Category: Zoom

• About Large Meetings
• Requesting a Large Meeting License
• Large Meeting Features
  • Host Controls & Participant Management in a Large Meeting
  • Large Meeting Registration & Scheduling
  • Large Meeting Branding, Emails, & Streaming
  • Large Meeting Reporting
• Large Meeting Best Practices
• Large Meeting FAQ

About Large Meeting

Large Meetings are your standard Zoom meetings, where everyone meets with video, audio, screen sharing, and a plethora of collaboration features, but on a larger scale. Regular Zoom meetings can have up to 300 video participants, where the Large Meeting license allows for an expanded capacity of up to 500 or 1,000 participants per meeting (based on license size). When would you want to host a Large Meeting over a Webinar? A Large Meeting is recommended when you want to provide your participants with a more collaborative and collective virtual experience, allowing them to interact with not only the hosts, but also other participants. Video Breakout Rooms also make Large Meetings ideal for teaching and training.

For any outlying questions regarding Large Meetings, please see Zoom’s Meeting Page.

Requesting a Large Meeting License

To add a Large Meeting license to your account, you can request the add-on through the IT Services Catalog.

1. Select Zoom Large Meeting Add-on from the drop down menu.

   

2. Select the Large Meeting Audience Size.
   

3. Select the Large Meeting Host Type.
   • Select User for JHED-authenticated, individual user accounts.
   • Select Service Account for shared/service accounts.
     

4. Enter the JHED ID of the Large Meeting host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
   

5. For the Large Meeting[500] license, please proceed to Step #7.
6. For the Large Meeting[1,000] licenses, you will need to enter additional information about the event and the duration of time which you will need the license for.
   • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
     
     Unavailable Webinar Dates

     For the Large Meeting[1,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the large meeting licenses for the specified capacity have been already reserved for that date:
     
     
   • You will also have the option to keep a reduced capacity Large Meeting license, Large Meeting[500], on the account once the event has concluded if you wish to do so. This access is Ongoing.
     

7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
   

8. Click Order Now once you are complete.

To view Large Meeting license pricing, please see our product brochure in ServiceNow.

To cancel a Large Meeting add-on or change a cost center, please visit the Zoom Resource Management Portal.

Large Meeting Features

300+ participants all talking and sharing sounds a bit unwieldy at first, but there are tools available to help manage such a large sized group.

You can find most of these features by clicking Manage Participants at the bottom of your Zoom meeting window:

• Designate a Co-Host (To Help Manage the Event)
• Mute/Unmute Individual or All Participants
• Turn Off Participant Video
• Remove Participants, Locking Meeting & More Security Settings
• Polling
• Breakout Rooms
• In-Meeting Chat

Host Controls & Participant Management in a Large Meeting

There are multiple roles available for a Large Meeting: host, co-host, alternative host, and participant. The role that you have in the Large Meeting will be designated by the host.

The host is the user that scheduled the meeting. They have full permissions to manage the meeting. There can only be one host of a meeting.

Co-Hosts share most of the controls that hosts have, allowing the co-host to manage the administrative side of the meeting, such as managing participants. The host must assign a co-host during the meeting. Co-hosts cannot start a meeting. If a host needs someone else to start the meeting, they can assign an alternative host.

Alternative hosts share the same controls as co-hosts, but can also start the meeting. Hosts can assign alternative hosts when they schedule a meeting.

Participants can share their video, screen, and audio. Learn about managing participants in a meeting by visiting the Managing Participants in a Meeting page.

Large Meeting Registration & Scheduling

Large Meetings can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Large Meeting with registration will allow participants register with their e-mail, name, other questions, and custom questions, allowing you to capture more information about your participants.

You can customize the registration for Large Meetings through an array of registration options and branding.

Scheduling a Large Meeting without registration will allow participants to join without needing to sign up in advance. Participants will be required to enter their name and email address upon joining.

Zoom also allows you to schedule recurring Large Meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. You can also set a recurring meeting to be used at any time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started.

Large Meeting Branding, Emails, & Streaming

You can customize your Large Meeting registration page with a banner, logo, and event description. Users can customize these settings when you schedule a Large Meeting that requires registration.

If configured, you can live stream a Large Meeting to a custom platform. If you configure this before the Large Meeting, you can begin streaming with one click after your Large Meeting begins.

Large Meeting Reporting

Large Meeting Reports allows users to generate different metrics and information reports including:

• Registration: Displays a list of registrants and their registration details.
• Polling: Displays each participant’s poll result.
• Usage: Provides meetings, participant information, participant counts, and meeting minutes within a specified time range.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Large Meeting Reporting.

Large Meeting Best Practices

See the Large Meeting Best Practices and Resources for great tips and tricks to set up and run your Large Meeting with ease.

Large Meeting FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Large Meeting feature.

