Many members will have had the unfortunate experience of unwelcome attendees at zoom meetings. Zoom is a complex product with many tools to assist managing this problem. These are some best practices used by meetings:
Always have a Host, by either logging into the zoom account or by using the host key. Ensure new Hosts are adequately aware of the tools a Host has access to:
- enable waiting room
- remove and report attendees
- lock the meeting
- screen share
- make other members co-hosts
Lock the order of attendees in Gallery View. Lock the order, preferably “Follow Host’s Video Order” then all other participant video tiles will remain in place until moved by the host. This makes it easier for the host/co-host to remove/report a participant. It stops attendees moving their video tile, in an attempt to elude removal and reporting .
Have at least one co-host so there is more than one member able to spot and act on any problematic behaviour. Co-hosts cannot access all host functions.
Suspend participant activities: Hosts and co-hosts can pause the meeting to remove and report an offending party and prevent further disruption. Click the Host Tools icon and select “Suspend Participant Activities
Activate the Authentication Required security setting: all attendees must sign into their zoom account. This is an extra deterrent to troublemakers, and makes it easier for Zoom to track attendees reported for misconduct. For those concerned with privacy, zoom already has a record of all attendees’ IPs (Internet Protocol address, which is the unique number assigned to a device).
Be a camera on meeting. Members can only turn cameras off by agreement of host/group.
Ask everyone to turn their cameras on, at least briefly, to confirm they are a legitimate member.
Enable Waiting Room. Allows screening of attendees. Hosts can turn on this feature or it can be turned on via the Zoom Account.
Stop attendees changing their on-screen name Some unwelcome attendees keep changing their name to make them harder to track. This feature can be on your meeting. Hosts can change attendees name when required.
Don’t display meeting zoom password on your meeting webpage. This involves screening new attendees. Contact the webmaster to arrange this.
Lock the meeting at some point, usually early in the meeting.
Intergroup has two Zoom Pro accounts used by 16 meetings. To enquire about using an Intergroup zoom Account for a meeting or more information on keeping zoom meetings safe contact the webmaster.