Security Settings - Waiting Room and Passcode

Summary

Beginning in April, Zoom began to make changes to the security options available within their meetings. Part of the change included the creation of a new "security" settings category that allows a site admin and Zoom users to choose from either Waiting Room or Passcode to secure meetings. Beginning on 9/27/2020 every meeting in Zoom will be required to either have Waiting Room or Passcode enabled.

Topics included in this article:

  • Overview of Settings Hierarchy
  • Considerations of Waiting Room vs Passcode
  • Changing Security Settings for your Account
  • Changing Security Settings for your Meeting

Overview of Settings Hierarchy

Within Zoom there are three tiers of settings, Admin, User and Meeting. Admin settings control the default settings set for User settings, and User settings control the default settings for Meeting. Most settings in our system can be adjusted, with some exceptions of settings, that are "locked" by the admin.

Why does this matter? If you have set your Waiting Room in your User Settings menu of the web portal, but made the change after the creation of a Meeting, you will need to adjust your settings at the Meeting level as well. Also, the Personal Meeting room does not abide these User Defaults in the same way a randomly generated meeting room does, so if you use your Personal Meeting room for most of your meetings, you will have to adjust these separately from your User account settings.

Considerations of Waiting Room vs. Passcode

These settings can seem overwhelming, and below we go into full detail about each but before that we just wanted to make some simplified recommendations and considerations for deciding what is best for your use.

Waiting room verses Passcode:

Waiting room is the best option for most situations. We would recommend keeping your User Settings set as follows:

  • Waiting Room on
  • Waiting Room Options - Everyone

This will enable waiting room by default for your scheduled meetings that do not use your Personal Meeting room (currently the Personal Meeting room needs to be set separately but beginning on 9/27/2020 if it is set for your account it will be on for your PMI). You can also set the Waiting Room Options to "users not in your account." But consider:

  • Not all students authenticate into Zoom before logging into a meeting.
  • If you use Zoom for student meetings or other meetings that may have privacy concerns, that are booked back to back, you will want to change the Waiting Room Options to "Everyone".
  • If a participant arrives late you will have to monitor the Waiting Room notifications.

If any of the above considerations sound like they would cause issues for you as you manage your meeting, Passcode is likely a better option. When using Passcode we recommend:

  • Enabling Passcode.
  • Enabling Embed passcode in invite link for one-click join.

Changing Security Settings for your Account

  1. Log into Loyola's Zoom web portal (loyola.zoom.us).
  2. Locate the "Settings" link in the left navigation menu and click.
  3. Security settings are at the top of the Settings Screen. Below is an image that provides you with details about each setting and below the image there are more details on each setting and their impact/s to Zoom Meetings. Note, when a setting is "on" the toggle is blue, when the setting is "off" the toggle is grey.

All Zoom security settings.

  1. Waiting Room -- when turned on this will default all scheduled meetings to use the Waiting Room. This setting does not control your Personal Meeting room. This can be set separately by going to Settings > Personal Room > edit
  2. Waiting Room Options -- this appears when Waiting Room is turned on. It allows you to provide more granular options to who goes into the Waiting Room and who can go directly into the meeting.
    1. The second option, "Users not in your account" assumes that all Loyola Zoom participants will be logged in to access a Zoom meeting.
    2. The third option is inconsequential within Loyola's environment as we do not have any disallowed domains.
      Waiting room options menu, who should go in the waiting room? Everyone, users not in your account, users who are not in your account and not part of the allowed domains.
  3. Require Passcode when scheduling new meetings - when turned on this will default all scheduled meetings to use a Passcode. The Passcode can be viewed and changed in the Meeting settings (more information below in Meeting settings section).
  4. Require a passcode for instant meetings - instant meetings are those that you initiate as "meet now" from either the Zoom Web Portal or the Zoom Client. Because we have "Use Personal Meeting ID (PMI) when starting an instant meeting" forced "on" at the admin level, this setting can be ignored.
  5. Require a passcode for Personal Meeting ID (PMI) - when using your PMI this setting will require the use of Passcode. Waiting Room can be set for the PMI separately from the Meetings > Personal Room settings screen.
  6. Embed passcode in invite link for one-click join - when meeting URL is created this encrypts the passcode into the meeting URL, which allows participants one click access to meetings.
  7. Require passcode for participants joining by phone - when a user joins by phone because they are unable to use VOIP for some reason, this setting requires the user to type a passcode to join the meeting via phone. If the passcode is alphanumeric, the system will generate a numeric passcode for phone participants.
  8. Only authenticated users can join meetings - users wishing to join the meeting must be authenticated into the loyola.zoom.us Zoom domain. If you choose this setting it would be a good idea to provide users with instructions on how to properly access Loyola's Zoom environment.

Changing Security Settings for your Meeting

User level settings documented above inform meeting level settings, so if you have Waiting Room set as your preferred security measure, this will be the default when setting up Meetings, but you can also change the Meeting to passcode if that makes more sense for an individual instance.

When Scheduling a Meeting

The security setting is set when scheduling a meeting:

Options for meeting scheduling

When Using Your Personal Meeting Room

You adjust your Personal Meeting Room settings under the Meetings menu option, and then select the Personal Room tab, and edit at the bottom of this screen:

Personal room tab and edit button

 

Details

Article ID: 115536
Created
Thu 9/3/20 9:15 AM
Modified
Thu 9/24/20 5:29 PM