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Managing participants in a meeting in zoom App

ByCorporate Guider Home, Zoom

 

You can manage participants in a meeting as the host. All participants in a meeting will be able to share their screen, video, and audio by default. We recommend using the webinar platform if you want people to have limited access to their screen, video, and audio. See our comparison of meetings and webinars for a detailed look at these options.

Prerequisites for managing participants in a Zoom meeting

  • Hosting permissions, or permission to co-host the meeting (default)
  • You can join the meeting by using Zoom’s desktop application, mobile app or web browser*

In order to fully utilize the options, you may need to enable them on the web portal or use a specific version of Zoom. Among the features included are allowing participants to record locally, assigning a co-host, putting participants on hold, and letting participants use the waiting room.

When joining by web, you will have limited control over your account.

Order of participants listed in a Zoom meeting

Following is the order of names in the participants’ list:

  1. You
  2. The host (If you’re not the host)
  3. Phone numbers with no names
  4. Unmuted participants (sorted alphabetically)
  5. Muted participants (sorted alphabetically)

Features available for managing participants as a host or co-host

The following features can be controlled by hosts and co-hosts in meetings:

  • Mute participants
  • Participants should be asked to mute or unmute (with their prior consent)
  • Stop a participant’s video
  • Recording and ask them to start their video again
  • So that they are not able to share their screens with others
  • Rename a participant
  • If the waiting room is disabled (if the waiting room is disabled)
  • Select an enter or exit chime to play when the visitor enters or leaves
  • A meeting Lock the meeting immediately after the visitor enters or leaves
  • Put participants in the waiting room or allow/disallow participants from the waiting room (the host is the only one who has access to the waiting room).

The following features are only available to hosts:

  • Allow participants to record locally
  • By making them co-hosts or hosts
  • On the recording server

How to manage participants in a Zoom meeting

Windows | macOS

  • Start Zoom on your desktop.
  • Join a meeting.
  • You will see a list of participants in the host controls.
  • To separate the participants list from the meeting window, click the drop-down menu at the top-left corner and choose Pop Out.

  • To view more options for each participant, hover over it and click More:
  • Request unmuting, unmuting, or muting
  • Chat:
  • You can send a message directly to the other participant by opening the chat window.
  • Stop Video:
  • Put a stop to the participant’s video stream to prevent them from starting. This option will appear if the participant has not yet started their video.
  • Pin:
  • You can pin up the videos of all 9 participants so they are always visible. No one else will be affected.
  • Spotlight for Everyone:
  • Highlight the videos of up to nine participants, so that all participants can always see their videos.
  • Make Host (only available to the host):
  • The host will be assigned to the participant. It is possible for the host to have more than one participant.
  • Assigning the participant to be a co-host (only available to the host): Select the participant so that he or she will be a co-host. This process can be repeated an unlimited number of times.
  • Rename:
  • This will change the name of the participant displayed to others. It applies only for the current meeting.
    Note:
  • In the participants list, hover over your name and click Rename to change your displayed name. On your profile, you can change it permanently.
  • The caption will only be available to the host if you select Closed Caption:
  • Have participants type closed captions during the meeting.
  • Specify recordings (available only to the host):
  • Provide the participant with the option of starting and stopping a local recording. This option is unavailable to participants.
  • Allow to Multi-pin:
  • Makes it possible for someone else to use the multi-pin feature. Currently, only one pin can be made at once.
  • Put in Waiting Room:
  • When preparing for the meeting, put the participant into a virtual waiting room. This option must be enabled by the host.
  • Put On Hold:
  • You will see this option if the waiting room isn’t enabled.
  • Remove:
  • Delete a meeting participant. You must allow participants to rejoin in order for them to join.
  • Report:
  • Reports a user to the Trust and Safety team in Zoom. The user to report can be selected and details about the problem can be provided. Evidence, such as screenshots, can be uploaded as well.

Below the participants list, you will also have the option of enabling or disabling these features:

  • Invite:
  • Let others know about the meeting.
  • Mute All:
  • Turn off the microphone for everyone currently present.

These options can be found by clicking More:

  • Ask All to Unmute:
  • The unmuting or staying muted option will be displayed as a pop-up to all muted participants.
  • Mute Participants upon Entry:
  • Mutes participants automatically upon joining the meeting.
  • Allow Participants to Unmute Themselves:
  • When participants want to speak to each other, they can unmute themselves.
  • Allow Participants to Rename Themselves:
  • All participants are given the option of changing their screen names.
  • Play sound when someone joins or leaves:
  • Play a sound when the meeting starts or ends.
  • Play Chime for Chat Messages/Raise Hand:
  • When a participant uses the in-meeting chat or raises their hand, play a sound. This feature must be enabled by Zoom Support.
  • Enable Waiting Room:
  • This feature must be enabled. It is not dependent on the website settings.
  • Lock meeting:
  • Disallow others from joining a meeting that is in progress.
  • Merge to meeting window:
  • Resulting in the list of participants being merged into the main meeting window. It is only possible to access this option if you separate the main meeting window from the list of participants.