• Requesting TA Cloud Recording Access
• Managing Cloud Recording Access
• Cloud Recording Guide for Students
• Cloud Recording FAQ

Requesting TA Cloud Recording Access

Before you can begin using the Zoom Student Cloud Recording Request form, please contact your divisional Zoom support team so they can request form access for you. Once you have been granted access, please complete the following:

1. Access the form by visiting Zoom Student Cloud Recording Request
2. Enter the JHED IDs of the students you are requesting Cloud Recording access for. You can enter up to ten users at a time.
3. Select the division requesting access for the student from the Sponsoring Division drop-down menu.
4. Enter the Access Start Date and Access End Date for Cloud Recording. Click the calendar icon to open a date selector.



5. Once you have populated all fields, click Order Now on the right side of the screen. You as well as the student will receive an email from the IT Service Desk with confirmation.

Managing Cloud Recording Access

All changes and updates needed for Cloud Recording access will be made using the Zoom Student Cloud Recording Management Portal. In the portal, you are able to:

• Revoke Cloud Recording access
• Edit access start and end dates
• Update a user’s sponsoring division

You are also able to filter the Management Portal results table by the Student’s JHED ID, Sponsoring Division, or the JHED ID of the Requestor.

Please see below for Management Portal table column definitions/explanations.

– IMPORTANT: You must click the blue Save Changes button at the top of the portal for all changes to applied. Any changes made will trigger an email notification both to you and the student that you modified.

– Please Note: Student cloud recordings will continue to remain in the Blue Jays Student instance once their access has expired. However, if the student needs to view or download the recordings after access expiration, the school/division will need to re-provision access to the student.

Cloud Recording Guide for Students

Support documentation for using Cloud Recording as a student is available. Please visit Guide to Cloud Recording for Students.

Cloud Recording FAQ

Please refer to our Cloud Recording for Students FAQ.

• Requesting Access
• Using Cloud Recording
• Accessing the Cloud Recordings
• When Cloud Recording Access Expires
• Uploading Cloud Recordings to Panopto
• FAQ for Students

Requesting Access

Please refer to the table below for the appropriate divisional contact to request Cloud Recording access. If you are a TA, please first contact your instructor. In your request, you should include your name, role within the division, and reason for needing Cloud Recording access. A staff member within the division will then contact you stating that you have been granted or denied access.

Using Cloud Recording

1. If you have been granted access to use Cloud Recording, this setting will automatically be enabled in your Recording settings. To confirm that the feature is available to you, please complete the following:
   • • To ensure that the changes are properly reflected in your account, please first logout of your Zoom account.
     • Then, login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
     • Navigate to Settings > Recording > Cloud Recording. You should see that Cloud Recording is toggled on.

   
   – Please Note: If you are supposed to have Cloud Recording access and the feature is not toggled on for your account, please contact [email protected].

2. To Cloud Record a meeting, complete the following:
   • • Start your meeting (as the host).
     • Click the Record button from your Zoom In-meeting controls and settings. Then select Record to the Cloud.

   

   • • Click Continue on the Record this meeting to the cloud? pop-up screen.

   

   • • When Cloud Recording is active, you will see a status icon in the top left corner of your screen.

   

   • • You can Pause or Stop the recording at anytime using the stop and pause buttons in the meeting controls.

   

   • Cloud Recording will automatically stop if you end the meeting.

You can also visit Zoom’s support site for more on how to use Cloud Recording.

Accessing the Cloud Recordings

1. 1. Login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
   2. Navigate to Recordings > Cloud Recordings to see a list of all cloud recordings. Note: Zoom will send you an email once the recording becomes available.

1. 1. Click the recording’s blue topic hyperlink. From here, you can…
      • • Watch the recording.
        • Download the recording and other related files.
        • Rename the recording.
        • Share the recording.
        • View the recording’s audio transcript.

      

– Please Note: Cloud Recordings are automatically deleted after 180 days. You will need to download them locally before they are automatically deleted if you wish to retain a copy. Zoom will send you a reminder email before the deletion occurs.

When Cloud Recording Access Expires

Cloud Recording access will automatically expire based on the access end date set by your school/division. Before your access ends, you should download all of your recordings locally to your machine. See below for instructions on uploading the recordings to Panopto.

– Please Note: Your cloud recordings will continue to remain in the Blue Jays Student instance once your access has expired. However, if you need to view or download the recordings after access expiration, you will need to re-request access from your school/division.

Uploading Cloud Recordings to Panopto

To upload your cloud recordings to Panopto, follow the CER’s guide, Using Panopto for Zoom Recordings.

For any questions regarding Panopto, contact the CER directly.

FAQ for Students

Please refer to our Cloud Recording FAQs.

Zoom’s Automated Captioning feature (also known as Live Transcription) automatically transcribes the audio and speech from a Zoom meeting or webinar to text for participants to view during the session. If this feature is enabled on the host’s Zoom account, meeting/webinar participants can choose whether they wish to view the captions in the session.

