EPD - Technology - Web Conferencing - Recommended Zoom Settings
This document describes EPD's recommended Zoom meeting and recording settings
This chart compares the UW Madison Zoom instance's current default settings with this recommended by EPD's LDT team
UW Madison Default Setting
EPD Recommended Setting
When participants join a meeting, place them in a waiting room and require the host to admit them individually. Enabling the waiting room automatically disables the setting for allowing participants to join before host.
|Change to Enabled|
Waiting Room Options
*Users not in your account
*Users who are not in your account and not part of the allowed domains
Require a passcode when scheduling new meetings
A passcode will be generated when scheduling a meeting and participants require the passcode to join the meeting. The Personal Meeting ID (PMI) meetings are not included.
Require a passcode for instant meetings
A random passcode will be generated when starting an instant meeting
Require a password for Personal Meeting ID (PMI)
*Only meetings with Join Before Host enabled
*All meetings using PMI
Embed passcode in invite link for one-click join
Meeting passcode will be encrypted and included in the invite link to allow participants to join with just one click without having to enter the passcode.
Require passcode for participants joining by phone
A numeric passcode will be required for participants joining by phone if your meeting has a passcode. For meeting with an alphanumeric passcode, a numeric version will be generated.
Only authenticated users can join meetings
The participants need to authenticate prior to joining the meetings, hosts can choose one of the authentication methods when scheduling a meeting.
Meeting Authentication Options
*Sign in to Zoom
Only authenticated users can join meetings from Web client
The participants need to authenticate prior to joining meetings from web client
Start meetings with host video on
Start meetings with participant video on. Participants can change this during the meeting
Determine how participants can join the audio portion of the meeting. When joining audio, you can let them choose to use their computer microphone/speaker or use a telephone. You can also limit them to just one of those audio types. If you have 3rd party audio enabled, you can require that all participants follow the instructions you provide for using non-Zoom audio.
*Telephone and Computer
Join before host
Allow participants to join the meeting before the host arrives
|Change to Enabled|
Enable Personal Meeting ID
A Personal Meeting ID (PMI) is a 9 to 11 digit number that is assigned to your account. You can visit Personal Meeting Room to change your personal meeting settings. Learn more
Use Personal Meeting ID (PMI) when scheduling a meeting
You can visit Personal Meeting Room to change your Personal Meeting settings.
Use Personal Meeting ID (PMI) when starting an instant meeting
Mute participants upon entry
Automatically mute all participants when they join the meeting. The host controls whether participants can unmute themselves.
Upcoming meeting reminder
Receive desktop notification for upcoming meetings. Reminder time can be configured in the Zoom Desktop Client.
In Meeting (Basic) Menu
Require encryption for 3rd party endpoints (SIP/H.323)
By default, Zoom requires encryption for all data transferred between the Zoom cloud, Zoom client and Zoom Room. Turn on this setting to require encryption for 3rd party endpoints (SIP/H.323) as well
Allow meeting participants to send a message visible to all participants
*Check box to prevent participants from saving the chat
Allow meeting participants to send a private 1:1 message to another participant.
Auto saving chats
Automatically save all in-meeting chats so that hosts do not need to manually save the text of the chat after the meeting starts
Sound notification when someone joins or leaves
Play sound for:
*Host and co-hosts only
When each participant joins by telephone:
*Record and play their own voice
Hosts and participants can send files through the in-meeting chat
Feedback to Zoom
Add a Feedback tab to the Windows Settings or Mac Preferences dialog, and also enable users to provide feedback to Zoom at the end of the meeting
Display end-of-meeting experience feedback survey
Display a thumbs up/thumbs down survey at the end of each meeting. If participants respond with thumbs down, they can provide additional information about what went wrong
Allow the host to add co-hosts. Co-hosts have the same in-meeting controls as the host
Add 'Polls' to the meeting controls. This allows the host to survey the attendees
Always show meeting control toolbar
Always show meeting controls during a meeting
Show Zoom windows during screen share
Allow host and participants to share their screen or content during meetings
Who can share?
Who can start sharing when someone else is sharing?
|This setting is enabled by default. We suggest reviewing this options carefully and only allow all participants to share if required for the course|
Disable desktop/screen share for users
Disable desktop or screen share in a meeting and only allow sharing of selected applications
Allow participants to use annotation tools to add information to shared screens
*Allow saving of shared screens with annotations
*Only the user who is sharing can annotate
Allow host and participants to share a whiteboard during a meeting
*Allow saving of whiteboard content
*Auto save whiteboard content when sharing is stopped
During screen sharing, the person who is sharing can allow others to control the shared content
Participants in a meeting can provide nonverbal feedback and express opinions by clicking on icons in the Participants panel
Allow meeting participants to communicate without interrupting by reacting with an emoji that shows on their video. Reactions disappear after 10 seconds. Participants can change their reaction skin tone in Settings.