The following steps should be followed to prevent screen sharing during a meeting:

  1. To access advanced sharing options, click the arrow next to Share Screen in the host controls.
  2. Select the Share button in the right pane. You can leave everyone else out.
  3. You can close the window now.

Linux

  1. Zoom desktop client must be opened.
  2. Go into a meeting.
  3. The participants list will appear after clicking Participants.
  4. To see more options, hover over the participant:
  • Request to be unmuted / unmuted / muted
  • Chat:
  • To send direct messages to the participant, open the chat window.
  • Stop Video:
  • This will prevent participants from starting their videos. You will see the option to Ask the participant to Start the Video if the participant hasn’t started their video.
  • Spotlight Video:
  • You can spotlight up to 9 participants’ videos, so all meeting participants can see their videos.
  • Make Host (only available to the host):
  • Select the host from the participant list. Only one host can be selected.
  • Added/removing Co-host Permissions (only for hosts):
  • You can make a participant a host as well. There are no limits on how many co-hosts you can have.
  • Rename:
  • Rename the participant name that appears in the participant list. Only the current meeting will be affected by this change.
    Note:
  • In the participants list, hover over your name and click Rename to change your own name. The name you choose will be permanently changed.
  • Assign to type Closed Caption (only available to the host):
  • You are responsible for typing closed captions during the meeting.
  • Allow to Record Local Files (only available to the host):
  • Allows the host to record the meeting locally. Meeting participants cannot record the meeting from the cloud.
  • Put in Waiting Room:
  • As you prepare for the meeting, place the participant in a virtual waiting room and let them relax. The waiting room option is only available when the host has enabled it.
  • Put On Hold:
  • Put the participant on hold, which will remove them from the video conference and audio conference respectively. During the start of the meeting, the option to allow the host to put participants on hold must be enabled.
  • Remove:
  • This feature allows the host to dismiss one or more participants from the meeting. As long as you do not allow participants to rejoin, they will not be able to do so.
  • Report:
  • The Trust and Safety team can be notified about a suspicious user.
  • A user can be selected to report and details about the problem can be provided. Evidence can also be uploaded, including screenshots.

On the bottom of the participants list, you can also enable or disable these options:

  • Invite:
  • Invite others to join the meeting.
  • Mute All / Unmute All:
  • Mutes or unmutes the current meeting participants.

These options can be found by clicking More:

  • Ask All to Unmute:
  • All muted participants will see a pop-up notification with the option to unmute themselves or remain muted.
  • Mute Participants upon Entry:
  • The meeting will be muted when new participants join.
  • Allow Participants to Unmute Themselves:
  • If participants want to talk to others in the meeting, they may unmute themselves.
  • Allow Participants to Rename Themselves:
  • Each participant can select a screen name which will be displayed to other participants on the network.
  • Play sound when someone joins or leaves:
  • You can play a sound every time someone joins or leaves a meeting.
  • Play Chime for Chat Messages/Raise Hand:
  • You should play a sound when a participant uses in-meeting chat or raises their hand during a meeting. If this feature is not enabled on your account, please contact Zoom Support.
  • Enable Waiting Room:
  • This feature must be enabled. Web portal settings do not affect this feature.
  • Lock meeting:
  • Make it impossible for others to join an ongoing meeting.
  • Merge to meeting window:
  • Merge the main meeting window with the list of participants. It is only possible to access this feature when you separate the main meeting window from the list of participants.

If you want to prevent participants from sharing their screens:

  1. To access advanced sharing options, click the arrow next to Share Screen in the host control panel.
  2. This will take you to the advanced sharing options. Select Only Host.
  3. Then click on Close.