• Enabling/Disabling Automated Captions in User Settings
• HIPAA Guidelines for JHM/JHUSON Users
• Using Automated Captions
• Typed Closed Captioning
• FAQ for Automated Captions

Enabling/Disabling Automated Captions in User Settings

1. Login to Zoom at the web.
• From the desktop client, click the Settings icon > General > View More Settings, which will re-direct you to the web.



2. Navigate to Settings > Meeting > In Meeting (Advanced).

   

3. Scroll to Automated captions.
   • Enable Automated captions by clicking the toggle so it is marked Blue. To disable Automated captions, click the toggle again until it is marked Gray.
   • Review and enable the additional options below Automated Captions as necessary. 

   

4. To save a copy of transcript as the host (without recording the session) or as a participant, enable Save Captions.

   

   – Please Note: If this setting is enabled, participants will also have the ability to save a copy of the transcript. This setting enables the saving functionality for both the host and participants.

HIPAA Guidelines for JHM/JHUSON Users

While you do have access to utilize the Automated Captions feature, there are a few restrictions to ensure HIPAA-compliance.

The Save Captions setting will be disabled and locked by admin to ensure that meeting participants cannot save their own copy of the transcript:

– Please Note: If you are recording the session locally (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

Using Automated Captions

1. Start your Zoom meeting or webinar.
2. Click Show Captions from your Zoom toolbar at the bottom of the screen.



3. With the automated captions enabled and running, you will see captions displayed as subtitles on the bottom of your screen.

   – Please Note: If you are recording the session locally, subtitles will not be included. If you are recording to the Cloud, subtitles will be included when viewing the recording at the web, but not with the downloaded recording.
   

   • To adjust the look and feel of the subtitles/captions, click the caret (^) above Hide Captions and select Caption settings.
     
4. To view the full transcript, click the caret (^) above Hide Captions and select View Full Transcript.

   

5. To save a copy of the transcript without recording the session, you will need the Save Captions setting enabled above.
   • Click Save Transcript at the bottom of the transcript window.

   
   – Please Note: If you are recording the session (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

6. To stop viewing the subtitles/captions, click the Hide Captions button.
   

– Please Note: You will only see the transcript from the point in which you joined the Zoom meeting or webinar and will not be able to see any prior transcription or captions.

Typed Closed Captioning

In addition to Automated Captions, Zoom also offers the ability for the host to assign a designated “closed captioner”. This meeting attendee is then responsible for manually typing/entering the captions as the session progresses. For more details, please visit Zoom’s Managing and viewing closed captioning page.

Please note the following:

• When using both Automated Captions and manually-entered closed captions while recording locally, the transcript will include both in the same file.
• When recording to the Cloud with manually-entered closed captions, these will be displayed as subtitles when viewing the recording from the web, but will not be included with the downloaded recording.

FAQ for Automated Captions

Please visit our Zoom FAQ page.

Installing the Add-in

See Zoom’s Outlook add-in documentation for how to install the add-in. Scroll down to the Outlook 2013 or 2016 (desktop app) section. This section also includes instructions on how to schedule a meeting and how to view or edit your meetings.

Logging in

To sign in, click the Sign in with SSO button. Then enter “jh” for the company domain, and click the Continue button.

Need to take your interviews online? Try using Zoom!

The following options outline how to transition in-person interview days/weeks into an online format. This is from the perspective of the interview coordinator. Please review the following to find out what format may best suit your needs.

• Prerequisites
• Pros & Cons
• Set Up Steps
• Recorded Training

Prerequisites

• Each interviewer and coordinator user MUST have a Licensed Account
• JHED-based accounts (suggested method) can be provisioned through the IT Services Catalog!
• Service Accounts can be requested by emailing the JH Zoom Team.
• Scheduling Privileges:
  • The coordinator should use the Delegated Scheduling through Zoom to coordinate the meeting for all of the interviewers.
  • Email instructions for interviewers to assign the coordinator scheduling privileges.
• If you have multiple interviewers per room, make one the host, and the other(s) Alternative Host(s) on that meeting, just in case the main host is not available.

Pros & Cons

Set Up Steps

Step 1: Map out your interview day, EVERY aspect.

Organize every aspect using a spreadsheet. This should include breaks, discussion time, group activities, and any opening/closing sessions. Here’s a sample!

Step 2: Create the Meetings

Step 3: Send out meeting info.

Set your both your Interviewers & Candidates up for success:

• Send emails to each candidate with their personalized schedule and the Meeting ID(s) they’ll need to join. Sample itinerary for candidates.
• Send emails to each interviewer with the Meeting ID accompanied by the schedule with when they meet each candidate. Sample email for interviewers. Include login instructions, and reminders of how to manage the Waiting Room (if you go with Option 2). Sample itinerary for interviewers.

