Getting started with Zoom reporting

Zoom’s Reports section is a powerful tool provided to account owners and admins by Zoom that allows them to see various statistics related to accounts, meetings, and webinars in the Zoom web portal in order to better understand how Zoom is being used by your organization. With a full list of all meeting participants, you will be able to see who is currently attending your Zoom meetings and gain access to valuable data. As a member of this account, you will have access to meeting statistics, as well as reports regarding the registrations and attendees to your meetings. To provide complete reports from recently held meetings, it may take as long as 30 minutes for them to be generated.

You can retrieve meeting reports, including attendee lists and polling results, for the last 12 months, and you will be able to search the list by month up to a year at a time for each month. Zoom will also delete the registration reports for a meeting that has not been started within 30 days, that has expired, or that has been batch deleted by Zoom. A webinar’s associated reports will be retained when the webinar is deleted.

Note: The ability to create reports is only available to paid accounts that host meetings. Reports for meetings hosted before the upgrade will not be generated after you upgrade your account.

Prerequisites for running reports

• Depending on your account type, you can choose from Pro, Business, Enterprise, Education, or API

• User access permissions for all accounts must be granted by the account owner or administrator

• User Activities Reports are accessible to account owners and users with custom roles 

How to access reports for your account

1. Zoom’s web portal can be accessed by signing in.

2. Choose one of the following options from the navigation menu:

   • Click Reports if you have access to Usage Reports as an account owner, admin, or someone with access to Usage Reports.

   • The Zoom Phone Power Pack comes with analytics and reports for account members. Click Analytics & Reports for access.

3. Choose the report type you want to pull. Alternatively, you can also view additional types of reports under the User Activity Reports tab (only available to account owners).

Description of report types for members

Usage: You can view a list of meetings you have hosted, as well as meeting minutes, by clicking the Usage report option.

Meeting: Register for a meeting and find Poll Reports using the Meetings report option. Click Generate after choosing the report type, searching for the meeting by a date range, and selecting a date range. You can view the report queue while it is being processed. To cancel the report’s processing, click Delete.

Webinar: This option gives you a chance to search for registration, attendance, performance, questions and answers, and poll results for a webinar using the Webinar Report option. It is very easy to generate a webinar report once you select the type of report you are looking for, search by date range to find the webinar, then generate it.
Note: Having access to your webinar reporting will only be possible if you have a webinar license assigned to your profile. A webinar license will not be required by administrators to access reporting on webinars on their account.

Description of report types for account management

Usage Reports tab

Daily: Displays the daily usage for each day of the month across the entire account. There are a list of the new users, the new meetings, the new participants, and the minutes from the meeting. Under this report, a user can access a list of all meetings they have hosted under the account.

Active Hosts: During a specified time span, the list of active meetings as well as the users who were present during the specified period is displayed. Meetings that are active mean that they have started within the time frame specified for the meeting. When we define an active user, we are referring to someone who has participated in at least one meeting within the time frame specified. In essence, this report gives the same information as the Usage report for member users. However, this report gives you information about all meetings on your account; you can view a list of all the internal and external participants by clicking on the number in the Participants Source column; the participant names for external participants will be labelled as Guest following the display name of the participant.

Inactive Hosts: The display of users who haven’t hosted a webinar or meeting during a specific time period.

Upcoming Events: An upcoming meetings and webinars list will be shown for the selected time period (including recurring meetings and webinars that are scheduled for the future). In addition, you can also search for hosts based on their email addresses or names. To include events that don’t have a fixed time, you need to check the box next to the event.

Meeting: Searches one’s account to find Registration Reports and Poll Reports for meetings that have been hosted by a user registered with the account. Select the type of report you want to generate, search for the meeting by a specific date range, and then click Generate once you have found the meeting.
Note: There is a possibility that the registration report may be available for 12 months, depending on the timeframe in which you archive the meeting after it expires and is batch deleted by Zoom.

