As we progress into Fall, let’s review Zoom’s security settings and additional controls that help with managing your meetings. As a meeting host, it’s important to be aware of security settings to help create a safe and collaborative environment while limiting the possibility of meeting disruptions and uninvited guests.

When scheduling a new meeting, consider activating the following security settings:

• Require a passcode: For private meetings, it’s best practice to require a passcode for attendees to join. Tip: While the passcode will be included in the invitation email, be careful not to post the link and passcode publicly. If you plan to share your participant link on social media or a public web page, do not share the passcode in the same manner.
• Use a Waiting Room: Enable the Waiting Room feature to control who can enter the meeting. Hosts can admit attendees one by one or all at once, which is particularly useful for screening guests. Tip: The Waiting Room can also be applied during the meeting, in real time, via the Host Tools icon on the meeting toolbar.
• Allow only authenticated users: For added security, especially for classes, restrict entry to only authenticated users with a UT Zoom account. If you have an external guest speaker, you can use a passcode or waiting room instead. Tip: Do your students need to activate a UT Zoom account? This can be accomplished anytime by visiting our UT Zoom Page. Students will need to know their NetID in order to activate a UT Zoom account.
• Disable join before host: Prevent unauthorized users from gaining host privileges or starting a meeting without the designated host’s presence, which is crucial for security, especially in meetings with sensitive discussions. This setting ensures that the meeting only begins once the intended host joins or an alternative host starts it, maintaining control and preventing disruptions.

During the meeting itself, a host can mute all participants and restrict meeting features, like sharing access to the meeting chat and share screen tools, via the Host Tools icon on the meeting toolbar. This icon also includes the option to suspend all participant activity, which immediately ends all audio, webcam, and share screen activity in a meeting.

As a final reminder, do not share Zoom meeting links or meeting passcodes that have no security settings enabled on social media or other public sites.

Want to know more? Reach out to our team anytime with your questions.