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Viewing participant attendance status in a meeting in zoom app

ByCorporate Guider Home, Zoom

The more you know about your invited participants’ attendance status, the more likely it is that you will be able to know whether you ought to expect them to attend your meeting, whether you are the meeting host or co-host. It will now be possible to view the calendar response of participants who have been invited to a meeting but haven’t yet participated in it, along with their status (Accepted, Declined, Maybe, No response) in a new Not Joined section within the Participants panel.

There are two options that the host can choose from. They can either Select Join, which will invite that person by calling them to the meeting currently in progress, or they can Select Chat, which will start composing a message to that person via Zoom chat.

Prerequisites for viewing meeting invitee’s status 

  • Integration of Google Calendar and Outlook Calendar with the meeting host’s and participants’ calendars has been enabled and configured for both
    Note: It is not possible to use this feature with Exchange On-Prem.

  • Client for Zoom on the desktop

    • A Windows version of 5.7.6 or higher is required

    • A macOS version of 5.7.6 or higher is required

    • A Linux distribution with version 5.7.6 or higher is required

  • If you are hosting or co-hosting a meeting, or if you have an alternative host, please let me know

How to enable the invitee list in the Participants panel

Account

It is possible for all users to be added or removed from the invitee list by following these directions:

  1. Ensure you are logged in as an administrator with the privilege of editing account settings in the Zoom web portal.

  2. Select Account Management from the navigation menu, then click Account Settings from the Account Management menu.

  3. Go to the Meetings tab and click on it.

  4. You can view the list of invited participants in the Participants panel by clicking the Show invitee list toggle in the In Meeting (Basic) panel.

  5. You will be prompted for a verification dialog if a change needs to be verified. To verify the change, click Enable or Disable.

  6. Alternatively, you could click the lock icon on the right side of the screen, and then click Lock to confirm the setting, thereby preventing all users in your account from changing this setting.

Group

Note: There has been a change in the name of the Group Management page in Zoom if you have signed up for a new Zoom account after August 21, 2021; or if you have enabled the New Admin Experience in your Zoom account.

For a group of users to have their invitee list enabled or disabled, follow these steps:

  1. Ensure that you are logged in with the privilege to edit groups within the Zoom web portal in the role of an admin.

  2. Click on the User Management link in the navigation menu, then click on the Group Management link.

  3. In the list of groups, click on the name of the group that applies to you.

  4. Go to the Meetings tab and click on it.

  5. You can enable or disable the Show invitee list toggle in the Participants panel by clicking on the Show invitee list button under In Meeting (Basic).

  6. Upon the appearance of a verification dialog, you will have the option of enabling or disabling the change.
    Note: There may also be a problem if the option has been grayed out. This may refer to the option being blocked at the account level and needs to be changed there.

  7. (Optional) By clicking the lock icon, and then clicking Lock once to confirm the setting, you can make sure all users in your group will not be able to change this setting.

User

For your own use, you can enable or disable the invitee list at any time by following these steps:

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

  2. Click Settings in the navigation menu on the left side of the screen.

  3. Go to the Meetings tab and click on it.

  4. You can enable or disable the Show invitee list toggle in the Participants panel by clicking on the Show invitee list button under In Meeting (Basic).

  5. Click “Enable” or “Disable” if a confirmation dialog appears to confirm whether the changes have been applied to the system.

    Note: Normally, grayed out options indicate that they have been locked at the level of either the group or the account. Your Zoom administrator will be able to assist you with this.

How to view a list of participants’ attendance statuses in a Zoom meeting

I believe that the ability to check whether anyone has been invited to attend a meeting is one of the most advantageous features of being the host, co-host, or alternative host for a meeting. By checking whether a person has responded to your invitation to attend, and whether anyone has attended or not, you can easily and quickly identify who has been invited.

Here is how you can access this list:

  1. Activate the Zoom desktop client and open a meeting as a host, a co-host, or a substitute host by signing into the Zoom desktop client.

  2. The full list of participants can be accessed by clicking on Participants in the host control panel.

  3. You can show all not-joined participants by clicking the Show Not Joined Participants button in the bottom-right corner of the Participants panel.
    A total of two sections will be available: Joined and Not Joined. The list can be expanded or collapsed by clicking on either category.

    • Joined: The participants list on this page serves the function of displaying the names of the participants who are currently in the meeting. There are still the usual participant controls available to participants.

    • Not Joined: The list below shows the names of participants who were invited to the meeting but have not yet attended. In addition, it indicates if they have accepted, declined, maybe, or have not responded to your calendar invitation.

There are a number of options available to the host in relation to each participant in the Not Joined section:

  • Chat: In this case, if the invitee is already a Zoom contact, a direct message will be opened with them in Zoom Chat.

  • Ask to Join: Using this method invites a missed participant, if he or she is already a Zoom contact, into the current meeting by calling them into it.

Check out our guide on how to manage Zoom participants in a meeting.

Notes and limitations for participant attendance status

  • During the meeting, the host must be logged into their account and use the desktop client to join the meeting. The list cannot be extracted from the calendar event if the meeting ID is not manually entered, or if the meeting has not been joined through the web browser or if the meeting has not been logged in.

  • In some cases, it can take up to 10 minutes for changes to a calendar event, such as inviting new attendees or modifying their responses, to sync with Zoom.

  • To participate in this webinar, participants must be logged into the account associated with the email address they used to accept the invitation. The Zoom account and the email address they used to accept the invitation to join will be listed under the Not Joined and Joined sections if there is a mismatch between their Zoom account and the email address they used to accept the invitation.

  • There is no possibility that your Personal Meeting ID (PMI) can be used to schedule this meeting and the meeting cannot be scheduled recurringly.

  • There is a maximum number of 200 invitees that can be added to the invite list.

  • Only meeting start-ups that have been initiated up to approximately an hour before their scheduled start time will be able to use this feature. It is unlikely that joining an event earlier will lead to the list being pulled from a calendar event if you join earlier.

  • There must be a one-hour delay in the time scheduled for the start of the event before invitees can be added.

  • This feature will only be available to users when they schedule meetings after this feature has been enabled.

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