a Custom Role

1. In the Role Management page, click Add Role.
2. Enter a Role Name that clearly describes the role’s purpose (e.g., “Help Desk Support,” “Billing Administrator”).
3. Add a Description (optional) to provide more context about the role.
4. Under Privileges, select the check boxes for the specific permissions you want to grant to this role. This section is organized by categories such as:
   • User Management: Manage users, groups, and roles.
   • Room Management: Manage Zoom Rooms.
   • Meeting Management: Access meeting reports, recordings, and manage meeting settings.
   • Account Management: Access billing, plans, and security settings.
   • Advanced Features: Manage features such as Zoom Phone, Zoom Contact Center, or Zoom Apps. (Available features depend on your Zoom plan.)
5. Carefully review each permission before enabling it, as granting broad access can pose security risks. Only provide the minimum necessary permissions.
6. Click Save Changes.

Edit an Existing Role

1. In the Role Management page, locate the role you want to edit.
2. Click the Edit button (pencil icon) to the right of the role name.
3. Modify the Role Name or Description if needed.
4. Adjust the Privileges by selecting or deselecting the appropriate check boxes.
5. Click Save Changes.

Assign Users to a Role

1. In the Role Management page, locate the role you want to assign users to.
2. Click the number in the Members column.
3. Click Assign Members.
4. Search for users by name or email address.
5. Select the check box next to the names of the users you want to assign to this role.
6. Click Save.
7. Confirm that the users are now listed as members of the role.

Remove Users from a Role

1. In the Role Management page, locate the role you want to remove users from.
2. Click the number in the Members column.
3. Locate the user you want to remove.
4. Click the More button (three dots) next to the user’s name.
5. Select Remove Member.
6. Confirm your action when prompted.

Delete a Custom Role

1. In the Role Management page, locate the role you want to delete.
2. Click the More button (three dots) to the right of the role name.
3. Select Delete.
4. Confirm your action when prompted.
   • Important: You cannot delete the default “Admin” role.
   • Ensure no users are assigned to the role before deleting it. Remove members before deleting the role.

Default Admin Roles

Zoom provides some default roles that cannot be deleted, but whose permissions can be modified to a certain extent.

1. Account Owner: Has the highest level of permissions and cannot be modified. There can only be one account owner.
2. Admin: By default, has full access to the account. The permissions for the admin role can be adjusted to limit access to certain features. It is advisable to reduce the permissions on the default “Admin” role for improved security.
3. User: This is the standard role assigned to most users and has limited administrative privileges.

Considerations for Zoom Phone and Zoom Contact Center

If you are using Zoom Phone or Zoom Contact Center, keep in mind that these services have their own separate role management systems. You can access these through the Zoom admin portal. Refer to “Managing Zoom Contact Center CX Analytics roles and permissions” for more information about Contact Center specific roles.

Common Issues

• User cannot access a specific feature: Double-check the user’s assigned role and ensure that the necessary permission is enabled for that role.
• Too many users with full admin access: Review your existing admin roles and reduce the number of users with the “Admin” role. Create custom roles with more granular permissions.
• Conflicting permissions: Carefully plan your role assignments to avoid conflicts. If a user needs access to multiple areas, consider creating a single role that encompasses all necessary permissions, rather than assigning multiple roles with overlapping access.
• Deleting a role with active users: You cannot delete a role that still has users assigned to it. Remove all users from the role before attempting to delete it.
• Changes not taking effect immediately: It may take a few minutes for role changes to propagate throughout the Zoom system. Advise users to sign out and sign back in to Zoom to ensure they have the latest permissions.