How to Change Hosts on Zoom Meetings 101

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Whether you're organizing a team meeting, a virtual family gathering, or an online class, knowing how to change hosts on Zoom is a handy skill. 

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This article will walk you through the steps in a simple, easy-to-follow manner, ensuring that your meetings run smoothly and efficiently, no matter who's in charge. Without further ado,  let's dive into the world of Zoom hosting!

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Why Do You Need a Host in a Zoom Meeting

The role of a Zoom meeting host is multifaceted and crucial. With the right person at the helm, a Zoom meeting can be an efficient, engaging, and enjoyable experience for all participants.

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The role of a host in a Zoom meeting is to:

• Manage meeting settings and participants
• Facilitate discussions and presentations
• Ensure a smooth and productive meeting experience

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A. Manage Meeting Settings and Participants

Only the host has the authority to tailor the meeting settings according to the session's needs. This includes setting up a waiting room for participants, enabling or disabling video upon entry, and managing screen-sharing permissions. 

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Moreover, Zoom hosts are the ones who can enable meeting recording, which can further streamline the meeting experience. 

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Additionally, the host is responsible for managing participants: admitting attendees from the waiting room, muting or unmuting participants, and removing disruptive attendees. Effective participant management ensures that the meeting remains focused and eliminates unnecessary interruptions.

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B. Facilitate Discussions and Presentations

A host is not just a technical overseer but also a guide. They facilitate the flow of the meeting by introducing speakers, moderating Q&A sessions, and ensuring that the discussion stays on track.

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In meetings involving presentations, the host coordinates who presents and when. They can pass hosting privileges temporarily to allow others to share their screens, ensuring a seamless transition between different speakers or presenters.

C. Ensure a Smooth and Productive Meeting Experience

Technical glitches are inevitable. A host is often the go-to person for resolving these issues, whether it's helping participants with audio problems or troubleshooting other common Zoom hiccups.

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Perhaps the most important thing is that a host plays a significant role in setting the tone of the meeting. They create a welcoming and inclusive environment, encouraging participation and ensuring that everyone's voice is heard.

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Prerequisites for Assigning an Alternative Host

When it comes to running smooth and effective Zoom meetings, having an alternative host or a co-host can be a game-changer. But before you can delegate host controls, there are certain prerequisites you need to consider. 

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To successfully assign an alternative host to your Zoom meeting, you need to:

• Have the right license: The ability to assign an alternative host is available primarily to those with Zoom Pro, Business, or Education accounts. 
• Obtain the right account permissions: Sometimes, features like assigning an alternative host might be restricted and need administrative approval. Ensure that your Zoom account has the necessary permissions enabled by the administrator (if you’re part of an organization).
• Downloadthe latest Zoom version: Ensure that both you, as the original host, and the alternative host are using the latest version of Zoom to avoid any compatibility issues with hosting features. 

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MeetGeek offers a seamless solution for managing and recording Zoom meetings without changing hosts or upgrading to higher-tier Zoom plans. It's particularly useful in situations where changing the host just for recording purposes is impractical or disruptive.

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Here’s how: MeetGeek joins your Zoom meetings as a participant of its own, so even if you have to leave the meeting earlier or can’t attend at all, the virtual meeting assistant will keep recording and transcribing the rest of the meeting. 

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This way, you — or anyone else who couldn’t attend — can catch up on everything you missed at your convenience.

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Here's what MeetGeek can do for your Zoom meetings:

• Automated recording: MeetGeek automatically records your Zoom meetings, eliminating the need for Zoom’s manual setup. You don’t even have to be present in the meeting to have it recorded and transcribed, which is particularly useful when changing the host just for recording purposes is impractical or disruptive.
• Meeting highlights: The tool can identify and mark key moments and highlights within a meeting, aiding in quick post-meeting reviews and follow-ups.
• Actionable insights: Get accurate analytics and insights from meetings, such as participant engagement and topic trends, which can be valuable for future meeting planning.
• AI meeting summaries: Effortlessly share AI meeting summaries, complete with highlights and action items, to ensure that everyone is on the same page post-meeting.
• Integration with workflow tools: MeetGeek integrates with various workflow and productivity tools, allowing for seamless incorporation of meeting outcomes into existing work processes.
• Quick Google Docs from your meeting: Create docs in your shared Google Drive account with meeting transcript for further usage.
• Customization options: Users can customize settings to match their specific meeting needs, such as selective recording or targeted transcription.

I. How to Change Hosts Before a Zoom Meeting

Designating someone as an alternative host in Zoom for future meetings is an effective way to manage hosting responsibilities.

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A. How to Add Alternative Hosts for Scheduled Meetings

You can add an alternative host across various devices:

• Windows or Mac
• Zoom Web App
• iOS and Android devices

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For Windows or Mac

Here’s how to designate an alternative Zoom host on your Windows or Mac computer:

1. Log into the Zoom app on your computer.
2. Navigate to 'Schedule' and then select 'Advanced Options'.
3. In the 'Alternative Host' field, type the name or email address of the person you want to assign.
4. Click 'Save' to apply these changes.

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For the Zoom Web App

Here’s how to designate an alternative Zoom host on the Zoom Web App:

1. Log in to Zoom Web Portal
2. Go to 'Meetings' and click on 'Schedule a Meeting'.
3. Type in the alternative host’s email address in the 'Alternative Host' section.
4. Click 'Schedule' to finalize your settings.

