| Table of Contents |
|---|
...
Manage your Invited Participants
Here are a few great features to help secure your Zoom event and host with confidence:
- Require a password to join your meeting. Having the meeting invite alone is not enough to join, participants also need to enter the password you set. You can read more about how to set this up at Meeting and Webinar Passwords
- Only allow Berkeley Lab users to join your meeting. This is useful if you want to limit access to only Berkeley Lab users. You can read more about how to set this up at Authentication Profiles for Meetings and Webinars
...
Keep Meeting IDs Private
- When you share your meeting link on social media or other public forums, that makes your event
...
- public.
...
- Anyone with the link can join your meeting.
...
- Avoid using your Personal Meeting ID (PMI) to host public events. Your PMI is basically one continuous meeting and you don’t want random people crashing your personal virtual space after the party’s over. Learn about meeting IDs and how to generate a random meeting ID (at the 0:27 mark) in this video tutorial on Zoom's YouTube channel.
- Familiarize yourself with Zoom’s settings and features so you understand how to protect your virtual space when you need to. For example, the Waiting Room is an unbelievably helpful feature for hosts to control who comes and goes. (More on that below.)
Read on for a list of Zoom features that can help you safely share your Zoom without unwanted interruptions.
...
Manage Screen Sharing
- The first rule of Zoom Club: Don’t give up control of your screen.
...
- You do not want random people in your public event taking control of the screen and sharing unwanted content with the group. You can restrict this — before the meeting and during the meeting in the host control bar — so that you’re the only one who can screen-share.
...
- The Zoom article Managing participants in a meeting has more details about keeping control of the screen during a meeting.
...
Use the Waiting Room to Screen Guests
- One of the best ways to use Zoom for public events is to enable the Waiting Room feature. Just like it sounds, the Waiting Room is a virtual staging area that stops your guests from joining until you’re ready to let them join. It’s almost like the velvet rope outside a nightclub, with you as the bouncer carefully monitoring who's allowed to enter.
- Meeting hosts can customize Waiting Room settings for additional control. You can even personalize the message people see when they hit the Waiting Room so they know they’re in the right spot. This message is really a great place to post any rules/guidelines for your event.
- The Waiting Room is really a great way to pre-screen who’s trying to enter your event and keep unwanted guests out.
...
Other Settings to Consider
Upgrade to the latest version of the Zoom Client and once the meeting has started, use the new Security button to enable the Waiting Room, lock the meeting, and limit what meeting participants can do during meeting (available to the host of the meeting).
To prevent participants from screen sharing during a meeting, click the arrow next to Share Screen and then Advanced Sharing Options using the host controls at the bottom.
Under “Who can share?” choose “Only Host” and close the window. You can also lock the Screen Share by default for all your meetings in your profile settings at zoom.lbl.gov (My Account).
Manage your Participants
Here are a few other great features to help secure your Zoom event and host with confidence:
If someone tries to join your event and isn’t logged into Zoom, they will receive this message:
This is useful if you want to control your guest list and invite only those you want at your event.
To enable this feature for your meetings, read this article and make sure Only authenticated users can join is checked and Sign in to Zoom is selected for your meeting.
If someone who doesn't have a Berkeley Lab Zoom account tries to join your event, they will receive this message:
This is useful if you want to control your guest list and make sure only Berkeley Lab users can join your meeting.
To enable this feature for your meetings, read this article and make sure Only authenticated users can join is checked and Sign in to Zoom (Using Berkeley Lab Account) is selected for your meeting.
It’s always smart to lock your front door, even when you’re inside the house. When you lock a Zoom Meeting that has already started, no new participants can join, even if they have the meeting ID and password (if you have required one). In the meeting, click Participants at the bottom of your Zoom window. In the Participants pop-up, click the button that says "Lock Meeting."
You don’t have to share the actual meeting link! Generate a random Meeting ID when scheduling your event and require a password to join. Then you can share that Meeting ID on Twitter but only send the password to join via DM.
...
Hosts can mute/unmute individual participants or all of them at once. Hosts can block unwanted, distracting, or inappropriate noise from other participants. You can also enable Mute Upon Entry in your settings to keep the clamor at bay in large meetings.
- Turn off file transfer:
In-meeting file transfer allows people to share files through the in-meeting chat. Toggle this off to keep the chat from getting bombarded with unsolicited pics, GIFs, memes, and other content.
You and your attendees can doodle and mark up content together using annotations during screen share. You can disable the annotation feature in your Zoom settings to prevent people from writing all over the screens.
Zoom has in-meeting chat for everyone or participants can message each other privately. Restrict participants’ ability to chat amongst one another while your event is going on and cut back on distractions. This is really to prevent anyone from getting unwanted messages during the meeting.
Try the Waiting Room
One of the best ways to use Zoom for public events is to enable the Waiting Room feature. Just like it sounds, the Waiting Room is a virtual staging area that stops your guests from joining until you’re ready to let them join. It’s almost like the velvet rope outside a nightclub, with you as the bouncer carefully monitoring who's allowed to enter.
Meeting hosts can customize Waiting Room settings for additional control. You can even personalize the message people see when they hit the Waiting Room so they know they’re in the right spot. This message is really a great place to post any rules/guidelines for your event.
The Waiting Room is really a great way to pre-screen who’s trying to enter your event and keep unwanted guests out.
Tips courtesy of Zoom (March 20, 2020) How to Keep the Party Crashers from Crashing Your Zoom Event: https://blog.zoom.us/wordpress/2020/03/20/keep-the-party-crashers-from-crashing-your-zoom-event/(link is external
...
Pop away
