Zoom staff guide

Changes you apply to your Zoom settings will apply to all future meetings that you organise. It is worth taking the time to get these right. These settings are managed from the Zoom portal.

To access the Meeting and Recording options, select Settings from the the left-hand navigation.

Select Meeting and review the following settings:

• Waiting room: Consider if you want to configure this setting so users not in your account will go in the waiting room. This ensures that you have to admit any users joining using a personal account. City staff and students get admitted straight away to the meeting and bypass the waiting room. This is useful if  want to ensure that you check the identify of external users before admitting them.
• Embed passcode in invite link for one-click join: The passcode will be encrypted and included in the invite link to allow participants to join with just one click without having to enter the passcode. We still recommend sharing the passcode as students may try to join with the meeting ID and passcode via the app.
• Co-host: Enable
• Polling: Enable
• Auto-save chat: Enable
• Enable closed captioning & Enable live transcription service: The provides the option for you to enable Live transcription in a meeting.
• Non verbal feedback: Enable
• Virtual background: Enable
• Annotation: If you don’t have this setting enabled in your meeting settings, you can’t use annotation during a session. (You can switch this on and off during the meeting from the security settings).  If you are not using the annotation activity in your meetings and you are worried that you might forget to switch off annotation then don’t enable annotation for your meetings. 
• Schedule Privilege: You can assign users to schedule meetings on your behalf. This might be necessary for lecturers if course officers are scheduling teaching sessions on their behalf.
• In Recording settings uncheck Display participants' names in the recording.

Select Recording to review your Recording settings. Uncheck the following option under Recording:

• Display participants names in the recording & save

We recommend enabling the following Recording settings:

• Record active speaker with shared screen 
• Audio transcript & save
• Save chat message from the meeting & save 

You might find other settings useful for your live online teaching sessions and you can enable and disable these settings to meet your requirements.