Step 4: Practice makes perfect!

Set up a few practice sessions with your team, and have enough participants to make it seem “realistic”.

At the very least, if you cannot find a time to practice that works for all the the interviewers, ensure the interviews know how to log in, get to their meeting, and can operate the Waiting Room (if you go with Option 2).

Step 5: Execute with ease.

With enough practice, the event should go off without any issues.

Recorded Training

You can review the recorded training at your convenience.

Have any questions? Reach out to your JH Zoom Team.

The Virtual Desktop (VDI), also known as Hopkins MyCloud, is a virtual desktop (Citrix) thin-client implementation that lets you access pre-installed JH software from your Mac or PC. Zoom, one of the installed applications, offers similar features and functionality when compared to both the desktop and web clients.

• Accessing Zoom Application in MyCloud
• Logging into Zoom VDI
• Audio and Video Setup
  • Windows
    • Allowing Citrix Receiver to Access your Local Devices (Windows)
    • Configuring Audio and Microphones from Windows Home Screen
    • Configuring Audio and Microphone from Zoom Settings
  • Mac OS X
    • Allowing Citrix Receiver to Access your Local Devices (Mac)
• Limitations
• Still Need Help?

Accessing Zoom Application in MyCloud

1. 1. For getting started with the MyCloud Desktop, please refer to the IT Services documentation on Getting connected to Hopkins MyCloud Desktop.
   2. Once you have logged into the virtual desktop, click the Hopkins Applications folder.

1. Then select Zoom VDI.

Logging into Zoom VDI

1. 1. Once the Zoom VDI has opened, you will need to sign into your account. Click Sign In.

1. 1. Then select Sign In with SSO.

1. Enter jh for the company domain (no quotes, spaces, etc.) and click Continue.
   
2. A new web browser will open and you will be redirected to the enterprise authentication page. Please login using your JHED credentials to finish signing in.
3. Upon successful authentication, the Zoom VDI client will load the Home screen.
   

Audio and Video Setup

To ensure that you can properly present your video and hear and speak to your participants, you must allow the Citrix receiver to access your local devices and configure them accordingly.

Windows

Allowing Citrix Receiver to Access your Local Devices (Windows)

1. Click the Preferences button on the Citrix toolbar located at the top of your screen.
   
2. Under the Connections tab, you will see options for Microphones and Webcams; here you can select whether you want to connect automatically or “Ask Me”, so that anytime an external device is being used, you can give permission to the application/VDI to access it.
3. 

Configuring Audio and Microphones from Windows Home Screen

1. 1. Right click the Speaker/Volume icon in the lower right corner of the screen.

1. 1. Select Open Sound Settings.

1. 1. If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

1. 1. From here, you can select your preferred sound and microphone options.

Configuring Audio and Microphone from Zoom Settings

1. 1. Once signed into the Zoom VDI, click the Settings icon in the top right corner.

1. 1. Then, select Video.
   2. Select Citrix HDX Web Camera or the applicable web camera.

1. 1. • If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

1. 2. To configure audio, select the Audio tab.

1. From here, you will have the ability to select your speaker output and microphone, as well as test them.

Mac OS X

Allowing Citrix Receiver to Access your Local Devices (Mac)

1. 1. Go to Citrix > Preferences > Mic & Webcam.
   2. Select Use my microphone and webcam.

Please note: For OS X 10.14 or later, you also need to ensure Citrix Viewer has permissions to access your Camera and Microphone.

1. 1. Go to System Preferences > Security and Privacy > Privacy.
   2. Choose Camera, and make sure the Citrix Viewer application is allowed to access your camera.

1. 1. Choose Microphone, and make sure the Citrix Viewer application is allowed to access your microphone.

Limitations

There are known functionality limitations between the Zoom desktop client and the version available within MyCloud Desktop. For example, blurred or background pictures are not supported.

For a list of MyCloud Desktop Zoom limitations, check out the knowledge base article Audio and Video Best Practices (note: link requires JH Authentication). Within the article, there are resources available that outline the limitations.

Still Need Help?

If you are still unable to successfully set up your audio and video for Zoom after viewing this guide, please contact the VDI team by visiting Support Assistance for Hopkins MyCloud Desktop.

• About Webinars
• Requesting a Webinar License
• Webinar Features
  • Host Controls & Participant Management in a Webinar
  • Webinar Registration & Scheduling
  • Webinar Branding, Emails, & Streaming
  • Q&A vs. Chat
  • Webinar Reporting
• Webinar Best Practices
• Webinar FAQ

About Webinars

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 3,000 view-only attendees, depending on the size of your webinar license. Webinar licenses are offered at capacities of 1,000 and 3,000 participants. As the host or a panelist, you can share your screen, video, and audio in a webinar and attendees can use the chat and/or Q&A features to interact with the host and panelists.

For any outlying questions regarding Webinars, please see Zoom’s Webinar Page.

