How to Generate Meeting Reports in Zoom

Zoom’s built-in reporting tools let you pull attendance, registration, and poll data from your meetings and webinars without third-party software. You can generate these reports as CSV files directly from the Zoom web portal, then open them in Excel, Google Sheets, or any spreadsheet app. This guide walks you through the steps for both meeting and webinar reports, plus what to do when a report looks wrong or won’t download.

What You’ll Need

• A Zoom account with the Report permission (admin or account owner by default; your IT admin may restrict this).
• Access to the Zoom web portal (not the desktop app) – go to zoom.us and sign in.
• For webinar reports, a webinar that has already ended or is in progress.
• For meeting reports, a meeting that has already ended (reports for live meetings are limited).
• If you want to see poll results, the meeting must have had polls enabled.

Step-by-Step

1. Sign in to the Zoom web portal. Open your browser, go to zoom.us, and click Sign In. Use the email and password associated with your Zoom account. If you use SSO, click Sign In with SSO and enter your company’s domain.
2. Navigate to the Reports section. In the left sidebar, click Reports. If you don’t see it, you may not have the required permission – contact your Zoom admin.
3. Choose the report type. Under Reports, you’ll see several options. For meeting attendance, click Meeting. For webinar attendance, click Webinar. For registration data, click Registration (then select Meeting or Webinar). For poll results, you’ll find them under Meeting or Webinar after selecting the specific instance.
4. Set the date range. On the report page, pick a Start Date and End Date. The maximum range depends on your plan – typically 1 month for basic, 6 months for Pro, and up to 1 year for Business or higher. Click Search.
5. Select the meeting or webinar. A list of sessions within that date range appears. Find the one you want and click the UUID (a long string of numbers and letters) or the Report link next to it. For meetings, you’ll see a list of instances if it recurred – click the specific instance.
6. Generate the report. On the detail page, you’ll see a table of participants with join/leave times and duration. To download, click the Generate CSV Report button (or Export). Wait a few seconds – the system will prepare the file.
7. Download the file. A download link appears, usually at the top of the page. Click Download to save the CSV to your computer. The file name typically includes the meeting topic and date.
8. For poll reports: After generating the meeting report, look for a Polls tab or a separate Poll Report button. Click it, then click Generate CSV Report and download. This shows each question and how each participant answered.
9. For registration reports: Go to Reports > Registration, choose Meeting or Webinar, set the date range, search, and click Report next to the session. Then click Generate CSV Report to get a list of registrants with their email, name, and registration date.
10. Open the CSV file. Once downloaded, open it in Excel, Google Sheets, or any text editor. If columns appear garbled, use Excel’s Data > From Text/CSV and choose comma as the delimiter, or open with UTF-8 encoding.

Common Mistakes

• Looking for reports in the desktop app. Zoom’s desktop app only shows basic info; you must use the web portal for detailed reports.
• Wrong date range. If you can’t find a meeting, check that the date range covers the actual meeting date. Zoom uses your local timezone, but the portal may show UTC – adjust accordingly.
• Clicking the meeting topic instead of the UUID. The topic is a link, but it takes you to the meeting details, not the report. You need to click the UUID or the Report button.
• Expecting reports for live meetings. Most reports are only available after the meeting ends. For webinars, you can get live attendance but it may be delayed.
• Ignoring timezone differences. The CSV shows times in the timezone you set in your Zoom profile, not necessarily the participant’s local time. Check the header of the CSV for the timezone.

Tips

• Use the API for automation. If you need reports regularly, Zoom’s REST API can pull the same data programmatically. This requires admin credentials and some coding knowledge.
• Schedule reports in advance. For recurring meetings, you can generate a single report that covers all instances, or filter by instance.
• Combine with polls. The meeting report CSV includes a column for poll answers if polls were used. Make sure you enable polls before the meeting.
• Check the ‘Include’ options. Some report pages have checkboxes for including fields like ‘Participant ID’ or ‘Device’. Tick them before generating to get more detail.
• Keep the CSV for your records. Zoom only keeps reports for a limited time (usually 1 year). Download important ones to your own storage.

Troubleshooting

• No ‘Reports’ menu visible. Your account role may not have reporting permission. Ask your Zoom admin to enable it under User Management > Roles.
• Search returns no results. Double-check the date range – try expanding it. Also, ensure you’re on the correct tab (Meeting vs Webinar). If the meeting was deleted, reports may be unavailable.
• CSV download fails or is empty. Clear your browser cache, disable pop-up blockers, and try a different browser. If it’s still empty, the meeting may have had no participants – that’s normal.
• Times are off by hours. This is a timezone issue. In your Zoom profile, set your timezone correctly. The CSV uses the timezone of the account owner unless overridden.
• Poll data missing. Polls must be enabled before the meeting and participants must have answered. If you see no poll columns, the meeting didn’t have polls or the report was generated before the meeting ended.
• Webinar report shows only panelists. For webinars, you need to check the ‘Attendees’ tab – by default, the report may only show panelists. Look for a dropdown to include attendees.

Frequently Asked Questions

Can I generate a report for a meeting that’s still in progress?

Yes, for meetings that are currently happening, you can get a live report from the web portal, but it may be delayed by a few minutes. For webinars, live attendance is available but not real-time.

What file format are Zoom reports in?

They are CSV (comma-separated values) files. You can open them in any spreadsheet program or text editor.

How long does Zoom keep meeting reports?

Typically, reports are available for up to 1 year after the meeting, but this depends on your plan. It’s best to download important reports promptly.

Can I get a report of who registered for my webinar?

Yes, go to Reports > Registration, select Webinar, set the date range, and generate the CSV. It includes name, email, and registration date.

Why doesn’t my report show poll results?

Polls must be enabled before the meeting, and participants must have submitted answers. Also, the report must be generated after the meeting ends. Check the ‘Poll Report’ tab separately.

Is there a way to automate report generation?

Yes, Zoom’s API allows you to fetch reports programmatically. You’ll need admin credentials and some coding experience. Alternatively, you can manually download reports as needed.

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