Webinar: In this section, you’ll be able to find Registration, Attendee, Performance, Q&A, and Poll reports for webinars that have been hosted by users on your account in your account’s admin section. Selecting the type of report you require, searching by the date range of the webinar you would like to locate, and generating the report will then be available.
Note: Zoom will continue to preserve all associated webinar reports for up to 12 months after the webinar expires and is batch deleted by Zoom, even though the webinar license is still required to access webinar reports even after a webinar expires and is batch deleted by Zoom. It is still possible for administrators to access webinar reports across the entire account, even if no webinar license has been purchased.

Audio Conferencing: This feature allows you to view information regarding the usage of the dial-in number as well as related charges.

Cloud Recording: With this feature, you can search by date range to see which meetings have been recorded and which files have been generated throughout a specific time period, as well as which files have been generated. As indicated by the usage, the amount of additional cloud storage is not reflected in the number of days, but in the total amount of cloud storage used each day. The Cloud Recording report would now show 21GB if you recorded another 1GB recording to add to the 20 GB you already have.
Note: In the cloud recording reports, you will only be able to see reports that are older than six months. Owners and admins of Master Accounts, which are either Resellers or Distributors, can select to expand the reporting range up to 1 year for the accounts and also generate reports for multiple sub-accounts within the same Master Account.

Phone System: Reports on the usage of Zoom Phone are displayed here.

Remote Support: During the specified time period, the report shows how much remote support was used. Included in this report is the meeting ID, the person who provided remote support, and the person who received remote support during that time period.

Billing: A Billing report enables admins to generate a Billing report based on a specific time period, as well as receive department usage breakdowns for a given time period. Billing must enable this option in order for it to work. As soon as you contact Billing, the feature will be enabled within 3 business days after you contact them.

Delete Participant’s Personal Data: Please click on this setting if you would like to remove a participant’s personal information from the account for any reason. After entering the user’s email address, click the Submit button to send the message to the user.

Note: It is irreversible and cannot be reversed if the participant’s personal data is deleted.

User Activity Reports tab

Admin Activity Logs: You will be able to keep an audit trail of admin activity, such as adding or changing Account or Group settings, assigning roles and licenses to users, modifying subscriptions under Billing, and changing configurations for SSO, in particular your SSO and SAML mapping configurations for SSO.

Settings Snapshot: You can export the settings for an account and any groups you have created to a CSV file. The feature of setting a snapshot can be useful when testing different settings configurations, and when you may want to revert back to the settings that you experienced when testing new settings.

Sign In/Sign Out: It shows you which user signed in or out, the IP address they were using, what platform they were on, and if they were using the latest version of the software.

Chat History: There is an option to check and download all messages that are sent and received by users, including chats, files, images, emoji reactions, GIFs, audio messages, and code snippets that are in single conversations, group discussions, or chat channels, as well as files, images, and files.

Note: You will see the chat history information here on the User Activity Reports page if you have signed up for a new Zoom account after August 21, 2021, or if the New Admin Experience has been enabled on your Zoom account. In the past, the tab for Chat History could be found in Account Management > IM Management > Chat History on the left side of the page.

Phone System Operation Logs: You can audit the activity of users and administrators relating to Zoom Phone configuration, such as the addition of new users, the assignment of calling plans, or the changes to policies that have occurred.

Disclaimers: The Disclaimers tab provides you with information about the disclaimers that users see during the process of signing in, joining a meeting/webinar, or starting a recording. In this report, you will find the user email address, the disclaimer type, no accept or no deny, the type of client, date and time of the meeting, and the meeting ID.

Reported Participants: In this feature, you can view the participants who have been reported in Zoom for a meeting or webinar. Additional reports can also be submitted to Zoom on a regular basis.

Additional reports for Zoom Phone

There are also some additional reports that you can access if you have a Zoom Phone license that also includes the Power Pack add-in:

• Monitoring and analysis of call queues in real-time and over time

• You can access reports for voice mails, recordings of calls, and delegation of calls