Understanding the function of the meeting ID, passcode, waiting room, and “only authenticated users can join” will help you schedule meetings for different occasions.
All scheduled or instant meetings will be randomly assigned a Meeting ID (9-digit number) and Passcode. The Meeting Passcode is encrypted and included in the invite link to allow participants to join with just one click without having to enter the passcode. (GBC setting). Providing a meeting ID is essential when you report issues to the helpdesk.
Prevent Unwanted Guests
The “Only authenticated users can join” option requires participants to sign-in to Zoom with their GBC credentials. This can minimize the risk of unwanted guests joining the room. Before joining a meeting, your participants must use GBC SSO to sign in. Combining this feature with the waiting room is the most secure way to create Zoom sessions.
The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one, or hold all attendees in the Waiting Room and admit them all at once.
It is not recommended to share/email the invitation link with students to access the Zoom session for the class. Participants can share the meeting link with anyone, and anyone with the link will be able to join the meeting, which can be a security concern. Have students access the session directly from Blackboard.
Hosting Large Meetings
Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and observe who else is in attendance.
Have a registration page for larger meetings and events. Scheduling a meeting with registration requires participants to register with their email and name. This option allows you to capture information about the attendees and you can manage and contact the registrants easily.
Webinars are designed so that the host and any designated panelists can share their video, audio and screen. The host can also unmute attendees.
GBC Zoom webinar licenses can accommodate 1000 participants.
Tips for Large Meetings and Hosting Webinars
- Designate a co-host for your event. A co-host can help admit participants from the Waiting Room and manage other security aspects of your meeting. Learn more about host and co-host controls in a meeting.
- Use the waiting room feature if you have a co-host or smaller meeting. Enabling this option will require you to manually admit participants attempting to join the room.
- Never share the meeting link on social media. Only share the meeting link to invited guests using secure, private channels like email.
- Get familiar with the Security toolbar.
The security toolbar gives you quick access to various security settings. You can also review your current in-meeting security settings overview.
- Lock the meeting. When you lock a Zoom Meeting that has already started, new participants cannot join, even if they have the meeting ID and passcode. Select Lock Meeting from the Security toolbar.
- In an emergency, you can pause the meeting. Select Suspend Participant Activities from the Security toolbar.
- Remove unwanted participants. You can remove someone using the Security toolbar or by finding them in the Participants menu.
- Manage chat settings. If you're the meeting host, you can change the in-meeting chat settings as needed. While in a meeting, click Chat in the meeting controls. Click on the ellipse icon (More chat options button) to display in-meeting chat settings.