Chrome OS

  • Log in to your Zoom ChromeOS client.
  • Join a meeting.
  • From the host control panel, select Participants.
  • You may choose to close the participants list by clicking the drop-down menu located at the top-left corner of the meeting screen, or you may choose to Pop Out, which isolates the participants list from the meeting window:

  • Click More for these options when you hover over a participant:
  • Ask to Unmute / Unmute / Mute
  • Chat:
  • The best way to communicate directly with a panelist is to use the chat window.
  • Stop Video:
  • This will prevent the participant from starting a video as their video stream will be stopped. The Ask to Start Video option will appear if the participant has not started their video yet.
  • The Host option will appear if any host has yet to start their video.
  • Pick the host from among the participants. Each host will have a video to present.
  • Make Co-Host (only available to the host):
  • Choose a participant to be a co-host for the event. There is no limit to the number of people who can be co-hosts.
  • Allow Record (only available to the host):
  • Allows the host to start and stop the audio or video recording of the meeting at any time. Users are unable to start a cloud recording during the meeting.
  • Assign to type Closed Caption (only available to the host):
  • During the meeting, assign one of the participants to type the closed caption.
  • Put in Waiting Room:
  • In order to prepare for the meeting, you may place the participant in a virtual waiting room. This option can only be enabled by the host.
  • Rename:
  • You are able to change the name of your participant. Only current meetings are affected.
    Note:
  • In the participants list, hover over your name and click Rename to change your own name. On your profile, you can change your name permanently.
  • Remove:
  • Get rid of a meeting participant. If you don’t allow participants to re-join, they won’t be able to.

By clicking More at the bottom of the participants list, you can also enable or disable these options:

  • Invite:
  • Invite others to join the meeting.
  • Mute All / Unmute All:
  • You can muffle or unmute everyone in the meeting.
  • Ask All to Unmute:
  • Participants who are muted will receive a pop-up notification with the option to unmute themselves or remain muted.
  • Mute participants on entry:
  • This will automatically muffle attendees upon entry.
  • Allow participants to unmute themselves:
  • If a participant wants to discuss something with others in the meeting, he or she can unmute themselves.
  • Allow participants to rename themselves:
  • The screen name of participants can be modified.
  • Enable Waiting Room:
  • Provides a waiting room so that new participants may arrive or existing participants can be relocated there.
  • Lock meeting:
  • Keep other attendees from joining the meeting.
  • Merge to meeting window:
  • Organize a list of participants into a single meeting window. Using this feature requires that the participants list be separated from the main meeting window.

Participants should not share their screens:

  1. To access advanced sharing options, click the arrow next to Share Screen in the host controls.
  2. Select the Share button in the right pane. You can leave everyone else out.
  3. Now you can close the window.

Web

Managing participants will be limited when you use the web client.

  1. You can display the list of participants by clicking the Participants button in the host controls.
  2. To see more options, hover over a participant:
  • Ask to Unmute / Unmute / Mute
  • Chat:
  • Send a message directly to the panelist using the chat window.
  • Stop Video:
  • Make it impossible for the participant to start their video by stopping their video stream. The Ask to Start Video option will appear if the participant hasn’t started their video.
  • Spotlight for Everyone:
  • Highlight up to nine participants’ videos, so that all participants can always see their videos.
  • Allow to Multi-pin:
  • This feature allows another participant to pin more than one video. Generally, only one participant can be pinned at a time.
  • Make Host (only available to the host):
  • Make the host the participant. The host is the only participant.
  • Make Co-Host (only available to the host):
  • You can make this participant a co-host. The number of co-hosts you can have is unlimited.
  • Assign to type Closed Caption (only available to the host):
  • During the meeting, you should assign a participant to type closed captions.
  • Rename:
  • If the other participants can see the name of a participant, you can modify it. The changes will only take effect for the current meeting.
    Note:
  • Hovering over your own name in the participants list and clicking Rename will allow you to change the name that appears. Your profile now allows you to permanently change the name that appears.
  • Put in Waiting Room:
  • Prepare for the meeting by placing the participant in the waiting room. This option must be enabled by the host.
  • Remove:
  • The participant will be removed from the meeting. If you don’t allow participants to rejoin, they will not be able to join.
  • Report:
  • This feature allows you to send a report to Zoom’s Trust and Safety team regarding an intruder. Choosing the user you wish to report and providing details about the problem will be one of your options. Additionally, you can also upload evidence, for example screenshots, to prove your case.

