Delegates and Privileges

Overview

In your Tufts Zoom settings, you can set up delegates who have the ability to schedule and manage meetings on your behalf. In addition to scheduling permissions, you can also give these delegates the ability to access cloud recordings (only for meetings they scheduled on your behalf) and reports (attendance, etc.). For more information, see this Zoom Help Center page about scheduling privileges. 

Also, find more information about Scheduling, Recording, and Reports on the relevant pages of the Tufts Zoom user guide!

Assigning Delegates and Privileges

Follow the directions below to give scheduling privileges, and possibly more, to other individuals for your Tufts Zoom account. These privileges can only be given to other Tufts Zoom users. Make sure that these are people who you know and trust with this level of access.

Tip: These scheduling privileges are solely for Zoom. If you are giving scheduling privileges to an individual who supports your Tufts Outlook calendar, you may also want to give them editing access in Outlook.

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click Settings in the left-hand navigation menu.Zoom Settings option

     

  3. Scroll down to the Schedule Privilege options, located in the Other section.
  4. Click Edit.Edit button for managing scheduling delegates
  5. Click Add.Add delegate button
  6. In the blank field that appears, type the name of the person you want to give scheduling permissions to. Suggestions will appear from the Tufts Directory, which you can select from.

    Note: Do NOT check the box in the "Can manage my private events" field unless you want to give this person the ability to view the details of events that you have marked as "private" in Outlook or Google Calendar.     See Zoom's Help Center for more information.Adding a new delegate
  7. When you are done, click Save.

In addition to scheduling permissions, you can also give delegates the ability to access cloud recordings (only for meetings they scheduled on your behalf) and reports (attendance, etc.). Giving these additional privileges is completely optional. Keep in mind that when these privileges are granted, they are automatically given to ALL of your delegates. You CANNOT pick specific privileges for particular individuals.

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click Settings in the left-hand navigation menu.Zoom Settings option
  3. Scroll down to the Schedule Privilege options, located in the Other section.
  4. Where it says “Allows access to the following data for scheduled meetings,” check the appropriate boxes next to Cloud recording and/or Reports depending on the additional privileges you want your scheduling delegates to have. Note that ALL of your delegates will have the enabled privileges.Options to allow delegates to access recordings and reports
  5. When you are done, click Save.Saving updated delegate privileges

Acting as a Delegate in Zoom

The sections below explain how to do things in Zoom for someone else’s account after they have made you a delegate (i.e. given you scheduling privileges). Note that all delegates can schedule and manage meetings, but the ability to view cloud recordings and reports will not be available unless the person who made you a delegate has enabled it.

  1. Log in to tufts.zoom.us with your Tufts username (e.g. jjumbo01) and password.
  2. Click Settings in the left-hand navigation menu.
  3. Scroll down to the Schedule Privilege options, located in the Other section.
  4. Once someone has given you scheduling privileges, their name will be listed in the “I can schedule for” section of your Zoom Settings.Checking who has given you delegate access in Zoom via your settings

When scheduling a meeting (through the Zoom website, Outlook integration, etc.), you can select a person who has given you scheduling privileges using the dropdown menu in the “Schedule For” field. You can also determine if the meeting will occur in a unique location or their Personal Meeting Room.

Option to schedule a meeting for someone else in the Zoom scheduling form

 

  1. Log in to the Tufts Zoom website with your Tufts credentials.
  2. Click Meetings in the left-hand menu.
  3. Use the dropdown menu toward the top right of the page to select the Zoom account you want to manage meetings for.Selecting an account to manage meetings for
  4. A list of scheduled meetings should appear. Hover your mouse over the meeting you want to manage. You can click on the name of the meeting to see more details, or click on Start, Edit, or Delete.Example of someone else's Zoom meeting you can manage as a delegate, with options to edit, start, and delete

Reminder: As a delegate, you can only access cloud recordings from someone else's meeting if you are the one who scheduled the meeting on their behalf.

  1. Log in to the Tufts Zoom website with your Tufts credentials.
  2. Click Recordings in the left-hand menu.
  3. Click Advanced Search to see more options.Advanced search option
  4. Use the Host dropdown menu select the Zoom account you want to work with.Choosing a Tufts account to view cloud recordings
  5. Modify other filters as needed and click Search.Search button
  6. A list of cloud recordings from the person’s scheduled Zoom meetings should appear. From here, you can view and manage cloud recordings, but you cannot delete them.
  1. Log in to the Tufts Zoom website with your Tufts credentials.
  2. Click Reports in the left-hand menu.
  3. Select the type of report you want to generate/view
    • Usage – Attendance reports
    • Meeting – Registration and poll reportsSelecting Usage or Meeting Reports
  4. Use the dropdown menu select the Zoom account you want to work with.Choosing a Tufts Zoom account to view reports
  5. Make sure all of the other criteria in your filters are correct and click Search. A list of reports that match your criteria should appear for you to generate/view.Example list of reports