What happens to Zoom meetings scheduled by deprovisioned users?

When a user is deprovisioned, their scheduled meetings are typically cancelled or reassigned depending on your Zoom settings. It is important to review and adjust these settings to prevent disruption after deprovisioning.

Can I reactivate a user account after it has been automatically deprovisioned?

Yes, you can typically reactivate a user account after automatic deprovisioning, assuming their user data hasn't been permanently deleted as part of your deprovisioning process. You should consult Zoom's documentation on account recovery for specific instructions.

Does automatic deprovisioning remove the user's data from Zoom?

Automatic deprovisioning usually suspends a user's access and removes their license but may not immediately delete all of their data. Configure data retention policies within Zoom and your identity provider to ensure compliance with data regulations and company policies.

What if the user's status in my identity provider isn't updated correctly, will they still be deprovisioned?

Automatic deprovisioning relies on accurate and timely synchronization between your identity provider and Zoom. If a user's status isn't correctly updated in your identity provider, they may not be deprovisioned in Zoom, requiring manual intervention.

How to configure automatic user deprovisioning in Zoom

Automatic user deprovisioning in Zoom, also known as user lifecycle management, ensures that user accounts are deactivated or deleted when employees leave your organization. This can be achieved through integrations with identity providers like Okta or by manually deactivating/deleting users in the Zoom admin portal. This guide outlines how to configure automatic user deprovisioning with Okta and manually in Zoom.

Prerequisites

Zoom owner or admin privileges.
A Business, Education, or Enterprise Zoom account.
If using Okta, an active Okta subscription and configured Okta integration with Zoom (see: Okta user management with Zoom).
Decide on your deprovisioning strategy: Should users be deactivated (preventing login but retaining data) or deleted (permanently removing the account and associated data)?

Configure Automatic User Deprovisioning with Okta

This section details how to leverage Okta to automatically deactivate or delete users within your Zoom account when their accounts are deactivated or deleted in Okta.

Access the Zoom Application in Okta: Log in to your Okta admin dashboard and navigate to the “Applications” section. Locate and select your configured Zoom application.
Configure Provisioning Settings:
- Go to the “Provisioning” tab within the Zoom application.
- Click “Edit” in the “Integration” section.
- Ensure that the “API Integration” is enabled. Okta needs to connect to your Zoom account via the API.
- Enter your Zoom account’s API credentials (typically obtained during the initial Okta-Zoom integration setup). If you need to regenerate these credentials, refer to Zoom’s API documentation and Okta’s integration guide.
- Test the API credentials to verify the connection.
Enable Deprovisioning Features:
- In the “Provisioning” tab, locate the “To Okta” section (often labeled “To App”).
- Click “Edit.”
- Enable the following features:
  - Deactivate Users: This option automatically deactivates the corresponding Zoom user account when a user is deactivated in Okta.
  - Delete Users: Use with caution. This option permanently deletes the Zoom user account and associated data when a user is deleted in Okta. Only enable this if your company’s data retention policies allow for complete user removal.
  - You can optionally choose to “Sync Password” if desired, although this is less relevant for deprovisioning.
Attribute Mappings (Optional): Verify that the attribute mappings between Okta and Zoom are configured correctly. While not directly related to deprovisioning, correct mappings ensure accurate user profile information is synchronized. This can include attributes like first name, last name, email, and department.
Save and Test: Save your changes to the provisioning settings. To test the deprovisioning process, deactivate or delete a test user in Okta and verify that the corresponding action is reflected in Zoom. Note that synchronization delays may occur, so allow some time for the changes to propagate.

Manually Deactivate or Delete Users in Zoom

If you are not using an identity provider like Okta, you can manually deactivate or delete users directly within the Zoom admin portal.

Access User Management: Sign in to the Zoom web portal as an administrator. Navigate to “User Management” > “Users”.
Locate the User: Find the user you want to deactivate or delete using the search bar or by browsing the user list.
Deactivate or Delete the User:
- Click on the user’s name to view their profile.
- Click the ”…” (More) button on the right side of the user’s profile.
- Choose either “Deactivate” or “Delete” from the dropdown menu.
  - Deactivate: This will prevent the user from logging in to their Zoom account, but their data (meetings, recordings, etc.) will be preserved. You can reactivate the user later if needed.
  - Delete: This will permanently remove the user’s account and associated data. You will be prompted to confirm the deletion, and you may have the option to transfer their data to another user before deletion. Exercise extreme caution when deleting users, as this action is irreversible.
Batch Deactivate or Delete Users:
- Instead of selecting one user at a time, you can select multiple users on the user list using the checkboxes.
- Then, click the “Deactivate” or “Delete” button that appears above the list. This performs the action on all selected users.
- Another option for bulk operations is to use a CSV file. From the User Management page, select “Import”. Upload a CSV with the email and action column, using either deactivate or delete as the action value. Refer to the Zoom documentation on batch importing/exporting users for specific CSV format requirements.

Common Issues

API Connection Errors (Okta): If you encounter errors related to the API connection between Okta and Zoom, double-check the API credentials entered in Okta. Ensure that the API key and secret are correct and have not expired. Regenerate the credentials in Zoom if necessary and update them in Okta.
Synchronization Delays (Okta): Changes made in Okta may not immediately reflect in Zoom. Allow some time for the synchronization process to complete. You can manually trigger a synchronization in Okta if needed, but this is typically not necessary.
User Not Found in Zoom (Okta): If a user exists in Okta but cannot be found in Zoom during provisioning, verify that the user’s email address in Okta matches their Zoom email address. Also, confirm that the attribute mappings between Okta and Zoom are configured correctly.
Accidental User Deletion: Deleting a user is a permanent action and cannot be undone. Always exercise caution when deleting users and ensure that you have a backup of any critical data before proceeding. Consider deactivating users instead of deleting them if there is a chance they may need to be reactivated in the future.
Data Retention Policies: Be aware of your organization’s data retention policies before deleting user accounts. Deleting an account may result in the permanent loss of meeting recordings, chat logs, and other data associated with the user. Ensure that you are compliant with all applicable regulations and policies.