How to add and manage users in Zoom admin

Adding and managing users in Zoom is a fundamental administrative task. You can add users individually or in bulk through the Zoom web portal, then manage their roles and permissions to align with your organization’s needs. This guide details the steps for adding and managing users within the Zoom admin portal.

Prerequisites

• A Zoom account with administrator privileges.
• A paid Zoom plan. Adding users beyond a small number usually requires a paid account.
• User email addresses for inviting new users.
• An understanding of the different user roles needed for your organization.

Adding Users Individually

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Users.
3. Click Add Users.
4. Enter the user’s email address in the Email Address field.
5. Select the user type from the User Type dropdown menu:
   • Basic: For users who do not need to host meetings often.
   • Licensed: For users who need to host meetings frequently or require advanced features.
   • On-Prem: For users who connect to an on-premise Zoom deployment.
6. (Optional) Assign the user to one or more groups. Click the Group dropdown, and check the groups you want to assign the user to. These groups can be created under User Management > Groups. Grouping can help with easier permission and feature management. Administrative Controls | Zoom Technical Library discusses creating groups to manage users.
7. (Optional) If you have Zoom Webinars Plus licenses available, you can assign a license to the user.
8. Check the Send the user an email to activate their Zoom account box to send an invitation email to the user.
9. Click Add. The user will receive an email invitation to join your Zoom account.

Adding Users in Bulk (CSV Upload)

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Users.
3. Click Import.
4. Click CSV Sample to download a sample CSV file that shows the required format.
5. Open the downloaded CSV file in a spreadsheet editor (e.g., Microsoft Excel, Google Sheets).
6. Fill in the CSV file with the necessary information for each user. Required fields typically include email address and user type. Other columns might be available depending on your account settings.
7. Save the CSV file.
8. Back in the Zoom web portal, click Browse and select the CSV file you just saved.
9. Click Import. Zoom will process the CSV file and add the users to your account.

Managing Existing Users

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Users.
3. Locate the user you want to manage. You can use the search bar or filter options to find specific users.
4. Click the user’s name to access their profile and settings.
5. From the user’s profile, you can:
   • Edit: Modify the user’s profile information, such as display name, department, and job title.
   • User Type: Change the user’s type (Basic, Licensed, On-Prem). This may impact their access to features and meeting capacity.
   • Groups: Add or remove the user from groups.
   • Roles: Assign or modify the user’s administrative roles. See Managing and delegating account administration for more information on role management.
   • Meetings: View the user’s upcoming and past meetings.
   • Webinars: If the user has a Zoom Webinars license, view and manage their webinars. Getting started as a Zoom Webinars Plus admin goes over assigning licenses to users.
   • Delete: Remove the user from your Zoom account.

Assigning Roles to Users

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Roles.
3. Click Add Role to create a new custom role, or select an existing role to modify.
4. If creating a new role, enter a name and description for the role.
5. Select the permissions you want to grant to the role. These permissions control what the role can access and manage within the Zoom account.
6. Click Save.
7. To assign a user to a role, navigate back to User Management > Users.
8. Click the user’s name.
9. Click Role Management.
10. Select the role you want to assign to the user from the dropdown menu.
11. Click Save. Managing admin roles in Workspace Reservation shows how role management is used in the Workspace Reservation settings. Using Zoom Phone role management shows how to use role management for zoom phone settings.

Common Issues

• User not receiving the activation email: Verify that the user’s email address is correct. Check the user’s spam or junk folder. Resend the invitation email from the user’s profile in the Zoom web portal.
• Error during CSV import: Double-check the CSV file for errors, such as incorrect formatting, missing required fields, or invalid characters. Ensure the file is saved in CSV format.
• User cannot access certain features: Verify that the user has the correct user type (Basic, Licensed) and is assigned to the appropriate groups and roles.
• User limit reached: You may need to purchase additional licenses to add more users to your Zoom account.
• Conflicting accounts: If a user already has a Zoom account associated with their email address, they may need to be invited to join your organization’s account instead of creating a new one. Adding existing users to a paid account describes how to invite users with existing accounts.