Alternative hosts for Zoom meeting issues

Issue

Users may encounter various issues when attempting to designate alternative hosts for Zoom meetings. Common problems include:

  • Error messages stating Unable to assign user as an alternative host because the user cannot be selected at this time.
  • Alternative hosts are unable to start meetings and receive Waiting for the host messages.
  • Alternative host options appear grayed out or disabled.
  • Meetings are not appearing in the alternative hosts' upcoming meetings lists.
  • Unable to add alternative hosts to individual occurrences of recurring meetings.
  • Alternative hosts are not receiving email notifications with start links.
  • External users from different organizations cannot be assigned as alternative hosts.

Cause

Alternative host issues occur due to the following factors:

  • Licensing and account requirements
    • Both the meeting host and alternative host must be licensed users (assigned paid licenses).
    • Both must belong to the same Zoom account.
    • Alternative hosts must be signed in to their Zoom accounts with the correct email address.
  • Meeting settings limitations
    • Issues occur when users attempt to edit individual occurrences of recurring meetings.
    • Alternative host settings can only be modified at the series level, not per occurrence.

Resolution

Ensure to assign licenses to your alternative host users

If you assign someone from your account to host meetings on your behalf, they must have a paid (licensed) account. Use the steps below to confirm they have a license or to assign one to them.

  1. Sign in to the Zoom web portal as an account owner or admin.
  2. In the navigation menu, click User Management, then Users.
  3. Locate the user and click Edit.
  4. Select the appropriate license from the available options.
    Note: You can review this article for more information on how to assign licenses to existing users.
  5. Click Save.

Ensure to add external users to your Zoom account for alternative host privileges

If you need to add external users as alternative hosts, they must first be added to your Zoom account and be assigned a license:

  1. Sign in to the Zoom web portal as an account owner or admin.
  2. In the navigation menu, click User Management, then Users.
  3. Click Add Users.
  4. Enter the user's email address.
  5. Select the appropriate license.
    Note: You can review this article for more information on how to assign licenses to users.
  6. Click Add to send an invitation.
  7. Once the user accepts the invitation, they can be designated as an alternative host.

Ensure to add alternative hosts to new meetings

If you need to add an alternative host to new meetings, follow these steps to ensure they are added:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click Schedule A Meeting.
  4. Fill in your meeting details.
  5. Scroll down to Options and expand the section if needed.
  6. In the Alternative Hosts field, enter the email address of your designated alternative host.
  7. Click Save.
    The alternative host will receive an email notification with a unique link to start the meeting.

Ensure to add alternative hosts to existing meetings

If you need to add an alternative host to meetings you've already scheduled, follow these steps to ensure they are added:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Locate your scheduled meeting and click Edit.
  4. For recurring meetings, select Edit entire series (not individual occurrences).
  5. Scroll down to Options and expand the section.
  6. In the Alternative Hosts field, enter the alternative host's email address.
  7. Click Save to apply changes.
    The alternative host will receive an email notification with a unique link to start the meeting.

Ensure to add alternative hosts to Personal Meeting ID (PMI)

If you need to add an alternative host to your Personal Meeting Room, follow these steps to ensure they are added:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the Personal Room tab.
  4. Click Edit.
  5. In the Alternative Hosts field, enter the email addresses of your designated alternative hosts.
  6. Click Save.

Troubleshoot alternative host access

If you are an alternative host for a meeting and you cannot start the meeting, follow these steps:

  1. Check your email to ensure you use the unique join link from their email notification, not the regular meeting link.
  2. If the notification email wasn't received, make sure you check spam/junk folders.
  3. Make sure you are signed in to the correct Zoom account for which you are assigned alternative host privileges.

If you are the original host, to resend the notification, remove and re-add the alternative host in meeting settings.