Zoom is a powerful online service offered by UCB and supported by Haas TS, Berkeley Telecom and Zoom.us. When using Berkeley Zoom Services, please exercise the same care you would when hosting a comparable in-person gathering.
For more information on using Zoom Pro at Berkeley Haas, please go to http://technologysolutions.haas.berkeley.edu/howdoi/mediaservices.html
and click on Zoom.
Always be mindful of how you log in. For best results, log in at the Berkeley Zoom web portal https://berkeley.zoom.us/signin to start sessions for which you are the host. DO NOT start your sessions by clicking on the link in the invitation, that is intended for Participants only. If you enter your meeting via that method – even if you’re already signed in on the meeting app, even if you are logged into bConnected, even if you have the option set to Enable Join Before Host – you risk not having any Host controls over your own meeting, at a minimum.
When using an SPA (group) account, be EXTRA mindful of how you log in. First and foremost, open an Incognito window in Chrome to avoid logging into the wrong account. Read Google’s instructions on Incognito windows here: https://support.google.com/chrome/answer/95464?co=GENIE.Platform%3DDesktop&hl=en
Read Berkeley’s very useful and important instructions for proper SPA login here: https://calnetweb.berkeley.edu/calnet-departments/special-purpose-accounts-spa/log-spa
After you log in, on the Profile tab verify that the User Type is “Pro.” If it says “Basic” this means there may be a login issue with your account or you missed a step above, and you risk not having any Host controls over your own meeting, and a time limit of 40 minutes on your meeting. If your User Type says Basic and you believe it should be Pro, contact TS at email@example.com right away.
Avoid using the Zoom Scheduler Chrome Extension and/or Gmail Add-On for Zoom. Because of the way Berkeley Zoom authenticates, email sub-domains, etc. we’ve found these tools to have inconsistent results, potentially resulting in improper sign in to your account, 40-minute meeting limits, no Host controls over your own meeting, even inability to access your own scheduled meeting.
Meeting vs Webinar
“Webinar” has become an overly ubiquitous term and is often used incorrectly. In this context, it is a specific type of online session with generally a one-directional information flow, from the Host/Panelists to the Participants. For example, only the Host and designated Panelists have rights to share resources such as microphone, camera, screen or whiteboard. Attendee participation, on the other hand, is limited to features such as Q&A, Chat, Polls, Hand-Raise and Feedback, if enabled in your meeting settings.
In contrast, a Zoom “Meeting” by design is a more collaborative space. Participants attending can share the microphone, camera, and screen, and optionally can annotate on someone else’s screen share, etc.
Both meetings and webinars have their own beneficial features, but they are separate tools. Consider your desired goals and end-user experience when choosing the right tool for the job.
Note that Zoom Webinar is an additional upgrade to the standard Zoom Pro service, and generally appropriate only for promotional or informational online events. Consider your intended audience, if it includes unknown members of the public consider using a Webinar, or follow the further steps below to secure your meeting.
If unsure which tool is best for your next online session, contact TS firstname.lastname@example.org.
Other steps and settings to secure control of your Zoom Meeting
- Don’t use your Personal Meeting ID for scheduled meetings. See more info here: https://support.zoom.us/hc/en-us/articles/203276937-Using-Personal-Meeting-ID-PMI-
- Know who is attending your sessions, use the Registration options (especially when inviting the public). See more info here: https://support.zoom.us/hc/en-us/articles/211579443-Registration-for-Meetings
- Review your settings
- My Meeting Settings: Made by logging into the web portal. Changes made will not be reflected if a meeting is in progress, but only once a meeting starts after changes are made. See below for our recommended settings for more secure meetings:
- In Meeting (Basic)
- End to End Encryption: On
- Auto Saving Chats: On
- File Transfer: Off
- Co-host: On; allows a colleague to help manage the session
- Allow host to put attendee on hold: On
- Always show meeting control toolbar: On
- Annotation: Off; so attendees cannot write on your screen share
- Whiteboard: Off; so attendees cannot share a whiteboard
- Remote control: Off
- Learn more about settings: https://support.zoom.us/hc/en-us/articles/115005756143-My-Meeting-Settings
- Desktop App Settings: Made inside the Zoom app.
- Manage Participants during a session
- Basic muting: In the Participants panel, next to a Participant’s name, you can turn off their microphone and camera. Keep in mind however the Participant can still turn those features back on again.
- Mouse over the Participant’s name in Participant list
- Click Mute to temporarily turn off their mic
- Click More to see other participant control options:
- Stop Video, to turn off their video
- Put On Hold, to block them from the meeting until you manually Take Off Hold
- Remove, to take them out of the meeting, after which they cannot rejoin
- At the bottom of Participants panel, click the More drop-down
- You can choose to automatically Mute Participants upon entry
- They can unmute themselves with this option unless you…
- Uncheck the option to Allow participants to unmute themselves
- You may also Lock the meeting, to prevent anyone else from entering
- Manage Content Sharing during a session
- On the Meeting Toolbar, click the up arrow to the right of the Share button
- Choose either One Participant Can Share At A Time (recommended), or Multiple Participants Can Share Simultaneously
- Click Advanced Sharing Options: Who Can Share?
- Select Only Host if you do not want anyone else to share content during the meeting
- Take the training
- Contact Haas TS with any questions or concerns at email@example.com