When setting up a Zoom meeting, it’s important to take care of security measures to protect the meeting from attendees who can, for example, share their screen and show inappropriate content or disturb the meeting with unwanted noises.
Always make sure to publish Zoom meeting link to trusted sources. Zoom meeting links should not be posted on social media. If the meeting is expected to be a public event, it is MANDATORY to use a registration form that can be turned on when creating a Zoom link. Once you’ve created an event, you can post a registration link instead of your usual Zoom link, where a Zoom link will be sent to the specified email when a participant signs up.
Security measures that may be activated before and during the meeting:
Pre-meeting security measures
1. For each meeting where participants outside Riga Stradiņš University participate, open the registration, thus you obtain the names and e-mail addresses of all participants, which may later be useful if it is necessary to identify a disadvantage.
2. Turn on the waiting room, or Waiting room, so you can control which people are in the meeting.
3. Note that the waiting room has to be monitored all the time and participants have to be allowed into the main meeting
4. It is also possible to add additional information – meeting guidelines, rules or other useful information – to the waiting room.
5. If you have accepted a participant from the waiting room to the main meeting, it is possible to redirect the participant back to the waiting room if necessary.
6. If the number of participants in the meeting is expected to exceed 300, it is necessary to contact RSU IT Service Center in order to establish another type of meeting (Large meeting or Webinar) in which a larger number of participants may participate. This option must be logged in before creating an event link!
7. If more than 50 participants are planned for the event and it is public, then the organiser needs to provide a moderator to monitor the progress of the meeting and the activities of the participants.
Security measures during the meeting
Even if you haven’t activated security measures before the meeting, you can also do so during the meeting.
1. During the meeting, you can activate the waiting room (Waiting room), thus avoiding the possibility of anyone connecting to the meeting.
2. Lock up the meeting (Lock meeting) – When all attendees arrive, lock the meeting, ensuring that no one will be able to connect to the meeting again.
3. If necessary, clicking “Security” on the toolbar can limit the following participant actions - chat room, microphone activation, screen sharing, and abstracts, so that participants in the meeting will not be able to activate any of these actions themselves.
4. Similarly, if you need to stop unwanted actions with a single mouse click, click “Suspend participant activities” and Zoom itself will deactivate all possible actions by participants.