Requesting a Webinar License

To add a Webinar license to your account, you can request the add-on through the IT Services Catalog.

1. Select Zoom Webinar Add-on from the drop down menu.
   

2. Select the Webinar Audience Size.
   

3. Select the Webinar Host Type.
   • Select User for JHED-authenticated, individual user accounts.
   • Select Service Account for shared/service accounts.
     

4. Enter the JHED ID of the webinar host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
   

5. For the Webinar[1,000] license, please proceed to Step #7.
6. For the Webinar[3,000] license, you will need to enter additional information about the event and the duration of time which you will need the license for.
   • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
     
     Unavailable Webinar Dates

     For the Webinar[3,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the webinar licenses for the specified capacity have been already reserved for that date:
     
     
   • You will also have the option to keep a reduced capacity webinar license, Webinar[1,000], on the account once the event has concluded if you wish to do so. This access is Ongoing.
     

7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
   

8. Click Order Now once you are complete.

For Webinar license pricing, please see our product brochure in ServiceNow.

To cancel a webinar add-on or change a cost center, please visit the Zoom Resource Management Portal.

Webinar Features

Host Controls & Participant Management in a Webinar

There are multiple roles available for a webinar: host, co-host, panelist, and attendee. The role that you have in the webinar will be designated by the host.

The host of the webinar is the user who the webinar is scheduled under. They have full permissions to manage the webinar, panelists, and attendees. There can only be one host of a webinar. The host has various in-session controls, such as stopping and starting the webinar, muting panelists, disabling panelists’ video, removing attendees from the webinar, and more.

Co-hosts share many of the controls that hosts have, allowing the co-host to manage the administrative side of the webinar, such as managing attendees or starting/stopping the recording. The host must assign a co-host. Co-hosts cannot start a webinar. If the host needs another Zoom user to start the webinar, they can assign this person as an alternative host.

Panelists are full participants in a webinar. They can view and share video, screen share, annotate, speak to the attendees, and more. You must be assigned panelist permissions by the webinar host. The host can also disable some features for panelists, including starting video, sharing your screen, and recording. Panelists can be invited to participate in the webinar using only their name and an email address, a Zoom account is not required.

Attendees are view-only participants who can be un-muted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and chat features. Learn about joining a webinar as an attendee by visiting Joining and Participating in a Webinar (attendee).

For more on how to manage attendees and panelists, please see Zoom’s support page on Managing attendees and panelists in a webinar.

Webinar Registration & Scheduling

Webinars can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.

With Webinar registration, registrants can be imported via CSV and automatically approved. Once they have successfully been imported, a confirmation email will be sent to the registrants.

You can customize the registration for webinars, by approving attendees, enabling email notifications for registrations, adding registration questions, and more.

Scheduling a webinar without registration will allow attendees to join without needing to sign up in advance. Attendees will be required to enter their name and email address upon joining.

Similar to a meeting, Zoom allows you to schedule recurring webinars during specific dates and times. You can schedule a webinar to occur daily, weekly, or monthly.

Webinar Branding, Emails, & Streaming

You can customize your webinar registration page with a color scheme, title, banner, logo, and speaker information, including descriptions and profile pictures for up to three speakers. Users can customize these settings when you schedule a webinar that requires registration. Customizable settings for webinars include:

• Title
• Banner
• Logo
• Speaker information
• Theme
• Post attendee URL
• Post webinar survey
• Social media description

With webinar branding, you can customize the emails sent out to the panelists, registrants, attendees, and absentees of the webinar.

If configured, you can live stream a webinar to a custom platform. If you configure this before the webinar, you can begin streaming with one click after your webinar begins.

Q&A vs. Chat

The Question & Answer (Q&A) feature allows attendees to ask questions during the webinar and for the panelists, co-hosts, and host to answer their questions. Answers can be provided by typing in the answers or choosing to “answer live”. With the public Q&A feature enabled, attendees can answer each other’s questions and also up-vote each other’s questions.

The Chat feature allows webinar attendees, the host, co-hosts, and panelists to communicate for the duration of the webinar. Whether attendees can chat with everyone or only the host will depend on the settings that the host has selected.

Webinar Reporting

Webinar Reports allows users to generate different metric and information reports including:

• Registration: Displays a list of registrants and their registration details.
• Attendee: Displays details about each attendee.
• Performance: Displays engagement statistics on registration, attendance, and feedback.
• Q&A: Displays questions and answers from the webinar.
• Polling: Displays each attendee’s poll result.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Webinar Reporting.

Webinar Best Practices

See the Webinar Best Practices and Resources for great tips and tricks to set up and run your webinar with ease.

A Webinar Practice Session allows you and your panelists to get set up and acquainted with Zoom webinar controls before starting your webinar. The practice session can only be started by the host or alternative host. Attendees do not partake in the practice session.

