Creating Secure Meeting Spaces with External Participants

If you want to create a secure meeting with external participants, participants that are not students or employees at Lund University with LUCAT-id, you can secure the meeting using a passcode.

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Create a Meeting with Passcode

Go to https://lu-se.zoom.us/ Links to an external site. and log in by clicking on "Sign in".

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When you have logged in, do the following:

1. Click on "Meetings" in the left menu.

2. Thereafter you click on "Schedule a meeting".

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Set a Passcode

Follow these instructions to set a passcode on your meeting:

1. Scroll down to the section "Security".

2. Check the box "Passcode".

3. A number is randomly generated. This number is the passcode.

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Fill out the remaining information as you do when scheduling a regular meeting, and you can read more about how to do this on the page Creating Meetings and Inviting Participants. Save your meeting!

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Find Meeting Information

When you save your meeting, an overview page is created which contains meeting information that can be used to invite participants to your meeting. Approximately in the middle of the page you find:

1. The section "Invite Link".

2. This is the invite link with the embedded passcode that you can copy and share with your participants.

3. "Copy Invitation" - here you find the invitation in its entirety with the original address and passcode.

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Sharing the Invitation and Participating in the Meeting

Sharing the Invite Link with Embedded Passcode

Embedded passcode - what does that mean? You can share the invite link with the embedded passcode directly with your participants. By doing so, the participants can join the meeting directly by clicking on the link and do not have to type in the passcode separately. You might wonder what the whole point is with having a passcode? The embedded passcode prevents internet trolls that use random number generators from finding the correct number and hacking the meeting.

IT IS IMPORTANT to be aware of how you share the link!

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If Your Participants Join via the Zoom Client

Your participants can also join your meeting via the Zoom client by using the Meeting ID and passcode. You can always share the meeting ID and passcode by clicking on "Copy Invitation" (3 - in the picture above). A new window with detailed information opens. Here you find:

1. The invite link with the embedded passcode, but it is

2. Meeting ID and passcode that the participants need to join the meeting.

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The Participants - Joining the Meeting via the Zoom Client Using a Passcode

In order to join the meeting, the participant needs to start the Zoom client and click on the button "Join".

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A new window opens, and the participant does the following:

1. Type the meeting ID in this area.

2. Click on the button "Join".

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If the meeting is secured with a passcode, you type the passcode in the window that opens (1) and then click on the button "Join Meeting" (2).

 

End-to-end encryption for additional protection in sensitive meetings

1. Enable end-to-end encryption
Sign in to Zoom https://lu-se.zoom.us/ Links to an external site.
In the navigation panel, click Settings.
Click the Meeting tab.
Under Security, enable end-to-end encryption.

End-to-end encryption limits your functions in Zoom for security reasons. Don't forget to deactivate end-to-end encryption after your meeting for full functionality in Zoom.

2. How to use end-to-end encryption for meetings
You create and connect to meetings just as you normally would.
Once you’ve joined the meeting, check for the green shield icon  in the upper left corner of the meeting window.
The meeting host can also read the security code aloud and the participants can verify that their codes match.

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Read more about how to join a Zoom meeting on the page Participating in Meetings.

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