Zoom: Request that Host Enables Live Transcription / Captions

Environment

Zoom

Issue

I would like for live transcription / live machine captions to be turned on for a Zoom meeting or webinar that I am participating in, but not the host of. How can I request that the host enable live transcription?

Resolution

1. During the meeting or webinar, click Live Transcript in the Zoom toolbar
   • Don't see Live Transcript? Either you or the host is using a Zoom version that is too old to use this feature. Refer to the Important Note above
2. A pop-up will appear demonstrating your options.
   • If the host has not turned off the ability for participants to request live transcription (i.e. participants can request), the pop-up will read as follows: "Request that the host enable Live Transcription for the meeting?" There will be a checkbox to "Ask anonymously." The options will be "Cancel" or "Request." Continue to Step 3
     
   • If the host has turned off the ability for participants to request live transcription (i.e. participants cannot request), the pop-up will read as follows: "The host has disabled Live Transcription for the meeting." The only option will be "OK." This means that either the host unchecked "Allow participants to request Live Transcription" from the Live Transcription in-meeting controls during the meeting, OR someone has already requested in the meeting that the host enable live transcription, and the host selected the "Decline and don't ask again" option (refer to #5 below). You will not be able to request that the host turns on live transcription as the host has already indicated that they are not willing to turn it on. Stop here and do not continue to step 3
     
3. OPTIONAL: if you would like to submit the request anonymously, check the box next to Ask anonymously. The host will simply see that "A participant" is submitting the request, and will not see your name. If you do not check this box, the host will see your name as the requester
4. Click Request to submit the request to the host
5. The host will instantly get a pop-up that reads, "A participant requests that Live Transcription be enabled for the meeting" with options as follows:
   1. Decline and don't ask again: if the host selects this option, live transcription will not be turned on for the meeting. The participant who made the request will not receive any feedback notifying them that the host declined their request. If any participant (including the original requester) attempts to submit a new request that live transcription be enabled, they will instead see the pop-up "The host has disabled Live Transcription for the meeting" described in #2 above
   2. Decline: if the host selects this option, live transcription will not be turned on for the meeting at this time. The participant who made the request will not receive any feedback notifying them that the host declined their request; however, any participant (including the original requester) will be able to submit a new request that live transcription be enabled, if desired
   3. Enable: if the host selects this option, live transcription will immediately be turned on for the meeting. All participants will be notified that it has been turned on, just as if the host selected to turn it on on their own
      

Additional Information

Host Controls

• Meeting hosts (hosts only, not co-hosts) may turn on or turn off the ability for participants to request that Live Transcription be enabled for the meeting or webinar
• The selected option may be changed by the host at any time, even if the host had previously turned it off, either by unchecking the box in the controls or by clicking "Decline and don't ask again" when a request was submitted
• Some examples of when changing the permission may prove useful are detailed below:
  • If you as the host know ahead of time that you are not willing to turn on Live Transcription, you may turn off the option when you start the meeting or webinar to prevent anyone from submitting the request. Before taking this action, consider that blocking Live Transcription will make it more challenging, if not impossible, for participants with hearing impairments and some other disabilities to participate in the meeting or webinar. Are you concerned about privacy of content discussed in the meeting? Consider adjusting your settings to protect the transcript content while still allowing use of Live Transcription
  • If you as the host accidentally clicked "Decline and don't ask again" but do want to permit participants to request Live Transcription
• To turn on or turn off the ability for participants to request that Live Transcription be enabled for the meeting or webinar, follow these steps as the host during the meeting or webinar:
  • Click Live Transcript
  • Check or uncheck the box next to Allow participants to request Live Transcription
    • This checkbox only shows if Live Transcription is currently turned off

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