Zoom staff guide

To ensure security during Zoom meetings (for teaching and learning activities) you can restrict meetings to City users only. However, you may have a guest speaker who needs to join your meeting but they won't have a City account. This guide provides instructions on changing Zoom's settings so you can ensure you have a secure online teaching session while also allowing your guest speaker to join.

The settings described below mean that your guest speaker and any students who log in with personal Zoom accounts will go the Waiting Room and will need to be admitted by the meeting's Host or Co-Host. The guest speaker can be admitted from the Waiting Room and the Host can send a message to students in the Waiting Room asking them to login with their City credentials to access the meeting directly.

You will first need to change your Waiting Room settings via Zoom's browser-based Portal.

1. Login to City’s Zoom Portal, found at https://city-ac-uk.zoom.us/
2. Select Settings from the menu on the left.
3. Scroll down and ensure Waiting Room is toggled to On.
4. Select Edit Options and an overlay will open. 
5. For the setting Who should go in the waiting room?
   • Select Users not in your account.
6. For the setting: Who can admit participants from the waiting room?
   • Select Hosts & Co-hosts only.
7. Select Continue
8. Move onto the instructions in the next section to complete the secure meeting set up.

Via Zoom's browser-based portal, select the blue Schedule a Meeting button in the top right corner of the screen. When the new page loads, you need to pay particular attention to the Security settings.

1. Input your meeting details.
2. Under Security, ensure Waiting Room is checked
   • If you enabled the Waiting Room via the Settings menu (see previous step in this guide), your guest speaker and any students who login with personal Zoom accounts will go the Waiting Room and will need to be admitted by a City Host or Co-Host.
   • The City Host or Co-Host can admit the guest speaker and can send a message to any students in the Waiting Room to sign in with their City credentials to access the meeting.
3. Set the Require authentication to join setting to Sign in to Zoom.

   

4. Complete your meeting settings and select Save.

If the external presenter reports that they are receiving an error Please log in with a commercial Zoom account to join displays, don't worry! Ask them to login with their basic Zoom account to join the meeting