Zoom Events: Roles, tickets, and permissions
As part of Zoom Events, there are a number of roles that can be assigned to participants, and each role has a set of tools that can be used throughout the event to facilitate participation.
This article covers:
- Roles that require a Zoom Events license and Zoom account
- How to access your special-role ticket
- How to differentiate special roles in Zoom Events networking
- Role descriptions
- Host
- Co-editor
- Speaker
- Alternative host
- Panelist
- Sponsor
- Sponsor representative
- Booth owner
- Booth representative
- Moderator
- Interpreter
- Attendee
- Available roles in a hub
- Hub owner
- Hub manager
- Hub host
- Zoom account admin
Prerequisites for Zoom Events roles and permissions
- Zoom desktop client:
- Windows: 5.8.6 or higher
- macOS: 5.8.6 or higher
- Zoom mobile client
- iOS: 5.8.6 or higher
- Android: 5.8.6 or higher
- Basic, Pro, Business, Enterprise, or Education account
- Zoom Events license (host only)
Roles that require a Zoom Events license and Zoom account
Only certain roles require a Zoom Events license, but all roles must have a Zoom account in order to use Zoom.
Zoom Events roles
Roles | Zoom Events license | Zoom account |
Host | ✔ | ✔ |
Co-editor | ✔ | |
Attendee | ✔ |
Zoom Events special roles
Special roles | Zoom Events license | Zoom account |
Alternative host | ✔ | |
Speaker | ✔ | |
Sponsor | ✔ | |
Sponsor representative | ✔ | |
Booth owner | ✔ | |
Booth representative | ✔ | |
Interpreter | ✔ | |
Moderator | ✔ |
Zoom Events hub roles
Hub roles | Zoom Events license | Zoom account |
Hub owner | ✔ | ✔ |
Hub manager | ✔ | ✔ |
Hub host | ✔ | ✔ |
Zoom account admin | ✔ | ✔ |
How to access your special-role ticket
An individual who is invited to attend an event and receives a Special-Role ticket means that they are performing a special function or have several special functions to perform. A special role can be assumed by alternative hosts, panelists, speakers, sponsors and sponsor representatives, booth owners, booth representatives, interpreters, or moderators during some sessions.
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Your ticket can only be used by you. I would recommend that you ensure that the account that is associated with the email address you are using is signed in.
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There will be one ticket for that event if there are multiple special roles at the same event, but they will all appear on one ticket. It is possible for a user to have multiple special roles on one Special Role Ticket, which he or she can hold at the same time.
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Zoom Events can be accessed by signing in.
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On the top right corner of the screen, click the Tickets button.
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The Upcoming tab can be found by clicking on it.
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You have been invited to attend an event and you need to find the ticket for the event.
You will be labeled a Special-Role ticket on your ticket for that event if you purchase it for that event. -
Click on the View Details button on the ticket to see the details of the ticket.
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Under the heading What is your role? you will be able to view information about the role you hold.
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It is under the heading Your Sessions as ___ that you can view your assigned session(s). As well as viewing the details of a session, such as its title, date, and time, you can also access the details of that session.
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In order to join the event, simply click the Join button on the ticket when it becomes available for you to join.
It is also possible for you to access your ticket through the confirmation email that you received.
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Open the confirmation email that you received from Zoom Events.
This is where you will be able to see information about the role you are playing, the event, and the date and time of the event. -
You can view the ticket by clicking the View Ticket button.
This will take you to the Upcoming tab of the Tickets page where you can view all the upcoming events. -
You have been invited to attend an event and you need to find the ticket for the event.
You will be labeled a Special-Role ticket on your ticket for that event if you purchase it for that event. -
To view more information about your special role and details about the event, click View Details on the ticket in order to view the details of that event.
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Whenever the event is open for you to join, you can click the Join button on the ticket when you are ready to do so.
You will receive an email notification if the event organizer chooses to remove your Special-Role ticket or assign you a different role as a result of the event organizer removing your role.