Webinar FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Webinar feature.

Background

In recent times, there have been numerous reported cases of “Zoombombing” during class sessions and other online meetings. “Zoombombing” refers to an uninvited guest or guests gaining access to a session, in which they typically share racist, misogynistic, and/or vulgar content via Zoom’s in-meeting features such as screen sharing and chat. To help prevent these scenarios, please refer to the settings and in-meeting host controls listed below to further secure your online sessions.

• Desktop Client and Release Notes
  • Checking your Desktop Client’s Version
  • Release Notes
• In-Meeting Security Options
  • Lock Meeting
  • Waiting Room
  • Remove a Participant
  • Suspend Participants Activities
  • Report a Participant
  • Allow Participants to Share Screen, Chat, Rename Themselves, Unmute Themselves, and Annotate
• Other Host Controls During a Meeting
  • Mute All and Unmute All
  • Screen Sharing
• Meeting Settings
  • Meeting Passcode
  • JHU SSO Authentication
  • Join Before Host vs Waiting Room
  • Mute Participants Upon Entry
  • Screen Sharing – Who can Share?
• Webinar Feature

Desktop Client and Release Notes

To access and utilize the newest settings and security features provided by Zoom, it is important to have the latest version of their desktop client. Additionally, please take the time to review Zoom’s release notes as they contain important updates, setting changes, and other feature/enhancement announcements.

Checking your Desktop Client’s Version

Please review Zoom’s support page for checking your desktop client version or follow the steps below:

1. Open your Zoom desktop client.
2. Click on your profile picture (or initials if you do not have a profile picture set).
3. Select Help and About Zoom.
4. If your desktop client is up-to-date, no further action is needed. If your client is out of date, please visit the Zoom Download Center.

Release Notes

Zoom’s most recent release notes can be viewed by visiting their Release Notes page.

In-Meeting Security Options

The new security icon found in your meeting controls allows both the host and co-host to enable and disable features during the meeting to further secure the session and minimize potential disruption. While most of these features can be controlled from your user settings (which applies to all meetings by default), the security icon combines them all in one place for easy access during your online sessions.

Lock Meeting

• What does it do?
  • This feature allows the host and co-host to prevent anyone else from joining the meeting, even if they have the meeting ID and passcode.
• How do you set it up?
  • Simply click the Lock Meeting button and new participants will not be able to join your meeting. To unlock, click Lock Meeting again. You can also refer to Zoom’s In-Meeting Security Options (Zoom Desktop Client 4.6.10 or later)
• How secure is it?
  • New participants will not be able to join the meeting.
• JHU’s Recommendation
  • Lock Meeting: This feature is ideal for meetings where the host wants to prevent interruptions or where sensitive information may be shared.

Waiting Room

• What does it do?
  • The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. When this feature is enabled, you will have a “Waiting Room” section under your participants list. From there, you can admit the participants into your meeting.
• How do you set it up?
  • First, you will need to click Enable Waiting Room to activate it.
  • Once selected, you will have to manage the Waiting Room throughout the duration of the meeting in case of late comers or drops needing re-entry. You can find the Waiting Room under the participant list.
  • Please refer to Zoom Waiting Room for more information.
• How secure is it?
  • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
• JHU’s Recommendation
  • If you use Waiting Room, screen your attendees.

Hide Profile Pictures

The host or co-host has the ability to hide all profile pictures of the participants in the session by enabling this feature. This may reduce distractions during the meeting.

Allow Participants to… (when selected)

Share Screen – Allows your participants to share their computer screens.
Chat – Allows your participants to use the built-in chat window.
Rename Themselves – Allows your participants to rename themselves from the Participants panel.
Unmute Themselves – Allows your participants to unmute themselves during the meeting.
Annotate on Shared Content (only available when sharing content) – Allows your participants to annotate on your shared screen. Attendees can draw, add text, stamps, and more. For more information on the annotation tools, please refer to using annotation tools.

Remove Participant

With the Remove Participant feature, the host or co-host can dismiss a participant from the meeting. The user(s) removed will not be able to rejoin unless you have the “Allow removed participants to rejoin” setting enabled. Once you select “Remove Participant…”, a red Remove button will be displayed next to each participant in the list. Click this button to dismiss that particular attendee.

Suspend Participants Activities

Clicking “Suspend Participants Activities” will stop all video, audio, in-meeting chat, annotation, screen sharing, and recording during that time, and Breakout Rooms will end. You will then have the option to report a participant, should you need to.

Report a Participant

As part of Zoom’s new in-meeting security features, the host and/or co-host can now report a particular participant during a meeting. The meeting host/co-host will be able to select which participants they’d like to report, including any written details on why they are being reported, as well as any applicable attachments. The report will then be sent to the Zoom Trust and Safety team to evaluate any misuse of the platform and block the user if deemed necessary.

