Creating the Safest Possible Public Meeting

It is important to consider where the invite link to the meeting is shared - how public the meeting is going to be. If it is open to anyone to join, it is difficult to completely protect your meeting from the "wrong" people joining and disturbing the meeting.

-

A Few Things to Have in Mind

• We recommend that you set a passcode to your meeting, but if the invite link is published publicly this has little effect.
• Using a waiting room is only effective if someone actually has the opportunity to monitor all participants. If you choose to use a waiting room, employees and students at LU - that have logged in correctly - will bypass the waiting room and enter the meeting directly unless your personal settings override this pre-set.
• Be at least two people assisting one another in the meeting - e.g. when one person is presenting something, the other can focus on detecting any disturbances.

---

Assign a Co-host

If you are the host of a meeting, you can give other participants more authority and functionalities in the meeting by assigning them the role "Co-host". Do like this when you have started the meeting:

Click on the button "Participants" in the meeting toolbar.

-

A new window opens showing a list of all participants in the meeting. Locate the participant you want to assign the role "Co-host" and do the following:

1. Hover the mouse over the name of the participant, and click on the option button (the symbol of three dots).

2. Select the alternative "Make Co-host" in the list that comes up.

3. The participant has now been assigned the role "Co-host", which is indicated to the right of the name in the list of participants.

-

---

More Settings and Functions

Security Settings before the Meeting Starts

Before you start your meeting, you can go to your personal settings Links to an external site. in LU Zoom and do the following:

• If you want to hide the participants’ profile pictures - activate the setting "Hide participant profile pictures in a meeting".
• Turn off virtual backgrounds for all participants - deactivate the setting "Virtual background".

Both of these functions have previously been used by unwelcomed guests to show inappropriate pictures in meetings.

-

In-meeting Security Functions

Down below you see a few of the security functions that you can apply once you have started your meeting. See more information about these functions on the page Security When Hosting a Meeting:

• When all participants that are expected to join have entered the meeting, click on "Lock Meeting" - by doing so no more participants can join the meeting.
• Turn off the screen sharing function for everyone except the host.
• Turn off the chat function for all participants in the meeting.
• Turn off the option for the participants to change their names.

-