The registration page will allow you access to the lobby before the event’s scheduled start time if you are participating in a multi-session or single-session event. This will allow you to start practice sessions and view details about the event before the event starts.
How to differentiate special roles in Zoom Events networking
As part of Zoom Events networking, users who have been assigned to a special role will be able to display a badge that indicates their special role on their profile cards. Depending on the type of ticket users have, the profile card badge will automatically be applied to their profile.
At any given time, only one badge will be displayed at a time, based on the role which has the highest priority. As a host, moderator, speaker, sponsor, exhibitor, or interpreter, you will have access to this feature.
Role descriptions
Note: Only one Zoom Events license is required for each Zoom Event. Zoom Events licenses are not needed for participants with special roles. However, Zoom accounts are required for participants with special roles.
Host
In case of an online event, the host is the person who schedules the meeting or webinar and has access to all the available permissions, including managing the meeting or webinar, replacing the host, and having panelists participate in the event. It is not possible for an event to have more than one host.
There are a number of features that hosts have to offer:
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It is possible for hosts to start an event on their own.
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In order to facilitate attendance at their event, hosts can be assigned to the sessions as speakers, which will allow them to benefit from additional functionality.
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To edit live events and published events, hosts may designate up to 20 co-editors.
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Additionally, the host has the option of enabling or disabling the chats in the lobby and exhibition area. The control panel will keep a log of all moderation actions that have been taken in the past.
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While the host is in-session, he or she can appoint a temporary host, and the temporary host will be granted the following permissions until the host returns:
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This specific session should be started and ended at the same time
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It is your responsibility to moderate that specific session
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Note: It is not possible to edit your booth during the exhibition as a sponsor, sponsor representative, booth owner, or booth representative. In order to edit an expo booth, the host or co-editors (with editing permissions) must have editing permission.
Co-editor
Zoom Events are edited and published by co-editors in collaboration with hosts. You can add co-editors at the time of creating your event, whether it’s a multi-session event or a one-session event.
Co-editors have the following permissions:
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When co-editors are attending a multi-session event or a single-session event, they will have access to the lobby before the event begins.
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In order to edit the pages assigned by the host to them, they must have permission to do so.
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In the case of a published or live event, co-editors are allowed to edit the event if they have been designated by the host.
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The role of this position is not considered to be a special role.
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Tickets are not provided to co-editors so that they are able to attend the event.
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There is no restriction on the addition or removal of co-editors by co-editors.
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If you wish to co-edit an event with other people, they do not have to belong to the same hub or account as you and they are not required to own a Zoom Events license.
Speaker
It is only possible to book speakers for events consisting of multiple sessions or single sessions. In addition to speaking in the sessions that they have been assigned to, speakers will also be able to upload their image in the People tab in order to allow others to view it. On the event detail page as well as in the lobby of the event, a biography of the speaker will be displayed.
There is also the possibility that a speaker may join a webinar as a panelist or as an attendee, and they will not have access to any in-session materials by default.
Speakers have permission to:
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If you wish to begin practice sessions before the event begins, please go to the lobby to view details of the event and to begin practice sessions
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If you would like to view the speaker’s bio or view their assigned sessions, you can access their speaker landing page.
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They should begin the session to which they have been assigned
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If the host has delegated the session to them (if that is the case), they need to edit the details of that session.
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It is up to the host to update the bio of the guest (if they are delegated to do so)
It is expected that speakers will be able to do the following in their assigned sessions:
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Mute/unmute themselves
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View all Q&A and respond
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Start/stop their own video
Speakers are able to be featured by the host at their discretion. A host can choose a primary featured speaker for his or her session, and that speaker’s image will be displayed on the session card of that session tile if that speaker is chosen as the primary featured speaker. In addition, that primary featured speaker will appear as the featured speaker on the session details as well as on the session overview. All featured speakers will be listed on the event details page’s People tab as well as the lobby People tab if there is more than one feature speaker; the session card for the featured speaker will be populated by the first featured speaker that the host selects.
