Security in Meetings
Zoom has a number of ways to secure your meetings against uninvited guests. These include requiring passwords, enabling waiting rooms, restricting participant access to features, and more. Keeping your meetings secure ensures the best possible experience for your attendees whether in virtual classrooms, office hours, or departmental meetings.
This page offers some best practices on how to keep your meetings safe and secure.
Keep Zoom Updated
One of the best ways to protect a Zoom meeting is to keep your Zoom client updated. Updates often include bug fixes and security improvements. If your Zoom client is out-of-date, your meeting becomes more vulnerable to uninvited guests. Refer to this article for information on updating Zoom.
By default, all WCU Zoom meetings require passwords. Zoom automatically assigns a password for each Zoom meeting. You can, however, change it if you'd like. It is recommended that your password:
- Is easy to remember
- Uses both letters and numbers
You should also keep the following in mind:
- You are not required to use a password for your Personal Meeting ID (PMI) if you have the option Join before Host disabled in your meeting settings.
- If you have scheduled an important or confidential meeting, communicate your password closer to the start of the meeting. This mitigates the risk of someone disseminating your password.
- Passwords are automatically embedded into your meeting link. Anyone who clicks this link will not be prompted to enter the password. The password usually comes into play when someone joins using the Meeting ID via the Zoom desktop client or the app.
Waiting rooms keep uninvited guests out of your meeting by placing them in a virtual lobby. They do not get access to your meeting until you allow them in. To effectively use waiting rooms:
- Require that your attendees enter their first and last names when signing into the meeting.
- Admit all participants into a meeting all at once into your meeting (if you recognize everyone on the waiting list).
- Send unruly or disruptive attendees to the waiting room.
Zoom recently implemented a Security panel within a meeting. This consolidates all meeting security settings in one area.
This new feature allows you to:
- Lock your meeting
- Enable the waiting room on the fly instead of in advance
- Enable or disable a participant's ability to share their screen, chat, and/or rename themselves.
The new Security panel is a great way to adjust meeting settings immediately if your meeting is disrupted.
Other Best Practices and Tips
- Lock your meeting once everyone is in so no one else can enter.
- Limit the use of your Personal Meeting ID for quick meetings or 1:1 meetings where you know who will attend. It is not recommended to use it for class meetings or office hours.
- Use a different password for each Zoom meeting to decrease the likelihood of an intrusion from an uninvited guest. You can always find out what your password is in the meeting's settings.