An overview of IM group management in zoom App.

The IM management permits the zoom admins in assigning users of their account to group display of the contacts section. For the mobile app as well as the desktop client it is all contacts. You can find three different IM group types. Those are-

• Shared. Every individual present in the zoom account can display the members and group automatically. 

• Restricted. Other than the members present in the group, no one can view the members of the group.

• Private. The members within a group can view the group automatically. Those users who are in the group can be searched by those users who are not in the group. 

For knowing more about the zoom chat admin guide you can visit the zoom support website. 

Remember, 

• In case you have signed in as a new zoom account holder post 21 August 2021, or if the New admin experience is enabled on the zoom account. Then, you would know that IM Groups got merged with the user groups and as a whole is known as groups. Further, IM settings have shifted to the account settings below the zoom chat section. Below know the procedure to create zoom groups, alter the chat settings, alter the group settings for the new admin experience. 
• For clarity, the user groups have distinct specifications than IM groups. 
• In case, the zoom users see IM groups on the mobile app and desktop client, they can find the visual of up to 1k users. ( by using all contact options from the contact section). Moreover, the IM group-based zoom users can then also search based on their IM settings. 

From this article, know about the procedure to add an IM group, the access level, and altering IM settings for the groups. 

 

Preconditions 

• Must have a paid zoom account.
• There should be an advanced zoom client version of at least 3.5 or the latest. 
• One should have the admin discretion or account owner privilege on editing or adding the IM groups. 

 

Procedure to add the IM group. 

 

Step 1. Zoom signed in to the web portal. 

Step 2. Head on to the navigation panel and then tap on account management. Followed by that, choose IM management. 

Step 3. When the IM settings are not enabled, you have to the IM settings tab followed by tapping the IM groups toggle. 

Step 4. Tap on the IM Groups section. 

Step 5. Tap on add IM group for inputting the necessary information – 

• Group Privacy. Choose an IM group type. 

• Group name. Input on displaying the name for assisting to identify the IM group. 

Step 6. Tap on save. 

 

How to add the zoom users in an IM group? 

 

Step 1. Zoom signed in to the web portal. 

Step 2. Head on to the navigation panel and then tap on account management. Followed by that, choose IM management. 

Step 3. You have to select an IM group name. 

Step 4. Then, simply choose to add members. 

Step 5. Then input the few alphabets of the user’s email id that needs to be added. 

Step 6. Then verify the name box appearing on the right side by checking the correct email id. Further, tap on add. 

 

Level of access. 

 

The below tables display you in the access level depending on the IM group type a user is a part of. ( Note, that below M would stand for a member of an IM group). 

 

IM group	viewing the IM group.	the user-based search in the IM group.
IM group private member.
private IM group (M)	accessible.	accessible
private IM group.		accessible.
Restricted IM group.
shared IM group.	accessible	accessible
Restricted IM group membership.
private IM group		accessible
restricted IM group. (M)	accessible	accessible
Restricted IM group.
shared IM group.	accessible	accessible
Shared IM Group membership.
private IM group		accessible.
restricted IM group.
Shared IM group. (M)	accessible	accessible
shared IM group.	accessible	accessible

 

Altering the default IM group.

 

Altering the default IM group solely affects the new users from being added. Here’s how to alter the default IM group-

Step 1. Zoom signed in to the web portal. 

Step 2. Head on to the navigation panel and then tap on user management. Followed by that, select users. 

Step 3. Tap on the advanced section. 

Step 4. Run below for the changes IM group tab. 

Step 5. Tap on the drop-down menu and from there choose the label named set default IM group, and further choose the right name. 

Step 6. Tap on save. 

 

How to switch users from one to another group? 

 

Here’s how to shift a user from one to another group- 

Step 1. Zoom signed in to the web portal. 

Step 2. Head on to the navigation panel and then tap on user management. Followed by that, select users. 

Step 3. Tap on the advanced section. 

Step 4. Run below for the changes IM group tab. 

