Setting Up Closed Captioning in Zoom Using a Third-Party Captioning Service

Zoom allows you to integrate a third-party captioning service to provide real-time captions during meetings and webinars. This setup uses an API token that connects Zoom to the caption provider’s system.

This guide explains how hosts can enable, configure, and share the captioning API information.

Step 1: Enable Closed Captioning in Zoom Settings 

Note: This is already enabled under the WSE subaccount, but check to make sure you didn't accidentally turn it off.

1. Sign in to the Host account using the Zoom web portal (you will need to sign into the service account if the meeting is scheduled under that account and not your own).
2. Go to Settings → Meeting → In Meeting (Advanced).
3. Scroll to Manual Captions and enable it.

4. Check the boxes for: 
   Allow host to type or assign a participant to type

   Allow use of caption API Token to integrate with 3rd-party Closed Captioning services

5. Enable Full transcript and Save Captions.

Step 2: Start the Meeting and Assign Captioning Access

1. Start your scheduled Zoom meeting or webinar.
   Very Important: Only the Host of the meeting can do this step. If using a service account, make sure you are signed into that service account or that you are added as an alt host and signed into your Zoom account.
2. Make the captioner a Co-Host in the Zoom meeting. Go to Participants in the Zoom toolbar and find the person who will be captioning. Confirm that person to promote them to co-host.
   
   
   
   
3. In the Zoom toolbar, click the up arrow next to CC Show Captions.
4. Select Host tools for captions
   
   
    
5. Toggle Enable Manual Captioner to On
6. Open Participant List: Click Assign a participant to type. This automatically opens the Participants panel.
7. Grant Typing Permissions: Find the intended captioner's name, click More (three dots), and select Assign to type Closed Caption.Confirmation: A CC icon will appear next to the participant's name once assigned.
8. Choose Copy the API token if using a captioning service.
   
   

Step 3: Share the API Token with Your Captioning Provider

1. Click Copy the API token in the captioning menu.

2. Paste and send this token securely to your captioning service provider.

   The token looks like a URL (e.g., https://wmcc.zoom.us/closedcaption?id=123...).

   It remains valid only while the meeting is active.

3. The third-party provider will connect to Zoom using that link and send live captions directly into the meeting.

   Note: If the meeting ends or restarts, you’ll need to generate and share a new token.

Step 4: Verify Captions Are Working

• Once the captioner connects, you’ll see captions begin to appear in the Zoom meeting window.

• Attendees can toggle captions on or off via the CC button on their toolbar.

• Captions can also be viewed in the Full Transcript panel (if live transcription is enabled).

Important: Do not use automated captions simultaneously with CART transcription. This will prevent the CART captioner from being able to type captions. Only one may be used at a time.

Troubleshooting Tips