Zoom Settings for Classes with Non-UIUC Guest Speakers

Covers best practices in how to set up a Zoom meeting for guest speakers who are not affiliated with UIUC or any of its campuses. Helpful for Zoom meetings or webinars with multiple speakers as well.

If you have a guest speaker without a U of I account attending your class, you will want to make sure your authentication settings allow them to join. There are two ways for users to authenticate: “Sign in with Zoom” and “Sign in with Illinois NetID and password.” This guide will walk you through both options, and how to ensure they are calibrated properly to allow a guest to join.

Sign in with Illinois NetID and Password

You can use this option if your guest is using a Zoom account associated with another institution’s domain name. This will allow only Illinois accounts and those of the institution you add to join your Zoom session. This is not recommended when the email associated with your guest’s Zoom account is a private email service like Gmail or Yahoo.

  1. Navigate to https://illinois.zoom.us/ and log in.

  2. Navigate to the section that says "Meetings."

    Screenshot of options on left side of screen with the 2nd option from the top, titled "Meetings," highlighted.

  3. Hover your mouse over the meeting you want, and select Edit to navigate to the meeting settings.

    Screenshot of hovering over a specific meeting and its corresponding Start/Edit/Delete buttons appearing. The Edit button is highlighted.

  4. Scroll down to the "Security" section. In your meeting settings, under the “Security” heading, you will see an option to “Require authentication to join." Select the check box next to this, and a drop-down menu will appear.

    Screenshot of the Security section with the "Require to autenticate to join" box checked and the associated drop-down menu present.

  5. Select the drop-down menu, then click Sign in with Illinois NetID and password.

    Screenshot of the drop-down menu with "Sign in with Illinois NetID and password" selected and highlighted.

  6. Click Edit next to the list of domain names that appears under the drop-down menu.

    Screenshot of selecting the "Edit" button that follows the list of authorized domain names in the Zoom meetings you create.

  7. In the text box, add a comma, a space, then your guest’s email domain name with the following format: “*.example.edu”.

    Screenshot of the text box in which you will enter the domain names. The save button, located below the text box, should be clicked afterward..
  8. Click Save at the bottom of the page. This is the most secure option, since only Zoom accounts associated with the listed domain names can join your Zoom session.

Sign in to Zoom

Use this option when your guest is using a Zoom account associated with a private email service. If you use this option, it is recommended that you enable a waiting room to improve security.

  1. Follow Steps 1-4 under "Sign in with Illinois NetID and Password" above.

  2. In the drop-down menu, select Sign in to Zoom, then click Save at the bottom of the page. This will allow anyone with a Zoom account who has the link to access the meeting room.

Image shows what sign in to Zoom authentication setting looks like


Keywords:
zoom, guest speaker, settings, meetings, "net id", email, 
Doc ID:
126699
Owned by:
iSchool U. in School of Information Sciences
Created:
2023-03-17
Updated:
2024-06-12
Sites:
University of Illinois School of Information Sciences
Clean URL:
https://answers.uillinois.edu/zoom-settings-for-classes-with-non-uiuc-guest-speakers