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Meeting participants manage episodes


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overview

As the host of a meeting, you can manage the participants. By default, everyone in a meeting can share their video, screen, and audio. If you want to restrict who can share the screen, video and audio, we recommend using the webinar platform. For a full comparison of these options, see Meeting and Webinar Comparison

In this article:

requirements

  • Host permissions for the meeting or co-host permission (set by the host)
  • Join via Zoom Desktop Client, Mobile App, or Web *

For some options there are additional requirements and these must be activated in the web portal or require a certain version of Zoom for full functionality. These functions include letting participants record locally, assigning a co-host, putting a participant on hold and using the waiting room.

* Limited controls are available when you join on the web.

Order of participants

The names in the attendee list are displayed in the following order:

  1. you
  2. The host (if you are not the host)
  3. Phone numbers without names
  4. Unmuted participants (in alphabetical order)
  5. Muted participants (in alphabetical order)

Controls for hosts and co-hosts

With meetings, hosts and co-hosts can control the following functions:

  • Mute participants
  • Ask participant to turn off his / her mute
  • Pause a participant's video
  • Ask participant to start his / her video
  • Prevent attendees from sharing their screens
  • Rename a participant
  • Put a participant on hold, if activated
  • Play a bell when entering / leaving
  • Lock the meeting to prevent newcomers from joining
  • Send participants to the waiting room or allow / remove participants from the waiting room (waiting room can only be activated by the host)

Only hosts have access to these features:

Control elements for participant administration

  1. On the host controls, click Manage participantsto view the attendee list:
  2. Click the drop-down menu in the upper left corner to close the Participant List, or click Undockto separate the participant list from the meeting window:
  3. Hover over a participant and click for the following options More:
  • Chat: Open the chat window to send messages directly to the panelist.
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Make it co-host (only available for the host): Assign the participant the co-host role. You can have an unlimited number of co-hosts.
  • Allow recording (only available for the host): Allow the participant to start or end a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Assign input of subtitles (Available to the host only): Assign the participant to enter closed captions during the meeting.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: If you want to change your own displayed name, hover over your name in the participant list and click on Rename. You can permanently change your name in your profile.
  • Send to waiting room: Put attendees in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear.
  • Put on hold: If the waiting room is not activated, this option is displayed to put the participant on hold.
  • Remove: Dismiss a participant from the meeting. Removed participants and panelists cannot rejoin unless you allow participants and panelists to rejoin.

You also have access to enable or disable the following options at the bottom of the participant list:

  • Invite: Invite others to join the meeting.
  • Mute all/Disable mute for everyone: Mute or unmute all participants who are currently in the meeting.

click on Moreto view these options:

  • Ask everyone to turn off mute: Show a pop-up notification to all muted attendees with the option to unmute or unmute themselves.
  • Mute participant when joining: Automatically mute participants when they join the meeting.
  • Allow attendees to unmute themselves: Participants can unmute themselves when they want to speak to other meeting participants.
  • Allow attendees to rename themselves: Participants can change their name, which is shown to other participants on the screen.
  • Play sound when someone joins or leaves: Play a tone when someone joins or leaves the meeting:
  • Play tone sequence for chat messages / requests to speak: Play a tone when attendees use meeting chat or request to speak.
  • Activate the waiting room: Activate the waiting room function. This option is available regardless of the web portal setting.
  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  • Merge with meeting window: Merge the participant list with the main meeting window. This option is only available if you have separated the participant list from the main meeting window.

To prevent attendees from sharing their screens:

  1. On the host controls, click the arrow next to screenrelease and then on Advanced sharing options.
  2. Under Who can share? choose Host only.
  3. Close the window.
  1. On the host controls, click Attendeesmanageto view the attendee list.
  2. Hover over a participant and click for the following options More:
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Make it co-host (only available for the host): Assign the participant the co-host role. You can have an unlimited number of co-hosts.
  • Allow recording (only available for the host): Allow the participant to start or end a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Assign input of subtitles (Available to the host only): Assign the participant to enter closed captions during the meeting.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: If you want to change your own displayed name, hover over your name in the participant list and click on Rename. You can permanently change your name in your profile.
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Put on hold: Put the participant on hold, which removes them from the video and audio conference. The option “Allow host to put participants on hold” must be activated before the meeting begins. For more information, see Participants on Hold.
  • Remove: Dismiss a participant from the meeting. Removed participants and panelists cannot rejoin unless you allow participants and panelists to rejoin.

You also have access to enable or disable the following options at the bottom of the participant list:

  • Invite: Invite others to join the meeting.
  • Mute all/Disable mute for everyone: Mute or unmute all participants who are currently in the meeting.

click on Moreto view these options:

  • Ask everyone to turn off mute: Show a pop-up notification to all muted attendees with the option to unmute or unmute themselves.
  • Allow attendees to unmute themselves: Participants can unmute themselves when they want to talk to other meeting participants.
  • Allow attendees to rename themselves: Participants can change their name, which is shown to other participants on the screen.
  • Mute participant when joining: Automatically mute participants when they join the meeting.
  • Play sound when someone joins or leaves: Play a tone when someone joins or leaves the meeting:
  • Play tone sequence for chat messages / requests to speak: Play a tone when attendees use meeting chat or request to speak.
  • Activate the waiting room: Activate the waiting room function. This option is available regardless of the web portal setting.
  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  • Merge with meeting window: Merge the participant list with the main meeting window. This option is only available if you have separated the participant list from the main meeting window.

