How can I replace a Named Host and keep their meetings and recordings?

Posted on by ianjustingetconnect

You may find that you have a person either leave your organization or that you want to reassign a Named Host (NH) license.  You may also find tat you want to give the new NH access to the rooms and recordings for consistency and to ensure that all of that work is not lost.

Here is a guide to how you might want to achieve this scenario.

The situation would be as follows:

  • User #1 is a member of the ‘Meeting Hosts’ group and has built and run meeting rooms, this person also has recordings attached to their rooms.
  • User #1 has left the company, we would like to give access to the rooms and recording made my User #1 to the new person, User #2

IMPORTANT – Do *not* delete User #1 from the Connect account, if you delete User #1, you will delete the rooms and recordings that belong to User #1.  Simply remove User #1 from the ‘Meeting Hosts’ group and the meeting host license will be made available for User #2.  Also remove User #1 from any other group you see fit (such as the ‘Administrators’ group).

If you just remove a user from the ‘Meeting Hosts’ group the content will remain, if you added the same user back to the ‘Meeting Hosts’ group then all of their meeting rooms etc. would still be there.

Option #1 – Move the meeting rooms and recordings that belonged to User #1 across to User #2 and give User #2 the rights to open the rooms as a Host:

  • Remove User #1 from the ‘Meeting Hosts’ group, add User #2 to the ‘Meeting Hosts group.
  • As an Administrator, navigate to the ‘My Meetings’ area for User #1.  You can find this from ‘Meetings’>’User Meetings’ and then navigate to the User #1 login/email.
  • Select the rooms you want to move, then select ‘Move’, this time select ‘User Meetings’ and then to the User #2 login/email as you want to this user to ‘receive’ the rooms.
  • Note that the recordings and any uploaded content will move with the rooms.
  • Now navigate to the User #2 meeting area (‘Meetings’>’User Meetings’ and User #2 login/email.  Select each room and under ‘Edit Participants’ you can make ‘User #2’ a Host for the room.  Otherwise User #2 will not be able to open the room as a Host.
  • Note – You can remove User #1 as a Host too if you wish, although they are not in the ‘Meeting Hosts’ group anymore so not really a problem either way.
  • Now User #2 has the rooms in their area and the ability to open the rooms and run them as a Host.

Option #2 – Leave the rooms in the User #1 area and give User #2 the rights to navigate there and open the rooms as a Host:

  • Remove User #1 from the ‘Meeting Hosts’ group, add User #2 to the ‘Meeting Hosts group.
  • As an Administrator, navigate to Meetings’>’User Meetings’.  Now ’Set Permissions’ and add User #2 to the permissions, this will give User #2 the rights to see the ‘User Meetings’ area.
  • Now navigate to Meetings’>’User Meetings’.  Now ’Set Permissions’ and add User #2 to the permissions, this will give User #2 the rights to see the ‘User Meetings’ area and then navigate to the User #1 login/email.  Now ’Set Permissions’ and add User #2 to the permissions, this will give User #2 the rights to see the meetings belonging to User #1.
  • Now select each room and under ‘Edit Participants’ you can make ‘User #2’ a Host for the room.  Otherwise User #2 will not be able to open the room as a Host.
  • Note – You can remove User #1 as a Host too if you wish, although they are not in the ‘Meeting Hosts’ group anymore so not really a problem either way.
  • Now User #2 has access to the rooms in the User #1 area and the ability to open the rooms and run them as a Host.