Managing users

In User Management, account owners and admins can manage the users on their account in a central location of the Zoom web portal. User Management is where you can view, add, and delete users, as well as assign or modify roles, licenses, or permissions, and access to add-on features.

• Internal users are Zoom users that belong to your account.
• External users are Zoom users that don't belong to your account.
• External contacts are external Zoom users that have been added by internal users to their contacts directory.

Learn how to remove a user by deleting, deactivating, or unlinking them from your account.

Requirements for managing users on your Zoom account

• Basic (free with a credit card), Pro, Business, Education, or Enterprise account
• Account owner or admin privileges

How to access user management

User Management provides an overview of users on your account.

1. Sign in to the Zoom web portal as an account owner or admin.
2. In the navigation menu, click User Management then Users.
   You will see the following tabs:
   
   • Users: Current users in the account. You can do the following:
     
     • View or edit user licenses and permissions.
     • Add users one at a time or import a CSV file to add multiple users at once.
     • Export users to a CSV file.
     • Set Admin users or assign a custom role if you are the owner.
   • Pending: People who have been invited to join the Zoom account but haven't activated their account.
   • Advanced: View user statistics and change several users at once.

Note: Only the account owner can promote a member to an admin or demote an admin to a member.

Manage column settings

On the Users tab, you can modify column settings to hide or display user fields, such as first name, last name, role, licenses, and more.

You can hide or display columns that show different user information.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click the Users tab.
4. On the right side of the page, click the gear icon.
5. Select or clear check boxes to customize which user information is displayed, then click Confirm.
   Note: The External Contacts option will show the number of external contacts that an internal user has added. Learn more about viewing and managing external contacts.

How to add a new user

Zoom offers multiple ways to add new users to your account. To add them individually or to add multiple users with the same licenses or permissions, use the following steps.

Note: You can also add or update several users at once by importing a CSV file or using single sign-on (SSO).

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click Add Users.
4. In the Add Users pop-up, enter the user information:
   • Add users with their email addresses: Enter the user's email address. If you need to add multiple users with the same settings, you can enter multiple email addresses separated by commas.
     Note: The email addresses must already exist and be able to receive external emails.
   • Zoom Workplace: If you have available Zoom Workplace licenses to assign, select one from the drop-down.
   • Licenses and add-ons: Select or clear any specific licenses or add-ons to apply to this user. The available options depend on the products or add-ons available on your account, the number of licenses available, and what you selected in the Zoom Workplace drop-down.
   • Department, Manager, Job Title, Location (optional), and Cost Center: Enter information to appear on the user's profile. Other users can view the user's profile. The user can customize their profile to change their department, job title, and location information later.
   • User Group: If you are using group management, select a group to add this user to.
5. Click Add.

After adding users, they will appear on the Pending tab of User Management. New Zoom users will receive an activation email, while users with existing Zoom accounts under the same email address will receive an email to accept the account invitation to join your account.

Note: If you invite an existing user to join your Zoom account, learn more about the process of adding existing users to a paid account, such as handling any remaining balances and data that will be transferred to your account.

How to view pending users

Once you add a user, they will appear on the list of pending invitations until they activate their account. Pending invitations expire after 30 days, after which they are removed from the pending list. If you resend an invite, it resets the expiration timer and adds another 30 days each time the invite is resent.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click the Pending tab to view a list of users who haven't confirmed their accounts:
   • If a user hasn't accepted their invitation and can no longer find it in their inbox, you can resend the confirmation email to them by clicking Resend.
   • If you do not want to allow a user to join your account, click Delete before they accept your email invitation.

How to edit a user's license, add-on, and role 

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Scroll or search for the user. 
   Note: Accounts with more than 5000 users will only be able to search for users by their email addresses. 
4. To the right of the user's information, click Edit.
5. Edit the license, permission, or role details as needed.
   Note: Only the account owner can promote a member to an admin or demote an admin to a member.

Alternatively, an admin or owner can select multiple users on the Users page to quickly change their Role, License, and Group. 

How to change advanced user management settings

Advanced settings allow you to change the user licensing and permissions of several users at once, remove users, and set the default user type.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click the Advanced tab to view  the following information and settings:
   
   • User Summary: Total number of users and the number of users assigned to each license and permission type.
   • Bulk license changes:
     • Change all account members who are not administrators: Convert users with a specific license or permission to another type. You can't use this option to change owners or admins.
     • Unlink all account members with: Remove all members with the specified license or permission. Their Zoom accounts will be disassociated from your Zoom account.
       Note: This does not affect admins or users tied to the account due to the associated domain.
     • Change default domain user with: Change the default user license or permission when adding new users with associated domain.
   • Change User Group:
     • Set default user group: Set the default user group for new users to be automatically assigned to. 
     • Switch user group: Move all unassigned or users in a specific group to another group. 
     • Add domain users to group: Assign all users with an approved associated domain to a specific group. 
       Note: If moving users that are in multiple user groups, the new group they are added to will be added to the bottom of the list. If removed from a primary group, the second group will become the primary group. 
   • Delete Deactivated Users: Choose if you want to automatically delete deactivated users, and specify the number of days it takes for deactivated users to be automatically deleted from the account.
   • Add Custom Attributes For Users: This allows you to create up to 5 custom attributes, which can then be assigned to users. These attributes can be used to sort users on the Users page. 
   • Account Contact Integration: This allows to populate users from Azure Active Directory (ADD) for search and dial. This enables search only and does not sync Azure Active Directory Users with Zoom Database.

How to view and remove external contacts

If users in the account add external contacts, you can view these external contacts and remove them from the account. External contacts have certain privileges to access the account's channels. Removing an external contact will lead to the following results:

• The external contact will be removed from the internal user's contacts list in the desktop client and mobile app (My Contacts section in the Contacts tab).
• The external contact will be removed from all internal channels and group chats they are members of.
• The external contact can still access chat history for 1-on-1 chats.
• The external contact's chat history is still viewable by admins. This includes 1-on-1 chats, channels, and group chats.
• The external contact can be re-added to the account by internal users.

View external contacts added by internal users and remove them

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click the Users tab.
4. In the top-right corner of the page, click the gear icon, then select External Contacts, and click Confirm. 
5. Locate a user that has external contacts, then click the number in the External Contacts column.
   You will see a list of external users that were added by the selected user.
6. (Optional) Click the number in the Channels column to view channels or group chats they are members of.
7. (Optional) Click the ellipses icon in the last column, then click Remove from Account to disconnect these contacts.

View external contacts associated with internal users

You can search for an external user by their email address to find who has this user as a contact. 

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click User Management then Users.
3. Click the Users tab.
4. In the top-right corner of the page, click the gear icon, then select External Contacts, and click Confirm. 
5. Click Advanced Search. 
6. Enter the email address of the external user and click Search. Any of your internal users who have this external user as a contact will be listed in the results. 
7. Click the number in the Channels column to view channels or group chats they are members of.

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