Set up a secure Zoom Meeting

Keep your meetings private by following these secure practices when using Zoom.

Use SSO
Single Sign-On authentication method allows University staff and students to access meeting links with an embedded password in the meeting link.

Set up SSO for Zoom

Don’t make it public
Do not share meeting IDs or links on our University website or any public forums. Send the password link in an email to outside users once they are approved to join the meeting. Set up a registration email for all events to approve participants.
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Keep up to date
Just like your antivirus, it is essential to update your Zoom client on all installed devices. Stay up-to-date on all features and fixes by clicking Check Update… when you open Zoom.
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What’s around you
Beware of your surroundings when joining or hosting a Zoom meeting or call. Use a virtual background (on compatible devices) to hide what’s behind you. We encourage all staff to use a Notre Dame virtual background for your next meeting.
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Does this look phishy?
Avoid a phishing attack by clicking on meeting IDs from Notre Dame or known contacts only. If you are unsure that a link can be trusted, copy and paste the ID into your Zoom client to test. If a Zoom link redirects you to a webpage or an unknown meeting, please reset your password and contact IT.
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Protect your data
Cloud: Recordings are compressed and saved to the Cloud. A link to the recording is created within 24 – 36 hours of the meeting. Share the link and password as a secure share to internal and external contacts. Manage your recordings

Use a waiting room
Create a waiting room to keep participants from joining a meeting without approval. Move participants to and from the waiting room when you are ready to start the meeting or if an unknown participant enters the meeting.
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What about Webinars
Set manual approval for all webinars so you can approve or decline registrants. Panellists are full participants in the meeting. They can view and send video, screen share, annotate, and so forth. Send panellist invitations separately from other Webinar attendees.
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You don’t have to share
Set host-only screen sharing by removing screen share under the security options of your meeting. This option prevents participants from sharing their screen or yours.
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Chats
Enable or disable the chat function in meetings to keep your conversations private. All conversations under the chat function are recorded and stored in the transmission log of recorded meetings. Chats outside of recorded meetings are not logged.
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What’s your name
Prevent participants from renaming their profiles during meetings. Disabling name changes prevents expelled or unwanted guests from re-joining a meeting under a different name or profile.
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Chime in
Set an exit and entry chime on meeting participants to manage who is on the call. Ask new participants to introduce themselves if you are unsure who is joining. Use the gallery view to see all participants in a meeting.
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Change your view
Use the gallery view to see up to 49 participants in one window. Got more than 49 people- no problem, use the arrows to scroll through all participants. Keep track of who is speaking, joining or leaving a meeting.
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Press mute
Mute one or all participants in a meeting to minimise distractions and audio feedback.
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Need help?

If you have any questions about Zoom or how to set up a secure meeting, please contact your IT Service Desk.