UCSF requires Zoom meetings and webinars to be secured by either using the Waiting Room feature or a passcode. Although the following requirements have been implemented by default, this alone does not entirely prevent unwanted participants from joining a Zoom meeting/webinar. Follow the steps below to increase the privacy of your Zoom meetings and webinars. Be prepared to take action should an uninvited participant join.
Important: Never publish Zoom Meeting Links, Meeting ID’s or Passcodes to social media or public facing sites.
How to securely advertise Zoom meetings
- Only post the meeting date/time
- Specify a contact person to email the meeting link.
- Use Zoom registration with manual approval.
- For internal meetings: send email invites, advertise on internal UCSF sites that require MyAccess authentication or an approved file sharing site.
Assign an alternative host when scheduling a meeting.
Meeting Security Settings
The quickest way to secure your meeting after it has started it to use the Security icon at the bottom of your Zoom window and uncheck the options listed under, “Allow Participants To”
How To Mute Participants Upon Entry
- At the bottom right hand corner, you will see 3 horizontal dots, select the three dots to view a dropdown menu Select Mute Participants upon Entry
Waiting Room
Consider using the Waiting Room to avoid unwanted participants. When enabled, the host of the meeting will be required to admit participants into the meeting as they join. Alternative hosts can be assigned to admit participants.
How to Remove Unwanted Participants
Option 1
- Select the Security icon
- Select Remove Participant
- From the Remove Participant menu, select Remove for the participant you wish to remove from the meeting
Option 2
- Select the Participants icon from the Zoom Meeting Toolbar
- Move your cursor to highlight the participant you wish to remove
- Once highlighted, select, “More>” icon
- From the drop-down menu, select Remove
How to Suspend Participant Activities
When selected, participants within the meeting will have their video and audio turn off, screen sharing will stop, and the meeting will be locked.
- Select Security from the Zoom Meeting Toolbar
- Select Suspend Participant Activities
- A dialog box will appear which says, “Suspend all participant activities?”
- Select Suspend
Disabling a Participants Video Camera
- Select Participants from the Zoom Meeting Toolbar
- Highlight the participant name
- Select More
- From the drop-down menu, select Stop Video
How to Mute a Participant
- Select Participants Icon from the Zoom Meeting Toolbar
- Highlight the participant
- Select More
- Select Mute
How to Mute All Participants
- Select Participants from the Zoom Meeting Toolbar
- At the bottom of the Participant window, select “Mute All” button
Disabling chat within a Zoom Meeting
- Select the Participant icon from the Zoom Meeting Toolbar
- Select the three dots to view additional options
- Select ‘No one’
Webinar Security Settings
Zoom Webinars are like a virtual lecture hall or auditorium. By design are more secure than meetings as attendees cannot be seen or heard unless allowed by the host/co-host. Webinars are ideal for large audiences or events that are open to the public.
UCSF IT has a pool of licenses for occasional use, or if you need Webinar capability often, purchase a webinar license here https://it.ucsf.edu/how-to/zoom-how-do-i-obtain-webinar-or-large-meeting-license (MyAccess Login Required) Webinars are by design more secure than meetings.
Disabling chat within a Webinar
- Select the Participant icon from the Zoom Meeting Toolbar
- Select the three dots to view additional options
- Select ‘No one’
Disabling Participant Chat from Q&A
- Select Q&A from the Zoom Webinar toolbar
- Select the gear icon located in the upper right corner
- From the drop-down menu, select “answered questions only”
- Once selected, only panelist will be able to see comments written in the Q&A.