Okta user management with Zoom

Prerequisites

• Zoom owner or administrator rights
• with an approved Vanity URL in a Business, Education, or Enterprise account
• that is configured to work with Zoom
• Administrator permissions

Note: Users will need to confirm their provisioning on the account via an email automatically sent to them without an approved Associated Domain. A user falling under an approved domain will be provisioned without email confirmation.

Manually managing Okta users to Zoom

Okta users can be managed by manually adding, updating, and deactivating them in Zoom.

Assigning users

1. Go to Applications in Okta Console.
2. Select Zoom.
3. You can assign Okta to an individual user or a group of users under the Assignments tab.
   • To assign, click the Assign button.
   • Click Assign.ck Save and Go Back.
4. Click Done.

Update users

It is also necessary to manually update the user’s information in Zoom when you update a user’s information in Okta, such as their name.

1. Go to the Directory in Okta Console.
2. Select a person or group.
3. You will be taken to their profile.
4. Click on it.
5. You can make changes there.
6. Enter the parameter you want to change into the box.
7. Save it.
8. Sign in to Zoom as an administrator or owner.
9. Click User Management then Users in the navigation menu of the Zoom web portal.
10. Select the user’s email address.
11. Then, click Profile.
12. Edit the profile.
13. Make any necessary changes.
14. Click Save.

Unassigning the Zoom app from users

1. Go to the Directory tab in Okta Console.
2. Scroll down to People and Groups.
3. Select a group or user.
4. Choose an application.
5. Press the X button.
6. A pop-up window will appear, click “unassign”.
7. If you are an administrator or owner of the account, please log in.
8. Click User Management then Users in the Zoom web portal’s navigation menu.
9. Choose the user you wish to edit by clicking the three dots next to their name.
10. Delete, Unlink, or Deactivate the user.
11. Confirm the action by clicking the button.

Deactivating users

Deactivating a user manually in Okta means that you have to deactivate, unlink, or delete that user manually in Zoom as well. While deactivated users will still appear as users in their Zoom accounts, they will be unable to login.

1. Go to the Directory section of Okta Console.
2. You will find the People and Groups tabs.
3. You will find your users and groups by clicking on their names.
4. From there you can take action.
5. Simply select Deactivate.
6. Choose which users or groups you would like to deactivate.
7. Select Deactivate Selected.
8. Click Deactivate to complete the process.
9. Log in as the admin or owner of Zoom.
10. Click User Management then Users from the Zoom web portal’s navigation menu.
11. Select the desired user by clicking the three dots next to their name.
12. From the drop-down menu, choose Deactivate or Unlink from Account.
13. Confirm the selection in the dialog box.

Automatically managing Okta users to Zoom

With SCIM provisioning, you can automatically create, update, and deactivate user accounts. Your Zoom user accounts are automatically configured and maintained by SCIM to match your Okta user data.

Activating Provisioning

Provisioning needs to be enabled in order to automate user management.

1. Go to Applications in Okta Console.
2. Choose Zoom from the list.
3. The Provisioning tab will appear.
4. To configure the API integration, click Configure.
5. Ensure that API integration is enabled.
6. After saving, click Close.
7. Select Zoom as the authentication method.
8. Sign in to Zoom using the administrator or owner’s credentials.
9. Make sure Zoom was verified successfully, then click Save.
10. In To App Settings, click Edit.
11. Check Enable for:
    • Create Users.
    • Update User Attributes.
    • Deactivate Users.
12. Click Save.

Assigning users

1. In Okta Console, go to Directory.
2. Select People or Groups.
3. Click the name of your user or group.
4. Under the Applications tab, click Assign Applications.
5. In the Assign Applications window, click Assign next to the Zoom application name.
6. Click Save and Go Back.
7. Click Done.
8. Log in to Zoom as an admin or owner.
9. In the navigation menu in the Zoom web portal, click User Management then Users.
10. Verify the user or group was automatically updated in your Zoom account.

Updating users

When you update a user’s information in Okta, such as their name, it will automatically sync this information to Zoom within a few minutes. No additional steps need to be taken to update this information. Email address changes will not be sent from Okta to Zoom; the email address will need to be changed in Zoom.

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Profile tab.
5. Click Edit.
6. Type in the box of the desired  parameters to change.
7. Click Save.
8. Log in to Zoom as an admin or owner.
9. In the navigation menu in the Zoom web portal, click User Management then Users.
10. Verify the user or group was automatically updated in your Zoom account.

Unassigning the Zoom app from users

Unassigning the Zoom app from a user will automatically deactivate the user in Zoom.

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Select the Applications tab.
5. Click the X icon.
6. In the Unassign Application pop up windows, click ok.
7. Log in to Zoom as an admin or owner.
8. In the navigation menu in the Zoom web portal, click User Management then Users.
9. Verify the desired user is deactivated by showing Basic (Deactivated) under type.

Deactivating users

1. In Okta Console, go to Directory.
2. Click People or Groups.
3. Click on the name of your user or group.
4. Click More actions.
5. Select Deactivate.
6. In the Deactivate Person pop up windows, click Deactivate.
7. Log in to Zoom as an admin or owner.
8. In the navigation menu in the Zoom web portal, click User Management then Users.
9. Verify the desired user is deactivated by showing Basic (Deactivated) under type.

Importing Zoom users into Okta

Using the Import feature, you can add users who are already in your Zoom account but not in Okta.

Notes:

• We will scan and compare all users of Zoom’s account with those of Okta to see the differences. The importation of any users which do not belong to Okta will be automatic if they do not exist in Okta already.
• Mapping attributes such as the following are not supported by the import function:
  • Telephone
  • Job Title
  • Zoom Phone Ext Number
  • Zoom Phone Number
  • Zoom Phone site
  • Zoom Phone Calling Plan

1. Go to the Applications section of Okta Console.
2. Select your Zoom app from the list.
3. Click Import and Import Now.
   Note: If Okta has not already imported any users from Zoom, it will present a list of those users.
4. They will be automatically added. Adding a Zoom user to an existing Okta account can be done by clicking the down arrow to the far right of their name and checking the box.
5. After confirming the assignment, click Done.
6. A confirmation window will appear. Click Confirm.
   • Check the box to activate users automatically.
7. To verify that the Zoom application has been assigned to the new user, click on the Assignment tab.
8. Click Activate after selecting the new user.
9. Activate the user.
   • Okta will send the user an activation email.

Using mapping attributes to manage Okta users in Zoom

At first login, the user’s email address, first name, and last name are mapped to their accounts. With Basic SAML mapping and Advanced SAML mapping, you can use custom attributes to pass additional information. See the Zoom Phone SCIM attributes list for information on adding or updating phone users.