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Understanding Zoom Host Privileges for Court Reporters

At Steno, we want to ensure every deposition runs smoothly and securely. You may have noticed that court reporters are not automatically assigned Zoom host privileges when joining their assigned jobs. This article explains the reasoning behind this policy and how our Tech Support team is here to support you when host-level actions are needed.

 

Why We Manage Host Privileges

Our approach to host privileges is designed to address technical and procedural requirements in the Zoom platform:

Technical Security

When a host disconnects from a Zoom meeting—whether due to internet issues or any other reason—Zoom automatically and randomly reassigns host privileges to another participant in the room. This creates a situation where host controls could end up with anyone in the deposition. By managing who has initial host access, we prevent this security vulnerability.

Recording Integrity

Host privileges allow starting, stopping, or modifying cloud recordings without client permission. These recordings serve as source material for video products and require proper authorization to control.

Protocol and Confirmation Requirements

Several actions that require host privileges also require confirmation from all parties on the record:

  • Removing or blocking participants from the meeting
  • Muting participants
  • Managing AI note takers in the room

When these actions go through Tech Support, we ensure proper confirmation is obtained and documented.

Managing AI Note Takers

Steno maintains a neutral stance on AI note takers in depositions. Unless there's a specific objection from a party, we don't interfere with their presence. However, we need to ensure AI note takers don't receive host or recording abilities. Managing this requires coordination.

Reducing Risk of Unintended Actions

Host privileges include the ability to end meetings for all participants. Zoom's interface can sometimes lead to accidental clicks that could disrupt proceedings for everyone.

Operational Efficiency

Managing host assignments manually during meeting setup for every job would create significant logistical challenges across our scheduling and support teams. Our current approach allows us to provide consistent, efficient support when host-level actions are needed.

 

How We Support You

We're Here When You Need Host-Level Actions - If you need to remove a participant, adjust recording settings, or take any other host-level action during a deposition, simply call Steno Tech Support at (888) 404-0390. We rarely refuse these requests—we just want the opportunity to:

  • Quickly understand what you need
  • Obtain proper confirmation from all parties when required
  • Either take the action on your behalf or grant you temporary host access

Example scenarios:

  • If a participant requests Zoom closed captions over Real Time due to accessibility reasons and there isn't a tech or videographer already in the room, please call Steno Tech Support at (888) 404-0390 and one of our techs will join to ask the Court Reporter if they are agreeable to having the Zoom closed captions turned on for the participant instead of providing Real Time. As long as everyone in the room, including the Court Reporter are agreeable, the tech in the room will turn on the closed captions and make the Court Reporter host when the tech leaves.
  • If counsel requests break out rooms and there isn't a tech or videographer already in the room please call Steno Tech Support at (888) 404-0390 and one of our techs will join to create the breakout rooms and the tech will make the Court Reporter host when leaving.
  •  If there are any tech issues in the room and there isn't a tech or videographer already in the room please call Steno Tech Support at (888) 404-0390 and one of our techs will join to help. When the requested tech is ready to leave the room, they will make the Court Reporter host when leaving.

 

When You May Have Host Privileges

There are situations where you will receive host privileges:

  • In situations where a Steno staff member has host access and needs to leave the room, they may transfer host privileges to you before departing.
  • When you call Tech Support and request host access for a specific need, we'll have a brief conversation to understand your situation and typically grant your request.

 

Questions?

Contact Steno Tech Support at (888) 404-0390 for host-level assistance during depositions.