To prevent attendees from sharing their screens:

  1. On the host controls, click the arrow next to Share Screen, and then click Advanced sharing options.
  2. Under Who can share? Choose Host only.
  3. Close the window.
  1. On the host controls, click Manage participantsto view the attendee list.
  2. Click the drop-down menu in the upper left corner to close the Participant List, or click Undockto separate the participant list from the meeting window:
  3. Hover over a participant and click for the following options More:
  • Chat: Open the chat window to send messages directly to the panelist.
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Make it co-host (only available for the host): Assign the participant the co-host role. You can have an unlimited number of co-hosts.
  • Allow recording (only available for the host): Allow the participant to start or end a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Assign input of subtitles (Available only to the host): Assign the participant to enter closed captions during the meeting.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: If you want to change your own displayed name, hover over your name in the participant list and click on Rename. You can permanently change your name in your profile.
  • Send to waiting room: Put participants in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear.
  • Put on hold: If the waiting room is not activated, this option is displayed to put the participant on hold.
  • Remove: Dismiss a participant from the meeting. Removed participants and panelists cannot rejoin unless you allow participants and panelists to rejoin.

You also have access to activate or deactivate the following options at the bottom of the participant list by clicking on More click:

  • Mute all/Disable mute for everyone: Mute or unmute all participants who are currently in the meeting.
  • Mute participant when joining: Automatically mute participants when they join the meeting.
  • Allow attendees to unmute themselves: Participants can unmute themselves when they want to speak to other meeting participants.
  • Allow attendees to rename themselves: Participants can change their name, which is shown to other participants on the screen.
  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  • Merge with meeting window: Merge the participant list with the main meeting window. This option is only available if you have separated the participant list from the main meeting window.

To prevent attendees from sharing their screens:

  1. On the host controls, click the arrow next to screenrelease and then on Advanced sharing options.
  2. Under Who can share? choose Host only.
  3. Close the window.

If you join via the web, you will only have limited access to participant management functions.

  1. In the host controls, click Manageto view the attendee list.
  2. Hover over a participant and click for the following options More:
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Spotlight video: Make the participant the active speaker for all participants. Learn more.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: To change your own displayed name, hover over your name in the participant list and click Rename. You can permanently change your name in your profile.
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Assign input of subtitles (Available only to the host): Assign the participant to enter closed captions during the meeting.
  • Remove: Dismiss a participant from the meeting. Removed participants and panelists cannot rejoin unless you allow participants and panelists to rejoin.

You also have access to enable or disable the following options at the bottom of the participant list:

  • Mute all/Disable mute for everyone: Mute or unmute all participants who are currently in the meeting.
  • Mute participant when joining: Automatically mute participants when they join the meeting.
  • Play a bell when entering / leaving: Play a chime when participants join or leave the meeting.
  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  1. Tap on Attendees in the host controls to view the attendee list.
  2. To manage a participant, tap their name.
  • Mute audio: Mute the participant's audio.
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Allow recording (only available for the host): Allow the participant to start or end a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Send to waiting room: Put participants in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear.
  • Put on hold: If the waiting room is not activated, this option is displayed to put the participant on hold.
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Make it co-host (only available for the host): Assign the participant the co-host role. You can have an unlimited number of co-hosts.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: If you want to change your own displayed name, hover over your name in the participant list and click on Rename. You can permanently change your name in your profile.
  • Remove: Dismiss a participant from the meeting. Removed participants and panelists cannot rejoin unless you allow participants and panelists to rejoin.

You can chat with attendees, invite others, mute everyone, or unmute everyone using the options at the bottom of the window.

From the host controls, tap More and then on Advanced settingsto lock the meeting or screen sharing, mute participants when they join, play a bell on entry / exit, or send participants to the waiting room after joining.

This will open additional options for participant management:

  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  • Block sharing: Prevent attendees from sharing their screens.
  • Mute when joining: Automatically mute participants when they join the meeting.
  • Play a bell when entering / leaving: Play a chime when participants join or leave the meeting.
  • Send participants to the waiting room when they join: Put participants in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear.
  • Allow participants to chat with: Control whether attendees can chat with everyone or just the host.
  1. Tap on Attendees in the host controls to view the attendee list.
  2. To manage a participant, tap their name.
  • Make it a host (only available for the host): Assign the host role to the participant. There can only be one host at a time.
  • Make it co-host (only available for the host): Assign the participant the co-host role. You can have an unlimited number of co-hosts.
  • End video: End the participant's video stream so they cannot start their video. If the participant has not started their video, the option will Ask participant to start his / her video displayed.
  • Remove: Dismiss a participant from the meeting.
  • Allow recording (only available for the host): Allow the participant to start or end a local recording of the meeting. Participants do not have access to start a cloud recording.
  • Send to waiting room: Put participants in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear. Learn more.
  • Put on hold: If the waiting room is not activated, this option is displayed to put the participant on hold.
  • Assign input from CC (Available to the host only): Assign the participant to enter closed captions during the meeting.
  • Rename: Change the participant's name as it appears to other participants. This change only applies to the current meeting.
    Note: To change your own displayed name, hover over your name in the participant list and click Rename. You can permanently change your name in your profile.

You can chat with attendees, invite others, mute everyone, or unmute everyone using the options at the bottom of the window.

Tap on More in the host controls to open additional options for participant management:

  • Lock meeting: Do not allow other participants to join the ongoing meeting.
  • Block sharing: Prevent attendees from sharing their screens.
  • Mute when joining: Automatically mute participants when they join the meeting.
  • Play a bell when entering / leaving: Play a chime when participants join or leave the meeting.
  • Put participants in the waiting room: Put participants in a virtual waiting room while you prepare for the meeting. The host must enable the waiting room for this option to appear.
  • Allow participants to chat with: Control whether attendees can chat with everyone or just the host.
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