Zoom, Event Hosting for University of Illinois Attendees with Guest Speakers

This article describes recommendations on how to configure an event for University of Illinois Attendees with guest speakers.

Visit https://illinois.zoom.us and log in with your NetID and password to find the various settings in the instructions below.


Before Scheduling your event, check the following Zoom Settings:

Your meetings are passcode protected by default and can be edited if necessary. The passcode is encrypted and embedded in your meeting link. Please consider how and to whom you share your event's passcode.

Only Authenticated users can join with web client: ON

The setting "only authenticated users can join from web client" applies to ALL your previous, current and future scheduled events, without the need to re-edit individual or recurring events one by one.

Turn on the waiting room OR allow only authenticated users

NOTE: Guest speakers with an email address from a large public domain (@gmail.com, @yahoo.com, etc.)
If a guest speaker can only use an email address from a large public domain, we recommend following the Waiting Room settings below. In the Waiting Room Options, select "Users not in your account" instead. Before the event, manually allow the person from the waiting room to the meeting.

This image shows how to add an extra, external domain to your waiting room.


Additional Settings to consider

Scheduling Your Event

PLEASE DO NOT USE YOUR PERSONAL MEETING ID TO SCHEDULE A PUBLIC MEETING

Ensure you have: 

Using the recommendations above, your settings for the event should look something like this:


 

When inviting participants and promoting your event

PLEASE DO NOT SHARE THE LINK TO JOIN YOUR ZOOM MEETING ON SOCIAL MEDIA OR ANY OTHER PUBLICLY VIEWABLE LOCATION

Share the invitation either using a campus email service or by requiring registration. 

If you decided to use Zoom's registration tool, you can edit and manage registrants at the bottom of the specific meeting window, in your illinois.zoom.us profile.  

Learn how to manage and edit registration at: Zoom Support, Customizing registration options

For more information about how to protect the features within your meeting please visit our Zoom, Protecting your events article.