How to create and manage user groups in Zoom

Creating and managing user groups in Zoom allows administrators to control settings and permissions for specific sets of users. This is achieved through the Zoom web portal where you can create groups, assign users, and configure settings. Managing user groups provides a streamlined way to manage settings for multiple users simultaneously, especially useful for large organizations.

Prerequisites

• Zoom owner or admin privileges.
• A Zoom Business, Education, or Enterprise account.
• Understanding of the new groups and settings management experience is recommended.

Accessing Group Management

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

Creating a New User Group

1. Navigate to User Management > Groups in the Zoom web portal.
2. Click Add Group.
3. Enter a name for the group in the Group Name field. Choose a descriptive name for easy identification.
4. (Optional) Add a description for the group.
5. Decide if the group will be associated with specific product settings or not. The new groups and settings management experience allows creating a group with no setting association at all, so that product features don’t conflict with each other or to create groups without settings for other organizational purposes.
6. Click Save. The new group will now appear in the list of groups.

Adding Users to a Group

1. Navigate to User Management > Groups in the Zoom web portal.
2. Click the name of the group to which you want to add users.
3. Click Add Members.
4. Enter the email addresses of the users you want to add, separated by commas or newlines. You can also search for users by name.
5. Click Save. The specified users will be added to the group. Note that users must already exist in your Zoom account.

Managing Group Settings

1. Navigate to User Management > Groups in the Zoom web portal.
2. Click the name of the group you want to manage.
3. Click the Settings tab.
4. Review the available settings. These settings are organized by product area.
5. Toggle the settings on or off as needed for the group. Settings configured at the group level will override the account-level settings for members of that group.
6. Click the Lock icon next to a setting to prevent users from changing it individually.

Assigning a Group Admin

1. Navigate to User Management > Groups in the Zoom web portal.
2. Click the name of the group you want to manage.
3. Click the Group Admins tab.
4. Click Add Admin.
5. Enter the email address of the user you want to assign as a group admin, or search for them by name. The user must already exist in your Zoom account.
6. Click Save. The specified user will now be able to manage the members and settings for that group. Group admins do not need to be account admins or have specific role permissions to edit user groups.

Deleting a User Group

1. Navigate to User Management > Groups in the Zoom web portal.
2. Click the name of the group you want to delete.
3. Click the Delete button.
4. Confirm the deletion by clicking Delete in the confirmation dialog. Be aware that deleting a group will remove all associated settings and user assignments. This action cannot be undone.

Understanding Primary Groups

1. Note that if the group you manage is set as the primary group for users within the group, this will also be displayed to the group admin.

Integrating with Okta for User Management

1. If you utilize Okta for user management, ensure that Zoom is properly configured with Okta.
2. Create, update, and deactivate users in Zoom through Okta. Make sure that Zoom owner or admin privileges are enabled for Okta integration to function correctly. Also, ensure a Business, Education, or Enterprise account with an approved Vanity URL is in place.

Managing Shift Groups

1. To manage shift groups for Zoom Workplace for Frontline users, as an admin or shift group manager, create and manage them.
2. Additionally, admins can view and manage associated shift channels.
3. Use CSV files to import shift groups.

Managing Team Chat Channels and User Groups

1. Account owners and admins can view, create, and manage channels using the web portal.
2. Assign and remove individual users and user groups to channels.

Common Issues

• Users not appearing in the group: Ensure the users have active Zoom accounts and are licensed appropriately for the features configured in the group. Double-check the spelling of the email addresses when adding users.
• Settings not applying to users: Verify that the group settings are not overridden by individual user settings or account-level settings. Group settings take precedence over account-level settings, but user-level settings override both.
• Group admins unable to manage settings: Confirm that the assigned user has been properly granted group admin privileges. Also, make sure they are attempting to manage the settings through the Group Management section of the Zoom web portal.
• Okta integration issues: Check that the Zoom application is correctly configured in Okta and that user provisioning is enabled. Review the Okta logs for any errors related to user synchronization.
• Conflicting settings: Review the impact of the New groups and settings management experience, and decide which products and settings to associate with a group.