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For iOS and Android Devices

Here’s how to designate an alternative Zoom host on iOS or Android devices:

1. Launch the Zoom app and sign in.
2. Tap on 'Schedule' and then proceed to 'Advanced Options'.
3. Select 'Alternative Hosts' and pick the users or enter their email addresses.
4. Tap 'Done' (for iOS) or 'Schedule' (for Android) to complete the process.

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B. How to Change the Host Settings for Scheduled Meetings

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When appointing an alternative host for a Zoom meeting, it's important to be aware of certain limitations to ensure your meeting runs smoothly:

• Starting the meeting as an alternative host: Alternative hosts can begin the meeting using the join link provided in the email or calendar invitation from the primary host. However, the meeting won't appear in their 'Upcoming Meetings' list on Zoom's desktop client, mobile app, or website.
• Restrictions on scheduling for the host: An alternative host cannot schedule meetings on behalf of the primary host. If you need someone to schedule meetings for you, it's better to use the scheduling privilege feature. 
• Host control dynamics: If the original host enters the meeting after the alternative host has started it, the original host will be prompted with the option to reclaim control of the meeting. If they choose to do so, the alternative host will then revert to a participant role.
• Timing of assignment: Alternative hosts must be assigned during the scheduling process or before the meeting's scheduled start time. If a host requires assistance during a meeting, they should assign a co-host rather than an alternative host.
• Adhering to the original host's settings: The meeting will adhere to the original host's limitations or add-ons. 

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With this being said, here’s how to change the host settings for scheduled meetings:

1. In the 'Meetings' section, select the meeting you wish to modify.
2. Look for host settings like enabling a waiting room, allowing participants to join before the host, and other relevant options.
3. Adjust these settings according to the requirements of your meeting.
4. Save the changes to ensure the settings are applied to the meeting.

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II. How to Change Hosts During a Zoom Meeting

If you, the host, need to exit the Zoom call and there's no designated alternate host, the remaining participants will lose access to host-specific controls. No need for concern, though. We've got you covered!

A. How to Add a Co-Host During a Zoom Meeting

In Zoom, the co-host feature is a powerful tool for the host to share administrative responsibilities during a call. Co-hosts can manage essential aspects like overseeing participants and controlling the start or stop of session recordings.

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To enable the co-host feature for your organization:

1. Access your Zoom account on the web and sign in with administrator privileges to configure Account Settings.
2. In the navigation panel, go to 'Account Management', then proceed to 'Account Settings'.
3. Under the 'Meeting' tab, make sure the co-host setting is activated. If not, click the toggle icon to enable it.

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NOTE: Only the main host has the authority to assign a co-host. 

Once the co-host feature is enabled, you can add co-hosts during your meetings:

1. Start your Zoom meeting.
2. Click on the 'Manage Participants' button.
3. Hover over the participant's name you wish to make a co-host.
4. Click on 'More', then select 'Make Co-host' from the dropdown menu.
5. Agree to the confirmation prompt.

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By following these steps, you can smoothly assign co-hosts in your Zoom meetings, ensuring a well-managed and efficient virtual meeting environment.

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IMPORTANT: To use the co-host feature for Zoom, ensure you have the following versions or higher.

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a. Zoom Desktop Client:

• Windows: Version 3.5
• macOS: Version 3.5
• Linux: Version 3.5

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b. Zoom Mobile App:

• Android: Version 3.5 or higher
• iOS: Version 3.5 or higher

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B. How to Assign an Alternate Host and Leave the Meeting

The host of a Zoom meeting has the flexibility to transfer host controls to another participant and exit the meeting, ensuring it continues smoothly with the new host in charge. 

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Below are step-by-step instructions for changing hosts on different devices:

• Windows, macOS, and Linux
• the Zoom Web App
• iOS and Android devices

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Windows, macOS, and Linux

Here’s how to assign an alternate host and leave the meeting as a Windows, macOS, and Linux user:

1. Log into your Zoom desktop app.
2. Initiate the meeting as the host.
3. In the host controls, select 'End', then choose 'Leave Meeting'.
4. Pick a participant to be the new host.
5. Click on 'Assign and Leave'.

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For the Zoom Web App

Here’s how to assign an alternate host and leave the meeting as a Zoom Web App user:

1. In the host controls, select 'Manage' to view the participant list.
2. Hover over the participant's name, click 'More', and then 'Make Host'.
3. Click 'Yes' to verify your choice.
4. Leave the meeting.

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For iOS and Android Devices

Here’s how to assign an alternate host and leave the meeting as an iOS or Android user:

1. Tap on the 'Participants' button at the bottom of the Zoom window.
2. Choose the participant you wish to make the host from the list.
3. Tap on 'Host' and then 'OK' to confirm the new host.

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These steps ensure a seamless transition of host responsibilities, keeping your Zoom meetings efficient and uninterrupted.

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Embrace Flexible Zoom Host Management with MeetGeek! 

Changing hosts in Zoom meetings, whether before or during the session, requires a bit of planning and coordination. By following the steps outlined above, you can ensure that your Zoom meetings are adaptable and efficient, regardless of who is in the driver's seat. 

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Remember, effective communication and technological readiness are key to successful host management. Embrace these practices and watch your Zoom meetings thrive with flexibility and ease.

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And if you’re looking to take your Zoom meetings one step further, try MeetGeek for free!