Zoom Pre-Meeting Settings: Step-by-Step Instructions
When creating your Zoom meeting in the Zoom web portal, following each of these steps and settings will ensure maximum security.
Require Attendees to Register
Requiring attendees to register adds an additional level of security, especially for larger meetings or those where many participants are external (non-Stevens) attendees.
Step 1: When creating your Zoom meeting, select the Required checkbox next to Registration
Attendees will be required to register with their e-mail, name, and any other information you select.
Step 2: After you schedule the meeting, you can customize your registration options in the Registration Options at the bottom of the Zoom meeting page.
Step 3: As the host, you can view and manage registrants before the Zoom meeting starts to ensure unwanted guests are not allowed in. Select the Edit button next to Manage Registrants to manage registrants before the start of the meeting.
Step 4: For added security, select the Edit button next to Registration Options and select Manually Approve to approve or deny registrants.
Step 5: For added security, deselect Show social share buttons in the Registration Options.
Step 6: Select Save All to save your Registration settings.
Do Not Use Your Personal Meeting ID
When creating your Zoom meeting, select Generated ID next to Meeting ID.
Note: Your Personal Meeting ID is a permanent virtual meeting room reserved for you. Use this meeting room only with people you trust and meet with regularly, Never use the Personal Meeting ID for scheduled meetings with a wider audience, because once someone has your PMI, they are able to enter your Personal Meeting room anytime.
Require a Passcode to Join the Meeting
To add a passcode to your meeting, select the checkbox next to Passcode and enter the passcode you would like users to use to join the meeting. Please create a passcode that cannot be guessed easily, such as 12345 or Stevens.
Only users who have the passcode will be able to join the meeting.
Please see the Knowledge Base article about adding a waiting room or password to your Zoom meeting for more information.
Turn on the Waiting Room
To add a waiting room to your meeting, under Security, select the checkbox next to Waiting Room
Once the meeting starts, all attendees will be placed in the waiting room until you as the host admit them to the main Zoom meeting room.
Please see the Knowledge Base article about adding a waiting room or password to your Zoom meeting for more information.
Restrict Attendees to those with a Stevens Email Address
If only a limited number of external (non-Stevens) attendees are invited to join the meeting, select Require authentication to join under Security.
Only attendees who join the session using an @stevens.edu email address will be admitted to the meeting. To add non-Stevens attendees, use Add under Authentication Exception.
IMPORTANT NOTE: Attendees must be signed into their Stevens Zoom account in order to join a meeting in which Require authentication to join is selected. We recommend sharing these instructions with attendees before the meeting to ensure that they know how to proceed if they see a This meeting is for authorized attendees only pop-up window when they try to join the meeting.
Do Not Allow Participants to Join the Meeting Anytime
When creating the Zoom meeting, do not select Allow participants to join anytime
Attendees will not be able to join the meeting until a host or alternative hosts starts the meeting.
Mute Participants Upon Entry
When creating your Zoom meeting, select Mute participants upon entry under Meeting Options.
Designate Alternative Host(s) to Help You Manage Participants
Enter the email address(es) of any users who have a Stevens Zoom license to make them alternative host(s).
Alternative host(s) are users who share most of the controls that hosts have and will be able to help you manage participants during the Zoom meeting. They can also start the Zoom meeting on your behalf. Once the meeting starts, alternative host(s) become co-host(s).
Alternative host(s) will receive an invitation email to join your meeting as alternative host(s).
Avoid Posting the Zoom Meeting Link on Public Websites
Avoid posting the Zoom invite on public websites at all costs. If you want to have the Zoom session accessible from a link on the internet, always hyperlink text to the Zoom meeting. For example, instead of posting the Zoom URL, you can instead post "Enter the Zoom meeting by clicking on this link" and hyperlink the words this link.
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