Using the new groups and settings management experience

In the new groups and settings management experience, Zoom is introducing a better way to manage Groups and Settings.

Requirements for using the new groups and settings management experience

• Paid Zoom account
• Account owner or admin privileges
• To have this feature enabled, submit a request to Zoom Support

How to migrate to the new groups and settings management experience

To start migrating to the new way of managing Groups and Settings, account owners and admins are provided with a 4 step migration process.

Note: You cannot revert your account back to the old experience once it is switched to the new version.

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 Groups.
   A pop up window will appear prompting you to start migration to the new groups and settings management.
   
3. Click Start Migration.
4. Under Select groups to migrate with settings, select the checkboxes of the groups you wish to migrate along with their specific settings.
   Notes:
   • By default, a group without members will not be on the list, a group with the least members will have higher priority than others, groups that haven't changed settings won't be selected.
   • All unselected groups will be migrated without settings and will default to the account settings once the migration is complete.
5. (Optional) Select or deselect the checkboxes for additional groups.
6. (Optional) Click Upload with CSV to use a CSV file for the group migration.
7. Click Next.
8. Under Change orders to adjust setting’s priority, click the arrow up, arrow down, or the ellipsis button to set the group priority.
   
   Notes:
   • This step allows you to change the order of groups to determine their setting’s priority for users across multiple groups.
   • Admins do not need to worry about the order if no user is in multiple groups, as there will be no conflicts in this scenario.
   • The priority is set at the group level and it is applied at a product level. It is applicable only when the same user is in multiple groups with conflicting settings. For example, group A is for managing Meeting settings and group B is for managing Team Chat settings. If group A is set as order 1 (P1) and group B as order 2 (P2), there is no conflict to manage
   • By default, groups are sorted based on member count, with the least users at the top. Assign a lower number, such as 1, to signify the highest priority group for settings application
9. Under Test your new priorities setting groups then Choose the data you want to test priorities, choose between:
   • Test certain users from your account - Enter the emails of users you’d like to test
   • Test all groups
10. Click Test priority.
    Note: If conflicts are found, you will be prompted to download the group settings’ CSV file and make the necessary adjustments before you can proceed.
11. (Optional) Click Skip this step.
12. Under Confirm your changes, click Confirm and update.

How to manage user groups and settings

Adding a new group

Groups allow you to turn settings on or off for a group of users in your account. You can also use groups to organize users in the Contacts tab in the Zoom desktop client and mobile app.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click Add Group.
4. Enter a name and description for the new group.
5. (Optional) Select the Enable product settings checkbox.
   Note: After enabling this option, you can choose to apply some specific products to the group and configure settings for group members.
6. Click Add.
   This group will now show up in your groups list.
7. Click Configure.
   A pop-up window will appear.
8. In the Configure group settings window, choose the categories you want to enable settings for. The unselected categories will use the account settings.
9. Click Save.
10. Click Add admins.
    A pop-up window will appear.
11. In the Add Group Admins window, enter a name or email address.
12. Click Add.

Adding a group admin

You can set group admins to manage the members and settings for that group. The group admin can also see if the group they manage is set as the primary group for users within the group. The group admin does not need to be an account admin or have role permissions to edit user groups.

To a new group

1. After adding a new group, click Add admins.
2. Enter one or more names or email addresses of users that you would like to set as group admins.
3. Click Add.

To an existing group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click the name of the group you would like to set admins for.
4. Click Add admins.
5. Enter one or more names or email addresses of users that you would like to set as group admins.
6. Click Add.

Adding members to a group

To a new group

1. After adding a new group, click Add Members.
2. Enter one or more names or email addresses of users that you would like to add to the group
3. Click Add.

To an existing group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click the name of the group you would like to add members to.
4. Click + Add Members.
5. Enter one or more names or email addresses of users that you would like to set as group admins.
6. Click Add.

Removing members from a group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click the name of the group you would like to remove members from.
4. Select the check box next to the user you wish to remove then click Remove or click the trash bin icon corresponding to that user.
5. (Optional) Alternatively, click Move to Another Group to instead send them to another existing group.

Setting a user's primary group

If a user is in multiple groups, you can set a primary group for users. By default, the primary group is the first group the user is added to. The user will use the primary group's meeting, audio conferencing, and recording settings. For chat settings, the group that has the most restrictive chat setting will apply to the user.

If meeting, audio conferencing, and recording settings settings are locked in a non-primary group, those settings will be locked for that user and override the primary group settings.

If you have an Information Barriers policy, Zoom will only apply the policy of the user's primary group.

Note: Once switched to the new admin for managing groups and settings , the user's primary group will remain unchanged. However, the user's primary group will not be used for deciding the user's feature setting value. Instead, the user's setting value will be determined by the order priority value of the groups in which the user belongs and to which any product settings are assigned.
Primary group is still applicable to Information Barriers policies.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Groups.
3. Click the name of the group the user is a member of.
4. Click the three dots  that correspond to the user you wish to set the primary group for.
5. Click Set as Primary Group.
   Note: The Primary Group defines the user's default settings.
6. Click Save.