1. During your session, click the Security icon in the meeting controls bar.
2. Select Report… from the available options.
3. You will then be prompted to fill out the Report Form, where you will include the name of the participant, the problem you were facing, and any additional comments and information. You can also include attachments and a screenshot of your desktop.
4. Click Send when you have finished completing the report.
   

Please refer to Zoom’s support page for Reporting Participants for more information on reporting a participant during a meeting.

To report a participant after the meeting has concluded, please report the incident to Johns Hopkins corporate security, [email protected], and Zoom’s Trust and Safety team by completing the steps provided at reporting abusive behavior.

To report a matter involving discrimination, harassment or sexual misconduct to the University, please contact the Office of Institutional Equity (OIE), Wyman Park Building, Suite 515, 3400 North Charles Street, Baltimore, Maryland 21218; Telephone: (410) 516‐8075, (TTY): 711, MD Relay; E-mail: [email protected]. To learn more about OIE, the Sexual Misconduct Policy and Procedures, or the Discrimination and Harassment Policy and Procedures, please visit https://oie.jhu.edu/.

Other Host Controls During a Meeting

These settings are configured via the Host and Co-Host controls during a meeting.

Mute All and Unmute All

• What does it do?
  • You can mute all participants that are already in the meeting as well as new participants joining the meeting.
• How do you set it up?
  • Please refer to Zoom’s support page for Mute All and Unmute All.
  • When you mute all participants, you can also choose whether to allow them to unmute themselves. The default option is to “Allow participants to unmute themselves”.
    
• How secure is it?
  • By default, participants can unmute themselves.
  • If you choose not to “Allow participants to unmute themselves”, then when participants try to unmute, they will get prompted “You cannot unmute yourself as host has muted all attendees”.
• JHU’s Recommendation
  • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing

• What does it do?
  • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
  • The host and attendee can screen share by clicking the Share Screen icon.
  • The host does not need to grant screen share access for another participant to share their screen.
  • The host can prevent participants from accessing screen share.
• How do you set it up?
  • During a meeting, the host can enforce Host Only sharing or allow All Participants.
  • Please refer to Zoom’s support page for Host and Co-Host Controls in a Meeting
  • During a meeting, scroll down to the Screen Share section.
  • Screen Share controls (click the ^ next to Share Screen): Select who can share in your meeting and if you want only the host or any participant to be able to start a new share when someone is sharing.
• How secure is it?
  • This change would only affect the running meeting.
  • Participants, on trying to share, will be told “Only the host can share in this meeting”.
  • Hosts/Co-Hosts can still automatically share.
  • You could promote a participant to Co-Host temporarily during the meeting to allow them to share.
• JHU’s Recommendation
  • Restrict sharing to host/co-host only: Allow participants to share as needed.

Meeting Settings

These settings are typically configured during the creation of a meeting or under your user settings.

Meeting Passcode

• What does it do?
  • In November 2019, we configured our Zoom instances to require a meeting passcode (New Setting: Waiting Room and Passcode Requirement for Meetings)
  • All newly scheduled Zoom meetings, instant Zoom meetings, and Personal Meeting ID (PMI) meetings (where Join Before Host is enabled) will require a passcode by default.
  • The meeting passcode must meet these requirements:
    • 10 characters maximum
    • Passcodes are case-sensitive
    • We recommend using alphanumeric characters and these special characters: @ * _ –
    • The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ –
• How do you set it up?
  • For scheduled meetings, the meeting passcode will be in the invitation. For instant meetings, the passcode will be displayed in the Zoom Client or on the Zoom Rooms Controller. The passcode is also included in the meeting join URL. For more information, please see Zoom’s Support page on using meeting passcodes.
• How secure is it?
  • The (encrypted or hashed) passcode is included in the meeting join URL
  • Example: https://jhjhm.zoom.us/j/123456789?pwd=cUpYWGRHY0JicEFrTWc0L2p3aXJ5UT09
  • If participants are given that meeting join URL, they can join without needing to enter the meeting passcode.
  • Note, that pwd string in the URL (e.g., cUp…) is not the actual meeting passcode. This can cause confusion.
  • If participants are only provided with the meeting ID (e.g., https://jhjhm.zoom.us/j/123456789 or 123-456-789), then they would be prompted to enter the meeting passcode.
• JHU’s Recommendation
  • Require a passcode: For increased security to reduce the threat of “Zoombombing”, consider requiring a passcode for students to join the meeting.
  • Do not share your Invitation link publicly: You can either email the link to your students or post it in your Blackboard course.

JHU SSO Authentication

• What does it do?
  • JHU SSO Authentication requires that participants joining your meeting/webinar are authenticated using their JHED credentials. This will prevent unwanted guests from gaining access to your session and will further ensure that only Hopkins colleagues are joining. A Zoom account is not required for those joining.
• How do you set it up?
  • When scheduling a meeting, select the Only authenticated users can join option. Then, select Johns Hopkins SSO from the drop down.