A Speaker Ticket will also be given to all Speakers in order for them to participate in all the other sessions.
Alternative host
As long as the host or co-host with permission is able to provide alternative host access to a speaker on a session-by-session basis, they can choose to enable or disable it for him or her.
In addition to being able to start a session without being a member of the speaker list for the event, alternative hosts will also have the same permissions in the session as the host. As part of this role, you will be able to participate in both meetings and webinar sessions. There are a number of controls that alternative hosts share with the event hosts, which makes it possible for them to take care of many aspects of the event administration, much like the event host does.
Alternative hosts have permission to:
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You will be able to view event details by visiting the lobby prior to the start of the event (for only multi-session events as well as single-session events.)
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In the event that the host is unable to attend the event on time, then they can begin the sessions assigned to them
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Become the host of a session by starting a session and then becoming the host of that session
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Become a co-host of a session by joining the session, and becoming a co-host (if permitted by your account settings).
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It is suggested that you make use of the tools within the security shield (you can find it in the meeting controls)
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There were moderate numbers of attendees at the event
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As soon as attendees enter the room, enable their audio and video privileges
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The audio of attendees can be muted or unmuted
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Take part in chats and respond to them
A ticket will also be issued to alternative hosts so that they are able to attend all other sessions as regular attendees; they will receive an Alternative Host ticket to attend all other sessions.
Panelist
In order to enhance their participation in webinar events, speakers will be able to join sessions as panelists, as well as have access to tools that will allow them to make the most of their participation in webinar events. Video, chat, and screen-sharing are available to panelists.
In order to participate as a panelist, speakers have the following permissions:
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There is a lobby available before the event begins for practicing sessions and viewing event details. You can access this lobby before the event begins.
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Mute/unmute themselves
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Start/stop their own video
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You can turn on their video and start chatting with them
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There is a Q&A window that allows you to view and answer questions
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Shared screens can be annotated
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It would be great if they could share their screens with us
Sponsor
Sponsorships are only available for events that have multiple sessions and events that only have one session. It will be possible to view the sponsor information on the event detail page as well as the event lobby page. As part of their session, sponsors are also allowed to do the following:
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Get to the lobby before the event starts in order to get a good seat
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It is now time for them to begin
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It is suggested that you make use of the tools within the security shield (you can find it in the meeting controls)
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Moderate users
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View all Q&A and respond
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Start/stop their own video
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Mute/unmute themselves
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Upon entry to the venue, attendees’ audio/video can be enabled or disabled
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Attendees can be muted or unmuted
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Start expo booth sessions
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Expo can be entered early so the booth and sessions can be prepared and started as soon as possible
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Change the details of the session they are sponsoring by editing the session details
A Sponsor ticket will also be given to sponsors so they can attend all other sessions as well.
Sponsor representative
During multiple session events and single session events, sponsors will be able to speak with event representatives. As part of the session chat, sponsor representatives will be able to converse with customers who ask to see a demonstration of the product or service that is shown in the session. They will be listed on the sponsor’s information page, and their image will be displayed on the details page as well.
Sponsor representatives can access the lobby before the event’s start time.
The sponsor representative is able to view and respond to all of the Q&As during their session, start and stop their own video, and mute and unmute themselves while they are on. It is the same permissions that sponsors have for their representatives as it is for sponsors themselves.
As a sponsor representative, you will also be able to participate in all other events that the sponsor sponsors as well.
Booth owner
As far as events with expo are concerned, the booth owner is only available for events with multiple sessions and single sessions. This is the primary contact during the event as the booth owner has access to the lobby, expo, booth early in the morning, and can initiate booth space meetings in order to engage attendees during the event.
The booth owner can:
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Before the start of the event, you will be able to access the lobby
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You should enter the expo early in order to set up your booth and start your sessions as soon as possible
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Start the Expo booth session(s)
As soon as the booth owner has purchased their Expo ticket, they will be emailed their Expo role information, detailing the permissions associated with their role. As long as they have an Expo ticket, they will be able to attend all the other sessions on the day.
