Zoom: Manage a Meeting

Overview

The meeting leader (or host) may start and end the meeting, and control access to meeting tools and features. Many of these features may be controlled by selecting an icon on the meeting toolbar, including the Participants icon and the Host Tools icon.

Information

Before You Begin

Be sure to log in with your UT Zoom account and start your meeting to claim the host role. There are different roles that may be engaged in a Zoom Meeting. For example, the leader or host is usually the person who schedules and starts the meeting. Attendees are known as Participants in a meeting. For more information about roles, please review this article on Understanding roles in a Zoom meeting.

• Before the meeting starts, meeting hosts may access account settings to help govern meeting options. UT Zoom account preferences can be managed by logging into our UT Zoom page and selecting Settings on the profile menu.
• During the meeting, leaders may access specific permissions and settings for each icon by selecting the carrot symbol next to it on the toolbar.

How to Start and End the Meeting

Meeting leaders may schedule, start, and end the meeting. Be sure to log in with your UT Zoom account to claim the leader role and have access to host controls. Leaders may start the meeting by logging into the Zoom Workplace desktop app or the UT Zoom page. Instructors can also engage the Canvas/Zoom integration and schedule and start meetings from their Canvas course site.

In this example, the meeting leader is logged into the Zoom Workplace app. A meeting is scheduled and to launch the meeting, the host should select Start Meeting. To end the meeting, the leader should select End on the meeting toolbar (pictured above). The leader will be prompted to either end the meeting for all, or to exit the meeting. Before exiting, a host should assign another participant as the host if the meeting needs to continue. This can be accomplished by promoting any participant to the host role before exiting.

Accessing and Managing Meeting Controls

There are several icons on the toolbar which can assist the host with managing the meeting. For example, the host may mute all participants, or, access the meeting controls for an individual participant and promote that attendee to a Co-Host. The Participants and the Host tools icon will assist leaders with accessing and managing permissions and features. 

In the example below, the leader is accessing the controls for a student by selecting the user settings icon (three dots) by that person's name. 

• Participants – Select the Participants icon on the meeting toolbar to view a list of meeting attendees, and to access meeting controls such as Mute All. You may also access controls for individual attendees on the Participants window. For example, if you’d like to promote an attendee to a co-host in real-time, start by selecting their name or the 3-dots icon beside their name on the Participants window. Meeting leaders may also promote any participant present in the meeting at the time to a co-host or host. Review this article for a complete list of available participant controls to apply.
• Host tools -  This icon on the meeting toolbar is a quick way to access meeting permissions. Select the Host Tools icon on the toolbar to quickly share or change permissions, such as allowing participants to engage the Chat or start their video (webcam broadcasts). To immediately end all audio, video (webcam), and share activities in the session at the same time, choose the Host Tools icon and then choose Suspend Participant Activities.
  • In the example below, the Host Tools icon menu is displayed, as well as an example of different options available for the leader to apply to the meeting. For example, participants can access Chat and cannot rename themselves.

Best Practices for Managing a Meeting

• If you have a question about a meeting tool before the semester starts, attend a Zoom Test Flight. These online sessions are offered a few days prior to the start of semester, and provide an opportunity for instructors and students to test their devices in Zoom and ask questions. Visit the System Requirements page for more information.
• Download and install the latest version of the Zoom Workplace app for your device.
• Practice sharing content, creating Breakout Rooms, and changing permissions in real-time before your session.