Okta user management with Zoom

Once you configured Zoom with Okta, you can create users, update user information, and deactivate users in Zoom via Okta. 

This article covers:

• How to manually manage Okta users to Zoom
  • Assign users
  • Update users
  • Un-assign the Zoom app from users
  • Deactivate users
• How to automatically manage Okta users to Zoom
  • Activate provisioning
  • Assign users
  • Update users
  • Un-assign the Zoom app from users
  • Deactivate users
• How to import Zoom users into Okta
• How to use mapping attributes to manage Okta users in Zoom

Prerequisites for Okta user management with Zoom

• Zoom owner or admin privileges
• Business, Education, or Enterprise account with an approved Vanity URL
• Okta configured with Zoom
• Okta admin privileges
• Approved Associated Domain
  Without an approved matching associated domain for user email addresses, Okta will not be able to provision user accounts or update email address automatically.

How to manually manage Okta users to Zoom

One method of managing Okta users is by manually adding, updating and deactivating users to Zoom.

Assign users

1. In Okta Console, go to Applications.
2. Click the name of your Zoom app.
3. Under the Assignments tab, click Assign and choose whether you would like to assign Okta to a user or a group of users.
4. Click Assign next to the user or group.
5. Choose the user or group.
6. Click Save and Go Back.
7. Click Done.

Update users

When you manually update a user’s information in Okta, such as their name, you also have to manually update that information in Zoom as well. 

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Profile tab.
5. Click Edit.
6. Type in the box the desired parameter to change.
7. Click Save.
8. Log in to Zoom as an admin or owner.
9. In the navigation menu in the Zoom web portal, click User Management then Users.
10. Click on the email of the desired user.
11. Select the Profile tab.
12. Click Edit.
13. Change the desired data.
14. Click Saves Changes.

Un-assign the Zoom app from users

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Applications tab.
5. Click the X icon.
6. In the Unassign Application pop-up windows, click ok.
7. Log in to Zoom as an admin or owner.
8. In the navigation menu in the Zoom web portal, click User Management then Users.
9. Click on the 3 dots to the right of the desired user.
10. Select Deactivate, Unlink from your account, or Delete.
11. In the pop-up window, confirm the desired action.

Deactivate users

When you deactivate manually a user in Okta, you also have to manually deactivate, unlink, or delete that user in Zoom as well. A deactivated user will still appear as a user in the Zoom account but if the user attempts to login, will not be able to do so.

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Click More actions.
5. Select Deactivate.
6. Check the desired user or groups.
7. Click Deactivate Selected.
8. In the Deactivate Person pop-up window, click Deactivate.
9. Sign in to Zoom as an admin or owner.
10. In the navigation menu in the Zoom web portal, click User Management then Users.
11. Click on the 3 dots to the right of the desired user.
12. Select Deactivate, Unlink from your account, or Delete.
13. In the dialog window, confirm the desired action.

How to automatically manage Okta users to Zoom

By enabling SCIM provisioning you can automate your user account creation, update, and deactivation. SCIM facilitates the automatic setup and maintenance of your Zoom user accounts to match the user data in Okta.

Activate Provisioning

To automate the user management process, provisioning needs to be enabled.

1. In Okta Console, go to Applications.
2. Click the name of your Zoom app.
3. Select the Provisioning tab.
4. Click Configure API Integration.
5. Check Enable API Integration.
6. Click Save.
7. Click Authenticate with Zoom.
8. Sign into your Zoom account with your admin's or owner’s credentials.
9. Make sure Zoom was verified successfully, then click Save.
10. In To App Settings, click Edit.
11. Select Enable for the options that you want to provision:
    • Create Users
    • Update User Attributes
    • Deactivate Users
12. Click Save.

Assign users

1. In Okta Console, go to Directory.

2. Select People or Groups.

3. Click the name of your user or group.
4. Under the Applications tab, click Assign Applications. 
5. In the Assign Applications window, click Assign next to the Zoom application name.
6. Click Save and Go Back.
7. Click Done.
8. Log in to Zoom as an admin or owner.
9. In the navigation menu in the Zoom web portal, click User Management then Users.
10. Verify the user or group was automatically updated in your Zoom account.

Update users

When you update a user’s information in Okta, such as their name, it will automatically sync this information to Zoom within a few minutes. No additional steps need to be taken to update this information. Email address changes will not be sent from Okta to Zoom; the email address will need to be changed in Zoom.

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Profile tab.
5. Click Edit.
6. Type in the box the desired parameters to change.
7. Click Save.
8. Log in to Zoom as an admin or owner.
9. In the navigation menu in the Zoom web portal, click User Management then Users.
10. Verify the user or group was automatically updated in your Zoom account.

Un-assign the Zoom app from users

Unassigning the Zoom app from a user will automatically deactivate the user in Zoom.

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Applications tab.
5. Click the X icon.
6. In the Unassign Application pop-up windows, click ok.
7. Log in to Zoom as an admin or owner.
8. In the navigation menu in the Zoom web portal, click User Management then Users.
9. Verify the desired user is deactivated by showing Basic (Deactivated) under type.

Deactivate users

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Click More actions.
5. Select Deactivate.
6. In the Deactivate Person pop-up window, click Deactivate.
7. Log in to Zoom as an admin or owner.
8. In the navigation menu in the Zoom web portal, click User Management then Users.
9. Verify the desired user is deactivated by showing Basic (Deactivated) under type.

How to import Zoom users into Okta

If some of your users already exist in the Zoom account but not in Okta, you can use the Import feature to add those users in to your Okta account.

Notes:

• All users in the Zoom account will be scanned and compared with the ones in Okta. If any user does not exist in Okta, that user will be automatically imported.
• The import function does NOT support the following mapping attributes:
  • Telephone
  • Job Title
  • Zoom Phone Ext Number
  • Zoom Phone Number
  • Zoom Phone site
  • Zoom Phone Calling Plan

1. In Okta Console, go to Applications.
2. Click the name of your Zoom app.
3. Click the Import tab then Import Now.
   Note: After the import process is complete, Okta will list any users found in Zoom who are not already in Okta. By default, the user will be added to Okta.
4. To associate a Zoom user with an existing Okta user, click the down arrow to the far right of their name, then click the check mark to confirm the NEW Okta user. 
5. Click Confirm Assignment.
6. In the Confirm Imported User Assignments window, click Confirm.
   • Select Auto-activate users after confirmation if desired.
7. Click on the Assignment tab to verify the new user has been assigned the Zoom application.
8. Click on the new user name, then click Activate.
9. In the Activate Person window, click Activate.
   • An Okta activation email will be sent to the user.

How to use mapping attributes to manage Okta users in Zoom

By default email address, first name, and last name are mapped to a user at first login. To pass additional information you can use custom attributes using Basic SAML mapping and advanced SAML mapping. For creating or updating phone users, see the list of Zoom Phone SCIM attributes.