  Web Client:
  

  Desktop Client:
  

• How secure is it?
  • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
  • JHU SSO Authentication will prevent unwanted guests from joining. This feature will limit your meeting participants to only those who have JHED credentials.
  • Without a JHED ID and password, they will not be able to enter the session.
• Allowing Exceptions
  • When requiring authentication (Johns Hopkins SSO) to join a meeting, hosts can allow exceptions for guests to bypass authentication to join meetings.
  • To add an exception to your meeting:
  1. Go to “Schedule a Meeting”
  2. Scroll down to “Security”
  3. Select “Require authentication to join”
     
  4. From the drop down menu, select “Johns Hopkins SSO”
     
  5. To add an exception, click “Add”
     
  6. A box will pop-up to allow the host to populate the user’s information, then click “Save”
     
     You can add multiple users by clicking “Add Participant”.
     
     
  7. The host will see the user exception listed under “Authentication Exception”
     
• JHU’s Recommendation
  • Determine per meeting whether you want to utilize JHU SSO Authentication.
  • If your meeting is comprised of only Hopkins employees, we would recommend enabling this setting.
  • If your meeting is comprised of guests from outside of the enterprise, we would recommend not enabling this feature and securing your meeting using another setting.

Join Before Host vs Waiting Room

• What does it do?
  • Join Before Host – Allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you select join before host, then the participants can join the meeting before the host joins or without the host.
  • Waiting Room – Allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can choose to send all participants to the waiting room when joining your meeting, or choose to send only guests (participants who are not on your Zoom account or are not signed in).
• How do you set it up?
  • Please refer to Zoom’s support pages for Join Before Host and Waiting Room.
  • Note: Join Before Host does not work if Waiting Room is also enabled.
• How secure is it?
  • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
  • Join Before Host would not be very secure, as it is meant to let participants into a meeting without a host.
  • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
• JHU’s Recommendation
  • Determine per meeting whether you want to utilize Join Before Host or Waiting Room.
  • If you use Join Before Host, require a meeting passcode. 
  • If you use Waiting Room, screen your attendees. 

Mute Participants Upon Entry

• What does it do?
  • This meeting setting will automatically mute all participants when they join the meeting. The host controls whether participants can unmute themselves.
• How do you set it up?
  • Please refer to Zoom’s support page for Changing your meeting settings.
  • Under Personal > Settings > Meeting tab, scroll down to Mute Participants Upon Entry.
    
  • Toggle the option from off (default) to on.
    
  • For existing meetings, please visit Zoom’s support page for managing your meetings.
• How secure is it?
  • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
  • While this feature mutes participants when they initially enter the meeting, it does not prevent them from unmuting. If you want to prevent participants from unmuting, you will have to do that via in-meeting controls.
• JHU’s Recommendation
  • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing – Who can Share?

• What does it do?
  • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
  • The host and attendee can screen share by clicking the Share Screen icon.
  • The host does not need to grant screen share access for another participant to share their screen.
  • The host can prevent participants from accessing screen share.
  • Sharing of screen, by default, is given to All Participants upon entry into the meeting. Sharing includes Annotation and Whiteboard functionality. However, you can change this meeting default.
• How do you set it up?
  • Please refer to Zoom’s support page for Changing your meeting settings.
  • Under Personal > Settings > Meeting tab, scroll down to Screen Sharing.
    
  • Change Who can share? from “All Participants” (default) to “Host Only”.
    
  • Save the change.
• How secure is it?
  • This change would affect all your existing meetings.
  • Participants, on trying to share, will be told “Only the host can share in this meeting”.
  • Hosts/Co-Hosts can still automatically share.
  • You can change this during a meeting (see In-Meeting Screen Sharing) if you want All Participants to share.
  • Or you could promote a participant to Co-Host temporarily during the meeting.
• JHU’s Recommendation
  • Restrict sharing to host/co-host only: Allow participants to share as needed.

Webinar Feature

The Zoom webinar feature allows you to broadcast a Zoom session meeting with up to 3,000 view-only attendees, depending on your license size. Since the attendees are view-only, they cannot share video, audio, or interact with any of the other participants, reducing the possibility for a distraction or disruption from an unwanted guest. Participants can only interact with the hosts, co-hosts, and panelists through the Q&A and Chat features (if enabled). Only the host, co-hosts, and panelists are able to share audio, video, screens, and more during the session.

The meeting platform typically yields a more interactive and collaborative session where attendees may need to participate and engage in the dialogue. The webinar platform is better suited for presentation-style sessions, such as lectures.

To learn more about the webinar feature, how to request a license, as well as other related information, please visit the Zoom Webinar Feature page.

Please use the following table to contact the applicable help email for any support needs based on your school or division.

Students and/or faculty/staff not affiliated with one of the divisions below should direct their questions to [email protected].