Setup a meeting

Create a secure meeting or classroom with Zoom. Make these adjustments to your Zoom account so you and your attendees stay secure during a Zoom meeting.

Scheduling a meeting

When you (the host) schedules a Zoom meeting, it is recommended to include the following secure options.

1. Select Generate Automatically" meeting ID
   Using different meeting IDs for different meetings is safer than using the same meeting IDs as the reuse of meeting IDs can accidentally be joined by uninvited participants
2. Select Require meeting password
   This will protect the meeting from being joined by uninvited participants who may interrupt the meeting. Passwords will automatically apply to all meetings from September 27th 2020.
3. ITO recommend the following settings under Advanced Options
   1. select Mute participants upon entry
      This will ensure participants do not share audio when they are not ready
   2. select Enable waiting room
      This can help the host of the meeting to view participants before allowing them into the meeting. This setting is recommended but is not required for meetings.
   3. if it is an internal meeting or a virtual classroom with expected participants, select Only authenticated users can join
      All participants must hold a Zoom account before accessing the meeting. This setting is recommended but is not required for meetings.
   4. don't select Enable join before host
      This prevents attendees from joining the meeting before the host.
   5. check Nominate a co-host
      Use this feature if your meeting times conflict or you are hosting multiple meetings/events.

Hosting a meeting

As a host, you have access to a number of security features and meeting controls to manage participants. Find them under the Security icon on the Zoom menu.

1. Click on "Manage Participants" to see the participant list
2. Right-click on participant to manage the individual user. You can "Remove" or "Put in Waiting Room" any participant that is causing a problem in the meeting or virtual classroom
3. Click on "More" to see the options to:
   1. Mute Participants on Entry. This will prevent unwanted noise from new participants who aren't ready
   2. Allow Participants to Unmute Themselves. This is useful to not allow especially in a classroom scenario if the students are noisy
   3. Allow Participants to Rename Themselves. This is useful to not allow especially if all the participants are authenticated to join the meeting
   4. Play Enter/Exit Chime so there is awareness of the presence of participants. This may not be suitable to turn on for meetings with large participants
   5. Put Participants in Waiting Room on Entry so the host can admit only allowed participants into the meeting
   6. Lock Meeting when all participants are in a meeting

Meeting recordings

The host may collect recorded content from the meeting. Staff are encouraged to store all meetings in the cloud.

The host will ensure that the collected content from the Zoom meeting is stored in a safe place. This includes:

• not distributing photos/recordings of the Zoom meeting in online social media sites e.g. Facebook.
• reviewing your collected content before sharing. This includes the meeting recording and the in-meeting chat. The host's private messages are recorded in saved chat messages.