Zoom staff guide

1. Sign in to the Zoom portal.
2. Select Schedule a Meeting.
3. Provide a Topic for your meeting.
4. Choose the date and time and duration for your meeting.
5. Set a recurrence if required.

    

1. The Waiting Room enables you to control when users join the meeting and allows you to prepare the meeting without participants being present. This setting is on by default, but can be switched off.
   • If you have configured the waiting room in Settings so that users not in your account will go in the waiting room: 
     • Students and staff signing in with their @city.ac.uk credentials will be able to join the meeting and will bypass the waiting room.
     • Users joining with a personal account will be sent to the waiting room for you to admit.
   • If you want all participants to go into the waiting room, configure the waiting room from Settings so that Everyone is admitted to the waiting room.
2. If you have no externals joining your meeting and all your students have activated their @city.ac.uk Zoom accounts you can change the Require authentication to join to @city.ac.uk accounts only. This means that users joining with a personal Zoom account cannot enter the session or the waiting room. This is a great option to enhance the security of Zoom for teaching and learning events.
   • If you plan on changing the authentication setting to @city.ac.uk accounts only, alert your students that they must join the Zoom session with their university credentials.
3. Video defaults to off for Host and Participants. Do not change the Video default for Participant as students should be able to make a decision on whether they want to join with video.

1. Keep Mute participants upon entry checked to reduce noise at the start of a meeting. 
2. You have the option of pre-assigning students to breakout rooms by checking the Breakout Room pre-assign setting.
3. If you are worried about remembering to record the meeting, check to Record meeting automatically in the cloud. Once the recording is ready it will be emailed to you.
   • The only drawback to this option is that it will record the meeting from the very beginning as everyone is getting settled in.
   • You also have the option of recording a meeting when you are in the meeting room.

1. If you need a colleague to start the meeting on your behalf, enter their @city.ac.uk email address into the Alternative Hosts input field. They will become the host if they open the session. When the session organiser joins, they will automatically be promoted to host and the Alternative Host, who started the meeting, will be demoted to co-host.
   • You can only add @city.ac.uk users as Alternative Hosts. If you have a guest speaker who is going to host a session for you, you will need to join the meeting and promote them to the role of host at the start of the meeting.
2. If you need Alternative hosts to add or edit polls, check the box Allow alternative hosts to add or edit polls.

You can assign users to schedule meetings on your behalf. You can also schedule meetings on behalf of someone that has assigned you scheduling privilege. This might be necessary for course officers who are scheduling teaching sessions on behalf of lecturers. 

A user can only have two meetings active at a time, regardless of if they are actually present in the meetings or not. If you need more than two concurrent meetings to run you will need to use scheduling privileges.

1. Select Save to save your changes.