This guide will walk you through recommendations for maximizing security for your Zoom meetings, particularly for virtual events. These are all optional, and may not apply depending on how you want to run your event. For instance, more security means less interactivity between participants and the hosts, so for your interactive events, you'll want to enable participants ability to do things like turn on their audio/video and screen-share.
This guide is focused on Zoom Meetings. For information on Zoom Webinars, please visit our guide on Zoom Webinar Setup.
When scheduling/creating a meeting
- Registration. This is not recommended for large public events. This is recommended if you want to individually approve registrants and block out those you don't want, or if you'd like information on everyone who joins your meeting. Participants will need time to register, so remember to give them at least a week in advance. Once you save the meeting, you'll be able to explore further options below:
- Automatically Approve: Participants who register will be automatically approved to attend the Zoom meeting.
- Manually Approve: Participants who register will need approval to attend the Zoom meeting. To approve them, the host will need to go the registration settings of the Zoom meeting.
- Select Generate Automatically. Do not use your personal meeting ID.
- Turn on Require password. The link generated from the meeting will automatically have the password embedded in it, so the main function of this is to prevent those who find a way to join without using the link from entering. You can remove the password from the link if you want and send out the password through another channel of communication.
- Turn Host and Participant Video Off.
- Select Telephone and Computer Audio.
- Disable Join Before Host.
- Enable Mute Participants upon entry.
- Enable Waiting Room.
- Enable Record Automatically if you plan on recording.
- Assign one or more Alternative Hosts.
- Alternative hosts are not co-hosts. Their function is to start the meeting when the host cannot. Co-hosts must be assigned in-meeting. Both roles have Host functions while in the meeting.
During the Meeting
- Start 15-30 minutes early prepare your team and settings.
- Mute all participants! Go to Manage Participants > Mute All, and uncheck the option to allow them to unmute themselves. This will prevent participants from unmuting their mic without the host’s permission.
- Promote your speakers and moderators to co-hosts so they can screen-share, turn on their audio/video, and moderate the Zoom meeting. Go to Manage Participants, and next to their name click More, and select Make Co-Host.
- In the Chat window, click the three dots at the bottom right, and select Host only for who participants can send messages to. Messages will only be sent to the Host and Co-hosts.
- In the Security tab at the bottom, make sure Enable Waiting Room is on, and disable participants ability to:
- Screen share (off by default)
- Chat (unless you plan on using chat for the meeting).
- Rename themselves
- Further optional settings:
- Lock Meeting
- Remove Participants
- Spotlight Video. Put the focus on a speaker by going to the three dots in the top right of their video and selecting Spotlight Video.
As Participants are joining
- Admit them as they join the Waiting Room, and refuse the ones with malicious names.
- Stop video. Turn off their video if they turn it on. Once turned off, they have to request to turn it back on.
Everyone involved in running the event should practice using Zoom if they haven't already. Resources for learning Zoom can be found below.
- Signing into your Emerson Zoom account
- Getting Started with Zoom
- Zoom Host Controls
- Managing Participants
- Zoom Video Tutorials
If you need further support, please reach out to IT at firstname.lastname@example.org or call at 617-824-8080.