Ensuring Secure Virtual ZOOM Meetings

Ensuring Secure Virtual ZOOM Meetings

Important Guidelines & Recommendations

City of Greensboro Information Technology, Cyber Security

Zoom Best Practice Guide If you share your meeting link on social media or another public location, anyone with the link can join your meeting. If you share your meeting link on social media or other public platforms, anyone who sees the link will be able to join your meeting (unless you set a password for your meeting and share that privately with attendees). Here are some tips you can use to help when setting up a Zoom Meeting. 1. Avoid using your Personal Meeting ID (PMI) to host public events. Your PMI is essentially one continuous meeting, and people can pop in and out all the time. a. Learn about meeting IDs i. https://support.zoom.us/hc/en-us/articles/201362413-Scheduling meetings?zcid=1231 b. How to generate a random meeting ID. i. After logging in to your Zoom account, select Schedule A Meeting .

ii. In the Meeting ID section of the Meeting options, ensure Generate Automatically is selected.

Zoom Best Practice Guide

2. Require Registration or Authentication a. With this method, you would post the Zoom registration link publicly instead of the actual join link. You can then change the registration settings to include customized questions and even manually accept which of the registered users you want to gain access to the meeting before it ever begins. i. Read more about Zoom registration here. 1. https://support.zoom.us/hc/en-us/articles/211579443-Setting-up registration-for-a-meeting

3. Enable Passcode or Waiting Room a. Enable Passcode

i. Adding a passcode is one of the easiest ways to prevent uninvited users as many of them are randomly trying different numbers and may stumble across yours. Adding a passcode makes it so that everyone you directly invited has a direct link to your meeting, but anyone joining by typing in the meeting ID will also have to know and provide the meeting passcode. 1. Learn more about passcodes here

a. https://support.zoom.us/hc/en-us/articles/360033559832 Meeting-and-webinar-passcodes#h_08008f75-230f-4805 93e1-c76d836efd0e

b. Waiting Room

i. Enabling the waiting room adds a layer between users and your meeting that you can control. This option is best when you know whom you are expecting and can only allow users you recognize into your meeting. There are also more advanced controls you can set up for your account

to let certain users bypass your waiting room. 1. Learn more about the waiting room here

a. https://support.zoom.us/hc/en-us/articles/115000332726 Waiting-Room

Additional Notes - The CMO for Council Meetings and Work Sessions has a strict policy regarding who can join Zoom meetings. Participants are required to register prior to the meeting and are sent individual invites to the meeting. The invite is generated through the Zoom Admin Webpage. If a name/number is attempting to join a meeting that is not on the registration list for the event they are not allowed into the meeting. If a participant shares their Zoom link with someone and the same name attempts to join the meeting the duplicate name will not be allowed to join the meeting. - As mentioned above an additional security layer can be added within Zoom that when participants join the meeting are automatically muted and their video is disabled. The participant can only start their audio/video when the host requests them to.

Zoom Best Practice Guide

- If a Teams meeting is needed to go through the process of sending out meeting invites from the Zoom Admin Web Console please do not hesitate to let us know. - We have included additional screenshots below of the current settings the CMO is using for its Zoom Meetings.

Zoom Best Practice Guide

CMO Zoom Settings

Zoom Best Practice Guide

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Zoom Best Practice Guide

Zoom Best Practice Guide