Managing license reassignment after migrating to Zoom Workplace for Education

When your institution migrates from a legacy EDU plan to Zoom Workplace for Education, licensed users are typically assigned a faculty-level bundle, regardless of whether they're faculty, staff, or students. After migration, you'll need to manually reassign student licenses to your student users to ensure everyone has the correct license. Customers have up to 180 days to complete the license reassignment. This article walks you through how to complete that reassignment, including how to handle Zoom Phone licenses.

To learn more about Zoom's EDU plan changes, see our frequently asked questions.

Requirements for managing license reassignment

• An active Zoom Workplace for Education account that has completed or is scheduled for migration from a legacy EDU plan
• Account owner or admin role
• A list of student users in your institution (used to identify which users need the Higher Ed Student License)

How to prepare your account for migration (recommended)

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. On the right side, click Export then All users in the table.
   Save the downloaded CSV to more easily update your user licenses after migration.

How to reassign licenses using a CSV file (recommended)

1. Prepare your CSV file with one of the following methods:

   1. Edit your exported CSV file to include only the students you want to assign Higher Ed Student Licenses to.

   2. If you did not export a CSV, create a new CSV file with the following columns at minimum: email address, first name, and last name. Include only the students you want to assign the Higher Ed Student License to.

2. Sign in to the Zoom web portal.
3. In the navigation panel, click User Management then Users.
4. On the right side of the page, click Import.
5. Select the user type, license(s), and features to apply to all users in the CSV file.
6. Click Upload CSV file.
7. Click the CSV file you created, then click Open.
   The licenses for the users included in the CSV will now be updated.

Reassign licenses individually

1. Sign in to the Zoom web portal.
2. In the navigation panel, click User Management then Users.
3. Locate the student user you want to update.
4. Click the edit button on the right side of the user's row.

5. Change the license type to Student License and save your changes.

   The user's faculty-level bundle will be swapped out and replaced with the student license.
6. Repeat for each student user.

How to manage Zoom Phone licenses after migration

Zoom Phone is not automatically assigned during migration. If your EDU bundle includes Zoom Phone, you'll need to validate and manually assign phone licenses where needed. Notes:

• If you do not want users to receive a notification email when their license changes, turn off the setting When assigning extension numbers to users under Phone System Management , then Company Info, then Account Settings.
• If your account uses common area phones that are members of a call queue, make sure those devices are assigned a US/CA Unlimited license or another regional phone license.
• If your account migrates to Zoom Workplace for Education at renewal, you will have a grace period of 14 calendar days to update your licenses. If you migrate before your renewal, you will have the existing licenses until your renewal date. Check with your account representative to confirm if and when a grace period applies.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Phone System Management, Users & Rooms, then Pending.
   1. "Assign All": this will give every staff user a phone license.
      Note: If the staff member already has a ZP license, the bundled license will replace their existing license. Only the license will change. Extensions & Phone numbers will not be changed.
   2. "Assign via CSV": this will allow you to select which user(s) you want to enable the new Zoom Phone bundle for.
   3. Assign manually by clicking "Assign" on the right side of the page.

How to check your SAML mapping

After updating your existing users, check your account's SAML mapping to ensure that any new users will be provisioned correctly.