Step 5. Tap on the drop-down menu and from there choose the label named switch IM group, and further choose the right name.

Step 6. End the process, by tapping on the switch user group. 

 

Procedure on altering the IM group’s advanced settings. 

 

The below procedure will guide you in changing the advanced settings of the IM group. However, when a user is a member of multiple IM groups, then the lock settings will be preferred. But when the settings do not get locked, the topmost restrictive settings will be preferred. 

Step 1. Zoom signed in to the web portal. 

Step 2. From the navigation menu, one can tap on account management followed by IM management. 

Step 3. Tap on the IM group name. 

Step 4. Tap on the advanced settings appearing under the IM group name. 

Step 5. You have the privilege of altering the below different settings- 

• Allow users to chat with others. It permits the users to chat with both the external and internal users. Select the appropriate option in fixing the access level. 

• Allow users to add contacts. It will permit the user to add the zoom contacts for their contact directory. Select the appropriate option in fixing the access level. 

• Allow users to search for others. It helps you in particular whether the user can search for others by using the same account or the parent account. This particular setting is also relevant for users looking for others on the web portal. For instance, when the users allocate alternate webinars or meeting hosts. Or when the users assign ar an earlier stage the breakout room participants. Or if the users want to assign the webinar panelists. 

• File transfer. It will permit the users in receiving as well as sending the files in direct messages or via group conversations. 

• Third-party archiving. Using a third-party archiving service, one can archive the files and messages. 

 

Altering the IM settings for all groups. 

One can alter the IM settings applicable for all IM groups. 

 

Step 1. Zoom signed in to the web portal. 

Step 2. From the navigation menu, one can tap on account management followed by IM management. 

Step 3. Select the IM settings tab. 

Step 4. Drive on to the settings you wish to alter. 

Step 5. Tap on the appearing lock icon, which will further lock the settings when you wish to avoid it from being altered with user settings. 

 

Remember,

• Few settings are based on a few preconditions. When you can’t find a listed setting then review the setting article available on the zoom page.
• When a user is present in various groups, the kick settings will proceed. In case, the setting is not locked then the restrictive setting will be preferred.  

 

Sharing. 

Permit the users in the account for sharing the following on the chat- 

• File transfer.

• • Solely permit mentioned file types. This one is optional. It means to mention the file types which will be permissible by the users to send via chat. For this the zoom desktop client version 5.4.0 or above is mandatory.

• Maximum file size. This one is optional. One can mention the file size in MB (maximum). Based on that, users can transfer the file via chat or in-meeting chat. For this the zoom desktop client version 5.4.0 or above is mandatory.

 

• Screen capture. 
• Code snippet.
• Audio message.
• Animated GIF images.

 

Visibility. 

• • For first-time users, setting chat as a default option. 

• Showing H.323 contacts.

• • Linking an account with an org.
  • Company contacts. It will show all the members of the account in the desktop client and mobile app.

• IM groups. It will coordinate all the contacts of the IM group for the desktop client and the mobile app.

• Ungrouped users can search for any contacts. Mention whether the user who is not in a user group finds any contacts from the same domain, the same organization, and account. The search results won’t encompass restricted groups members. 

Remember, this includes users searching for others in the zoom web portal. 

For instance, if users assign subsidiary hosts for zoom webinars and meetings, assign participants for the breakout rooms, or for assigning the panelists for the webinars. 

 

• Announcements.

 

 Security. 

• Permitting users to add contacts. However, when the feature is turned off, users won’t add contacts but then also can see the company contact directory. 
• Show status to external contacts. It will display the user’s status for the external contacts. 
• Allow users to chat with others. 
• Enable personal channel in the chat window.
• Enable advanced chat encryption. 

 

Storage. 

• Delete location data.
• Third-Party archiving. 
• Cloud storage.
• Strongly edited as well as deleted the revised messages. 

 

All credit. Zoom.us

https://support.zoom.us/hc/en-us/articles/203749815-Managing-IM-groups