Zoom - Consolidating existing accounts to UW System

This document explains what to expect during the consolidation of the Zoom service. For general details on UW System's Zoom implementation, see Zoom – Service Overview.

UW Madison, although part of the UW System Zoom contract, has a separate account. UW Madison users should see UW Madison's Web Conferencing (Zoom) page.

What can I expect after moving my personal Zoom account to the UW System Zoom service?

What settings and data will move to my UW System Zoom account?

Settings and events that will migrate

• Existing meetings and meeting links.
• Your Personal Meeting ID will remain the same.
• Your personal account settings will consolidate to your UW System Zoom account.
• Cloud recordings within UW System's retention period at the time of consolidation.
• Meeting templates.

Settings and data that will not be migrated

• Cloud recordings older than UW System's retention period at the time of consolidation.
• Polling data and reports.
  • If you need to save this data, see Zoom's Getting started with reports guide.
• Meeting registration report data.
  • If you need to save this data, see Zoom's Getting started with reports guide.
• Institution-specific login URLs: all UW users can log in at https://wisconsin-edu.zoom.us.
• Personal login credentials: sign into Zoom with Single Sign-On and your campus NetID.
• If you stayed signed in on other devices, you will be signed out and will need to sign in again using SSO.

How do I consolidate my Zoom account to UW System Zoom?

Consumer Zoom accounts and paid user/department accounts (non-managed domains prior to consolidation)

• This process involves a noticeable change.
• Users will be prompted upon sign-in to join the account that manages their domain, or to change their email address. They can temporarily skip this decision up to 3 times, after which they must make a choice.

• After logging in to https://wisconsin-edu.zoom.us, users will have consolidated their account and will have a UW System Zoom account. Users are encouraged to use https://wisconsin-edu.zoom.us going forward.

Tips

• Some users with prior accounts report getting an error when logging into https://wisconsin-edu.zoom.us after their institution has turned on managed domain. In this case, those users should first log in to https://zoom.us to give permission to switch accounts.
• Some users with the Zoom desktop client report needing to open the Zoom application, sign out of their old account, and then sign back in to their UW System account in order to access UW System account benefits.

Institution Zoom accounts

• This process involves a noticeable change.
• When a user goes to https://zoom.us and attempts to log in, they will:
  • be automatically redirected to https://wisconsin-edu.zoom.us;
  • be asked to enter campus login credentials (NetID).
• After logging in to https://wisconsin-edu.zoom.us, they will have consolidated their account and will have a UW System Zoom account. Users are encouraged to use https://wisconsin-edu.zoom.us going forward.

When will the consolidation take place?

Each UW institution (except for UW Madison) is choosing when to consolidate their users into the new Zoom instance.

If you are part of UW Milwaukee, UW River Falls, UW La Crosse, or UW Superior, your institution is managing the Zoom account and will consolidate your account on a planned date.

For other UW institutions (except for UW Madison), you can manually switch accounts by logging into https://wisconsin-edu.zoom.us today and following the process above for Consumer Zoom accounts and paid user/department accounts, non-managed domains prior to consolidation. Otherwise, you can wait for the planned consolidation date, which will follow the Institution Zoom accounts process.

If you have a personal or department paid account, then on the consolidation date, you will follow the Consumer Zoom accounts and paid user/department accounts, non-managed domains process. Once consolidated, you will be prompted to update your account and redirected to https://wisconsin-edu.zoom.us.

The consolidation dates are listed below and will be updated as dates are finalized.

What about the Canvas integration?

On 8/16/21, the Canvas integration for the new UW System instance of Zoom will be activated on the DLE instance of Canvas.

Users from institutions with Canvas integrations for institutional Zoom accounts will see multiple Zoom links in Canvas until their institution's consolidation date (above):

• Zoom directs to the UW System Zoom account. Users can use this link as soon as they have moved their account to https://wisconsin-edu.zoom.us.
• Zoom – Old directs to the institution's Zoom account. When your institution's consolidation date is reached, this link will be removed from Canvas.

If you have trouble accessing Zoom from Canvas after the consolidation, log in to https://wisconsin-edu.zoom.us first, then try accessing Zoom through Canvas.

I'm having trouble transitioning my existing account into the UW System license

Any time you're having a Zoom issue, contact the Zoom Help Center. They're available 24/7 and are the experts.

Here are solutions to some common transition issues:

The Zoom desktop application has remained logged in to my old Zoom account, even after I've transitioned to my UW System Zoom account.

Solution: Open the Zoom desktop application and Sign Out of your old account.

The next time you log in to https://wisconsin-edu.zoom.us, you will be able to access your UW System Zoom account from the desktop client.