Zoom: Allow Others to Manage and Share Your Cloud Recordings, Meeting Reports, and Summaries

Environment

U-M Zoom

Issue

I would like someone else to manage and share one of my Zoom cloud recordings, meeting summaries, or meeting reports. How do I do that?

Resolution

You can allow someone else to manage and share your Zoom meeting assets in three ways. The method you choose depends on a) the asset type(s) you want to share, b) the highest access level you want to grant, c) how many individuals you want to give this access to, and d) whether you want this for all meetings you host or just single instances.

The three ways include:

• Use Zoom's default co-owner setting for co-hosts, alternative hosts, and participants given the host role while the meeting is active
  • This setting is ON by default.
    • You can enable/disable it in your account settings:
      1. Go to U-M Zoom.
      2. Click your profile picture in the top right corner and select My account from the drop-down menu.
      3. Click Settings in the left navigation and select Meeting.
      4. Click In-Meeting (Basic) to the left of the settings list.
      5. Scroll to Automatically grant co-owner permissions to co-hosts, alternative hosts, and changed hosts to manage meeting assets, and toggle it ON/OFF.
  • It automatically grants co-owner permissions to in-meeting co-hosts, alternative hosts, and participants given the host role while the meeting is active to manage and share cloud recordings and meeting summaries.
    • It does not grant co-owner permissions to meeting reports. (Reports do not have roles available to assign. This means that this setting does not grant them access to the meeting reports page, where they would have been able to download the reports.)
    • When you leave the university, co-owners do not retain access or "ownership" of your meeting assets, so ensure you download and share the assets before leaving. (Zoom currently does not allow you to transfer ownership of meeting assets.)
  • This setting applies to any co-host, alternative host, or in-meeting changed host on a meeting-by-meeting basis.
    • They will only be given access to the assets associated with each specific meeting in which they are assigned this role.
    • You can adjust this in your meeting settings for alternative hosts by selecting/unselecting the specific assets you want them to access under the Alternative Hosts section.
• Use Zoom scheduling privilege setting
  • Grants the individual access to schedule and manage meetings on your behalf.
  • Includes automatic access to meeting reports, cloud recordings, and AI meeting summaries if selected.
  • If someone has scheduling privileges on your account, they are automatically granted the alternative host role to ALL your meetings, regardless if they scheduled it for you or not.
  • Note: A delegate's access to your cloud recordings depends on the setting you choose. The default is to show only cloud recordings for meetings that were scheduled by the person with scheduling privilege. Other options include access to all cloud recordings or all cloud recordings of all delegate-scheduled meetings (not just per-delegate).
  • Learn more about Zoom's scheduling privileges and how to assign them.
  • To view recordings as the individual who was granted scheduling privilege:
    1. Go to your U-M Zoom recordings page.
    2. Click the Shared with me tab at the top.
    3. You will see a list of all cloud recordings shared with you, including the ones for which you have scheduling privileges. You can filter by specific host from the Search by host drop-down beside the search field.
    4. Click the the recording name from the list that you wish to manage.
  • To view reports as the individual who was granted scheduling privilege:
    1. Go to your U-M Zoom Usage reports page.
    2. Select the report you'd like to view: Meeting and webinar history or Meeting and webinar registrations.
    3. You can search within the reports list to find the specific report for which you're looking. (Not all meetings/webinars will generate a report.)
• Manually share each meeting asset as needed
  • If you only need to share a few assets for a specific meeting, we recommend sharing each one manually. Refer to the Zoom Support articles below (if applicable) for instructions:
    • Share a cloud recording
      • Sharing a cloud recording grants the individual the ability to trim the recording video, rename the video, and set sharing permissions.
      • If you recorded a meeting locally, you will need to share the file with them via email or other messaging platform.
    • Share a meeting summary
      • You cannot directly assign someone the co-owner role using the sharing dialog, even if they're within U-M Zoom, because Zoom treats all U-M Zoom accounts as external. The workaround is to first add them as an Editor, then change their role to Co-Owner in the dialog after sharing.
    • Share a meeting or usage report
      • Reports do not have roles available to assign or sharing available.
      • You must download any relevant meeting or usage reports you'd like to share and then share that document with them via email or other messaging platform.

Additional Information

By default, scheduling privileges will only show cloud recordings for meetings that were scheduled by the person with scheduling privilege, but you can adjust this. (For example, I schedule Meeting A for myself, but User B schedules Meeting B for me. User B will only see the cloud recording for Meeting B. They will not see meetings like Meeting A, which they did not initially schedule.) However, for meeting reports it will show reports for all meetings hosted on your account, whether or not they were scheduled by the person with scheduling privilege.

Need additional information or assistance? Contact the ITS Service Center.