Booth representative
We can only provide booth representatives for events that have multiple sessions or one-session events which include expos. There will be booth representatives available to connect with attendees at the booth and host the meeting in each booth space as well as provide information about the booth. On the sponsor detail page, the image of the booth representative will not appear. Booth representatives are listed on event organizers’ lists.
As early as 30 minutes before the event’s start time, booth representatives will be able to access the lobby. The Expo booth session(s) can also be started by them.
In order for booth representatives to be able to take part in the Expo, they will receive an email with their Expo ticket and information relating to their Expo role. All other sessions that are being held at the Expo can be attended by using their Expo ticket.
Moderator
The availability of moderators is limited to single session events or events that run over multiple sessions. Generally, moderators are tasked with moderating reports from the lobby and lobby chat that are sent to the event organizer via the control panel. In the control panel you will find a log of all moderation actions that have been taken.
There are a number of permissions available to moderators:
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Before the event starts, you will be able to access the lobby
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Ensure that the event organizer is aware of the user reports received from the lobby
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From the event, remove the users who have been reported
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The lobby chat must be removed from the lobby when users and messages are reported
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In the control panel, you can enable or disable 1:1 chats in the lobby, session, and expo
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Edit moderators
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Add new moderators
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It is possible to assign additional special roles to them
Note: It is also possible to give the chat moderator role to users who have already been assigned a special role.
Upon receiving a Moderator ticket, Moderators will be able to join their assigned event (or the event lobby) and have access to the control panel for their assigned event.
Interpreter
The availability of interpreters is limited to events that have multiple sessions as well as single sessions. Interpreters are responsible for translating the text into the target language, which is then broadcast over a specified channel to all attendees attending the event. During the meeting an interpreter will be able to hear the original audio, which he or she will be able to translate. There is only one language channel that can be accessed by them and they cannot access any other language channel.
Interpreters can:
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As an attendee, you will be able to participate in Meeting sessions
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As a panelist, you can participate in Webinar sessions
In order to participate in all other sessions, interpreters will receive an interpreter ticket.
Attendee
It is important to understand that during a Webinar, attendees are only viewing participants, which means that the host controls what they see. There will be a Q&A window and chat room where attendees will be able to interact with the host and panelists.
If the host has enabled audio and video sharing for the Meeting event, participants are free to share their own audio and video during the event.
Available roles in a hub
Hub owner
The owner of a hub has the right to do the following actions on behalf of their hub:
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Adding events and users to the hub is the next step
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Within their hub, they are able to edit all events
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The Hub allows users and events associated with it to be viewed in one place
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The hub hosts must be re-permitted to hub managers
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The hub hosts need to be re-permitted by the hub managers
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The hub analytics page can be viewed by clicking here
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On the hub’s public profile page, you can view and change the information about the hub
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Decide how payment will be handled and what cancellation policy you will follow
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The hub they own should be deleted
Note: In order for a hub to be deleted, it must be owned by its owner(s).
Hub manager
In order to manage hubs that they are responsible for, hub managers can take the following actions:
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The Hub allows users and events associated with it to be viewed in one place
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It is possible for them to edit all the events within their hub
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The hub hosts must be re-permitted to hub managers
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The hub analytics page can be viewed by clicking here
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The public profile page of the hub can be viewed here
Hub host
Hub hosts can:
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It is important to create events for the hubs that they belong to
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The public profile of the hub can be found here
Zoom account admin
Zoom account administrators are able to manage the hubs on their account by accessing the Manage tab on their account. If the Zoom admins are logged in to Zoom Events and are able to see the profile page for a hub or upcoming event under their account, then they will be able to delete the hub and cancel the upcoming event listed under the hub if they manage the Zoom account (from the Zoom web portal).
All content and images credit goes to https://support.zoom.us