Zoom Delegates, Alternative Hosts, and Recording Access

Summary

Zoom provides multiple ways to delegate meeting responsibilities, including Scheduling Privilege (Delegates) and Alternative Hosts. While both roles can manage meetings, recording access differs significantly. This article explains what each role can and cannot access, how recordings may be shared, and how to troubleshoot common recording‑access issues.

Applies To

  • Zoom Hosts
  • Zoom Delegates (Scheduling Privilege)
  • Zoom Alternative Hosts
  • Administrative Assistants
  • IT Support / Help Desk

Overview

Zoom separates meeting control from recording ownership to follow security and least‑privilege principles:

  • Hosts own meetings and recordings
  • Delegates may manage recordings only for meetings they scheduled
  • Alternative Hosts can run meetings but do not own or access recordings

Understanding this distinction prevents confusion and reduces support tickets.

Role Comparison: Host vs Delegate vs Alternative Host

Capability Host Delegate (Scheduling Privilege) Alternative Host
Schedule meetings ✅ Yes ✅ Yes (on behalf of host) ❌ No
Start meeting ✅ Yes ✅ Yes ✅ Yes
Full host controls during meeting ✅ Yes ✅ Yes ✅ Yes
Start / stop cloud recording ✅ Yes ✅ Yes ✅ Yes
Own cloud recording ✅ Yes ❌ No ❌ No
Access cloud recording after meeting ✅ Yes ✅ Only if delegate scheduled the meeting ❌ No
Download cloud recording ✅ Yes ✅ Only if delegate scheduled the meeting ❌ No
Share cloud recording link ✅ Yes ✅ Only if delegate scheduled the meeting ❌ No
Access local recordings ✅ Yes ❌ No ❌ No
Delete cloud recordings ✅ Yes ❌ No ❌ No
Receive “recording ready” email ✅ Yes ✅ Optional ✅ Optional

Key takeaway:
If someone needs recording access, they must be either the Host or the Delegate who scheduled the meeting.

Delegate (Scheduling Privilege) — Recording Access

✅ What a Delegate CAN Access

A delegate can access and share cloud recordings when both are true:

  1. The delegate scheduled the meeting on behalf of the host
  2. The host enabled Cloud Recording access for delegates

Delegates may:

  • View cloud recordings
  • Download recordings
  • Share recording links
  • Rename recordings
  • Manage sharing permissions (passwords, expiration)

❌ What a Delegate CANNOT Access

Delegates cannot:

  • Access recordings for meetings scheduled by the host
  • Access recordings for meetings they only attended
  • Access or share local recordings
  • Delete the host’s cloud recordings

Alternative Host — Recording Access

✅ What an Alternative Host CAN Do

  • Start the meeting on behalf of the host
  • Act as host during the live meeting
  • Start or stop cloud recordings
  • Receive a recording‑ready email (if enabled)

❌ What an Alternative Host CANNOT Do

  • Access cloud recordings in the Zoom web portal
  • Download recordings
  • Share recording links
  • Manage recordings after the meeting

Important:
Cloud recordings are always owned by the meeting host account, even if an alternative host started the meeting or recording.

Sharing Recordings

✅ Preferred Method: Zoom Web Portal

Delegates should share recordings via the Zoom web portal whenever possible to ensure:

  • Access control
  • Password protection
  • Link expiration

⚠️ Email Forwarding (Limited)

Recording‑ready emails may be forwarded, but:

  • Forwarding does not grant access
  • Access is limited to what the recipient already has

Best Practices

  • If someone needs to manage or share recordings, give them Scheduling Privilege and have them schedule the meeting
  • Use Alternative Host only for running meetings
  • Do not rely on Alternative Host for recording access
  • Use the Zoom web portal for sharing whenever possible

Need Help?

For assistance with Zoom roles or recording access, contact IT Support.

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