Delegated Administration Field Guide

This document provides instructions for granting external users, such as your Zoom sales team members, delegated access to your company’s Zoom account.

Overview

This document provides instructions for granting external users, such as your Zoom sales team members, delegated access to your company’s Zoom account.

Depending on the role settings and scopes granted as a part of this setup process, external or third-party users will be able to help view or edit your account’s settings and information at your discretion. Many Zoom customers find this is particularly helpful in the early stages of an account setup, as delegate users can verify settings and access data or information used for troubleshooting. To perform this setup process, complete the following steps.

Note

Only Licensed users can manage external accounts.

Before you Begin: Confirm Permissions

Before configuring delegated administration access, account admins should verify that they have the appropriate role-based permissions for the products they intend to delegate. For example, admins may not have administrator-level access to Zoom Contact Center or Zoom Events unless the account owner has explicitly assigned the necessary permissions to their role.

Refer to Zoom’s support center for more information on changing role-based access.

Delegated Administration Setup

Step 1: Configure Delegated Administration Role Settings

This step describes how to create and confirm the Delegate Admin’s role-based settings and access for your account. Perform the following steps:

1. As an account owner or authorized admin with sufficient role-based permissions, sign into the Zoom web portal.

2. In the left-side menu, extend User Administration and click Roles. On the following screen, click +Add Role and name it Delegate Administration, or something else of your choosing, and click Add.

   

   How to add a new custom Role
3. On the following screen, select the View and Edit permissions for each setting you wish to grant to the role, in addition to the Scope of access for the account. Entire Account access is typically recommended as you get started.

   

   Confirming role permissions and scopes

   As you get started, we suggest granting at least view access to most settings, as determined by your comfort. Depending on your preferences, you might choose to exclude view settings for information related to billing, chat history, and other sensitive information. However, some of the most commonly required permissions for troubleshooting include:

User and Permission Management
Users User Advanced Settings Role Management Role Management - Phone Groups
Account Management
Account Profile Account Settings Webinar Settings
Zoom Rooms Management
Zoom Rooms Digital Signage Content Admin Calendar Integration H.323/SIP Room Connector
Dashboard
Dashboard Home Page Meetings Zoom Rooms CRC Webinars Team Chat Zoom Phone
Reports
Usage Reports Phone System User Activity Reports Admin Activity Logs Sign In/Sign Out
Advanced Features
Zoom for Developers OAuth Chatbot Meeting SDK Webhook Server-to-Server OAuth App Zoom Mesh Branding Security Single Sign-On Marketplace SMS Campaigns
Zoom Phone
Phone management

1. Once complete, click Save Changes at the bottom of your screen.

Step 2: Add Your Delegate(s)

Now that the role is created, invite your intended delegates (i.e., necessary members of your sales or account team) to join your account. To add a delegate, perform the following steps:\

1. In the left-side menu, extend User Administration and click Roles. On the following screen, click Delegate Administration, or the name previously chosen if different.

   

   Example of a custom Delegate Administration role
2. On the following screen, click the Role Members tab. Then click the ellipses (...), and click Invite external users to this role.

   

   How to invite external users to the custom role
3. An agreement pop-up will appear. If you agree with the statement, click Accept.

4. In the following pop-up, input the email address of your intended delegate and select the appropriate options.

   1. If you select the option for Invited users can assign the same management position to others in their accounts, then the delegate user can invite other members of their primary account to assume the same role-based access to your account.

   2. For example, if John Xyz from Zoom is granted delegate access with this permission enabled, John can also grant the same permission to another Zoom colleague at any time. If so, you will not be notified of this action and those sub-delegated users will not display on the delegate list.

   3. If you select the option to Set an expiration date for the invited user and their delegates to manage this account, the user’s access, and any of their underlying delegates from the previous setting, will lose access at the determined time.

Example of inviting an external user as a delegated admin

Once your settings are set, click Add.

Step 3: Reviewing the Delegate List

After inviting a user to be a delegate, the Role Members tab will display the list of delegates, including their acceptance status, expiration date, and if they have the ability to assign other delegates from their account. You can remove access from delegates at any time from this screen.

Example of viewing the current list of delegated admins

Step 4: Accepting the Invite (Delegate Action Required)

After the invitation is sent, the user will receive an email to be a delegate within your account. There is no action required here on behalf of the inviting company and is provided for visibility purposes.

Example of the email users receive when invited to be an delegated administrator

Step 5: Delegate Account Access

After the delegate has accepted the invitation to the account, they can authenticate into your account through their personal web portal. From there, they will only be able to see information and settings you have granted expressed permission to, as done in Step 1.

Heads Up

If the delegated admin has been granted the appropriate permissions, they can also perform tasks in additional areas of the Zoom platform outside of the Zoom web portal, such as Zoom Events and the Zoom Marketplace.

What delegated administrators see after authenticating into the third-party's account