There is also an option at the bottom of the list of participants for you to enable or deactivate these options:

  • Invite:
  • Invite others to join the meeting.
  • Mute All / Unmute All:
  • Turn off all mute settings for the meeting.
  • More
    • Ask All to Unmute:
    • Participants who are muted will be notified with the option to unmute themselves or remain muted.
    • Mute participants on entry:
    • When they join the meeting, they will be automatically muted.
    • Allow participants to unmute themselves:
    • If anyone wants to speak to anyone else during the meeting, they can unmute themselves.
    • Allow participants to rename themselves:
    • The screen name that other participants see can be changed by the participants.
    • Lock meeting:
    • The meeting will not be open to other participants if it is in progress.

iOS

  1. Open Zoom on your mobile device.
  2. Join the meeting.
  3. The participants list will appear when you tap on the Participants control in the host control.
  4. When you click on the name of a specific participant, you will be able to manage the participant using the following options:
    • Ask to Unmute / Unmute / Mute
    • Stop Video:
    • In order to prevent the participant from starting their video, stop their video stream so they are unable to do so. In the event that the participant has not started their video, you will be given the option to Ask the participant to Start Their Video.
    • Chat:
    • You can send direct messages to the participant by opening the chat window.
    • Spotlight for Everyone:
    • Highlight up to nine participants’ videos, so that all participants can see their videos.
    • Make Host (only available to the host):
    • The host will be assigned this role. Each host has its own role.
    • Make Co-Host (only available to the host):
    • You can assign participants as co-hosts. There is no limit to how many co-hosts you can have.
    • Rename:
    • You can change the name under which participants will see you. Only this change will be effective for this meeting.
      Note:
    • Click Rename in the participants list if you want to change the name displayed next to your own. Your profile allows you to change your name permanently.
    • Assign to Type Closed Captions (only available to the host):
    • This participant will be responsible for typing closed captions during the session.
    • Allow to Record Local Files (only available to the host):
    • Give participants the ability to start or stop recording local files during a meeting. The cloud recording cannot be started by anyone during the meeting.
    • Allow to Multi-pin:
    • A participant may use the multi-pin feature if they have permission to do so. It is not possible for participants to pin more than one participant at one time by default.
    • Put in Waiting Room:
    • Before the meeting, enter participants into a waiting room so they have time to prepare. For this option to appear, the host has to enable waiting rooms.
    • Remove:
    • Get rid of a meeting participant.

You will find the following options in the participants window:

  • Invite:
  • Make sure others know about the meeting.
  • Choose from the following options
    • Mute All:
    • During the meeting, you can choose to muffle all participants.
    • Ask All to Unmute:
    • Send a notification to all participants that are muted, giving them the opportunity to choose to stay muted or unmute themselves.

Tap More and then Meeting Settings in the host controls to muffle participants upon entry, play the joining and leaving sound, or display the names of participants when they join.

Tap More and then Security in the host controls to lock the meeting, prevent participants from viewing each other’s screens, or put them in the waiting room. See meeting security guidelines for more information.

 

Android

  1. Zoom’s mobile app requires a Zoom account.
  2. Host a meeting.
  3. The Participants view will be displayed in the host controls.
  4. A specific participant can be managed by tapping its name.
  • Request unmuting / unmuting / muting
  • Stop Video:
  • This will prevent the participant from starting their video. You’ll see the Ask to Start Video option if the participant hasn’t started their video.
  • Chat:
  • You can send direct messages to the participant through the chat window.
  • Spotlight Video:
  • All participants in the meeting will be able to see up to 9 participants’ videos at any given time.
  • Make Host (only available to the host):
  • Select the participant who would like to be the host. Only one person is allowed to be the host.
  • Make Co-Host (only available to the host):
  • Select a participant to be the co-host for the event. You can add an unlimited number of co-hosts to the event.
  • Rename:
  • Changing the name of a person who appears to other participants of an event. Please note, this change only affects the current event.
    Note:
  • By hovering over your name in the participant list and clicking Rename, you can edit your own name that is displayed. This can be done in your profile so that it never appears again.
  • Assign to Type Closed Captions (only available to the host):
  • Select a participant who will be responsible for typing closed captions throughout the meeting.
  • Allow to Record Local Files (only available to the host):
  • Provide the option for participants to start or stop a local recording of the meeting. Meeting participants are not able to start a recording in the cloud.
  • Allow to Multi-pin:
  • Lets people use multi-pin simultaneously. Normally, only one participant can be pinned at one time.
  • Put in Waiting Room:
  • While getting ready for the meeting, place participants in a virtual waiting room. This option will only appear if the host enables it. Find out how.
  • Remove:
  • Removing someone from the meeting.

You will find the following options in the participants window:

  • Invite:
  • Make sure others know about the meeting.
  • Mute All:
  • Make everyone in the meeting silent.
  • Select one of the following:
    • Ask All to Unmute:
    • Provide mute participants with a pop-up notification, giving them the option of unmuting themselves or remaining muted.

Tap More and then Meeting Settings in the host controls to muffle participants upon entry, play the joining and leaving sound, or display the names of participants when they join.

Tap More and then Security in the host controls to lock the meeting, prevent participants from viewing each other’s screens, or put them in the waiting room. See meeting security guidelines for more information.

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