Zoom privacy and security features

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Overview

To maintain the integrity of your Zoom meeting or webinar, you may take advantage of several features offered in Zoom at IU. To request a webinar, see Use Zoom for large video meetings or webinars at IU.

What you can do before the meeting

Before your meeting begins, consider the below options to reduce the likelihood of unwelcome or disruptive participants joining your event.

Generate a unique meeting ID

To join a meeting, participants provide a 9- or 10-digit ID number unique to said meeting. If one of your previous meetings was compromised, a similar disruption could happen again if you use the same ID. Consider using unique IDs instead. Although they are less convenient than using a recurring meeting ID or your personal Zoom room, unique IDs make it harder for previous disruptive participants to join future meetings. If you are posting about a meeting on a public resource (for example, a departmental website), UITS recommends generating a unique ID. To do so:

  1. Log into https://zoom.iu.edu.

  2. Click Schedule a New Meeting.
  3. Provide all details for your meeting.
  4. Do not select Recurring meeting, even if your meeting is part of a series.
  5. Click Save. The page will reload, and the ID should be listed to the right of "Meeting ID".
Note:
If your meeting is part of a series, then you'll need to schedule a new meeting for each session. You cannot change an existing meeting's ID.

Require participants to register

You can configure your meeting so individuals can't attend unless they have registered. Participants register for meetings through a custom URL that Zoom generates for you. To register, participants must provide their first name, last name, and email address. Participants won't be able to join unless their name and email address matches the information they initially provided when registering.

  1. Log into https://zoom.iu.edu.

  2. Click the name of the desired meeting.
  3. Click Edit this meeting.
  4. Scroll to the "Registration" section.
  5. Check Required.
  6. Click Save. The page will then refresh.
  7. In the "Invite Attendees" section, you should see a registration URL. To copy a default invitation template message that includes the registration URL, click Copy the invitation. In the resulting window, select Copy Meeting Invitation. You can then paste the message into an email message, Canvas announcement, etc.

Require a password

  1. Log into https://zoom.iu.edu.

  2. Click the name of the desired meeting.
  3. Click Edit this meeting.
  4. Check Require meeting password. In the resulting text field, enter the desired password.
    Note:
    When creating meeting passwords, keep in mind that some videoconferencing equipment can only enter numbers. If some participants might connect from videoconferencing hardware instead of a computer or mobile device, set a numerical password to ensure that they can connect without issue.
  5. Click Save.

Turn off participant video upon entry

You can configure your meeting room so that every participant's video feed is disabled when first joining. However, unless you have manually disabled the user's video feed (see Stop the participant's video), these participants can enable their video feed once they've joined. To do this:

  1. Log into https://zoom.iu.edu.

  2. Click the name of the desired meeting.
  3. Click Edit this meeting.
  4. Scroll to the "Video" section. To the right of "Participant", click off.

Mute participants upon entry

You can configure your meeting room so that every participant's audio feed is disabled when first joining. However, unless you have manually disabled the user's audio feed (see Mute the participant), these participants can enable their audio feed once they've joined. To do this:

  1. Log into https://zoom.iu.edu.

  2. Click Meetings.
  3. Click the name of the desired meeting.
  4. Click Edit this meeting.
  5. Check Mute participants upon entry.
  6. Click Save.
Note:
If you are running a webinar, your participants won't be able to unmute themselves.

Enable the waiting room

If you enable the waiting room, participants won't be able to join the meeting until you admit them individually. This option works best for meetings with fewer numbers of attendees. To enable the waiting room:

  1. Log into https://zoom.iu.edu.

  2. Click Meetings.
  3. Click the name of the desired meeting.
  4. Click Edit this meeting.
  5. Check Enable waiting room.
  6. Click Save.

What you can do during a meeting

If you are mid-meeting and need to handle a disruption (for example, a participant is interrupting the session), there are several ways you can resolve the issue.

Designate a co-host

Depending on the size of your meeting, it may be difficult to both run your session and moderate your participants. A second host can help with these responsibilities while you conduct your meeting. To delegate host privileges to an additional person:

  1. In the Zoom meeting window, click Manage Participants. A tab called Participants should appear on the right.
  2. Hover over the name of the desired co-host and select More.
  3. Click Make Co-Host.

Mute the participant

To mute a participant:

  1. In the Zoom meeting room window, click Manage Participants. A tab called Participants should appear on the right.
  2. Hover over the name of the desired participant and select More.
  3. Click Mute.

Stop the participant's video

To disable a participant's video feed:

  1. In the Zoom meeting room window, click Manage Participants. A tab called Participants should appear on the right.
  2. Hover over the name of the desired participant and select More.
  3. Click Stop Video.

Remove the participant

To remove a participant from the meeting:

  1. In the Zoom meeting room window, click Manage Participants. A tab called Participants should appear on the right.
  2. Hover over the name of the desired participant and select More.
  3. Click Remove.

Lock the meeting

Once a meeting is locked, no one else can join. To lock your meeting:

  1. In the Zoom meeting room window, click Manage Participants. A tab called Participants should appear on the right.
  2. Click More in the bottom right.
  3. Click Lock Meeting.

This is document ativ in the Knowledge Base.
Last modified on 2019-08-01 11:30:03.

Contact us

For help or to comment, email the UITS Support Center.