Allow removed participants to rejoin
Allows previously removed meeting participants and webinar panelists to rejoin
Allow participants to rename themselves
Allow meeting participants and webinar panelists to rename themselves
Hide participant profile pictures in a meeting
All participant profile pictures will be hidden and only the names of the participants will be displayed on the video screen. Participants will not be able to update their profile pictures in the meeting
In Meeting (Advanced) Menu
Report participants to Zoom
Hosts can report meeting participants for inappropriate behavior to Zoom's Trust and Safety team for review. This setting can be found on the Security icon on the meeting controls toolbar
Allow host to split meeting participants into separate, smaller rooms
*Allow host to assign participants to breakout rooms when scheduling
Allow meeting host to provide 1:1 remote support to another participant
Allow host to type closed captions or assign a participant/third party device to add close captions
Allow participants to save fully closed captions or transcripts
Allow host to assign participants as interpreters who can interpret one language into another in real-time. Host can assign interpreters when scheduling or during the meeting.
Far end camera control
Allow another user to take control of your camera during a meeting
Allow users to replace their background with any selected image. Choose or upload an image in the Zoom Desktop application settings
Turn this option on to allow users to apply filters to their videos
Identify guest participants in the meeting/webinar
Participants who belong to your account can see that a guest (someone who does not belong to your account) is participating in the meeting/webinar. The Participants list indicates which attendees are guests. The guests themselves do not see that they are listed as guests
Auto-answer group in chat
Enable users to see and add contacts to 'auto-answer group' in the contact list on chat. Any call from members of this group will be automatically answered
Only show default email when sending invites
Allow users to invite participants by email only by using the default email program selected on their computer
Use HTML format email for Outlook plugin
Use HTML formatting instead of plain text for meeting invitations scheduled with the Outlook plugin
Allow users to select stereo audio in their client settings
Allow users to select stereo audio during a meeting
Allow users to select original sound in their client settings
Allow users to select original sound during a meeting
Select data center regions for meetings/webinars hosted by your account
Include all data center regions to provide the best experience for participants joining from all regions. Opting out of data center regions may limit CRC, Dial-In, Call Me, and Invite by Phone options for participants joining from those regions
Show a "Join from your browser" link
Allow participants to bypass the Zoom application download process, and join a meeting directly from their browser. This is a workaround for participants who are unable to download, install, or run applications. Note that the meeting experience from the browser is limited
Allow live streaming meetings
Request permission to unmute
Select this option in the scheduler to request permission to unmute meeting participants and webinar panelists. Permissions, once given, will apply in all meetings scheduled by the same person
When a cloud recording is available
Notify host when cloud recording is available
*Send a copy to the person who scheduled the meeting/webinar for the host
*Send a copy to the Alternate Hosts
When attendees join meeting before host
Notify host when participants join the meeting before them
When a meeting is cancelled
Notify host and participants when the meeting is cancelled
When an alternative host is set or removed from a meeting
Notify the alternative host who is set or removed
When someone scheduled a meeting for a host
Notify the host there is a meeting scheduled, rescheduled or cancelled
When the cloud recording is going to be permanently deleted from trash
Notify the host 7 days before the cloud recording is permanently deleted from trash
|Change to Enabled|
Blur snapshot on iOS task switcher
Enable this option to hide potentially sensitive information from the snapshot of the Zoom main window. This snapshot display as the preview screen in the iOS tasks switcher when multiple apps are open
Direct call a room system
Enable direct call to a room system from client
Your meeting attendees will receive emails in language based upon their browser/profile settings. Choose languages which your expected attendees will receive content in to edit.
You can assign users in your account to schedule meetings on your behalf. You can also schedule meetings on behalf of someone that has assigned you scheduling privilege. You and the assigned scheduler must be on a Paid plan within the same account.
UW Madison Default Setting
EPD Recommended Setting
Allow hosts and participants to record the meeting to a local file
Allow hosts to record and save the meeting / webinar in the cloud
Change to Enabled
Record meetings automatically as they start
|This setting is off by default, but we suggest changing it if it would be helpful for your workflow|
IP Address Access Control
Allow cloud recording access only from specific IP address ranges
Only authenticated users can view cloud recordings
The viewers need to authenticate prior to viewing the cloud recordings, hosts can choose one of the authentication methods when sharing a cloud recording.
Require passcode to access shared cloud recordings
Passcode protection will be enforced for shared cloud recordings. A random passcode will be generated which can be modified by the users. This setting is applicable for newly generated recordings only.
Auto delete cloud recordings after days
Allow Zoom to automatically delete recordings after a specified number of days
|Enable this Setting|
Specify a time range (days):
The host can delete cloud recordings
Allow the host to delete the recordings. If this option is disabled, the recordings cannot be deleted by the host and only admin can delete them.
Show a customizable disclaimer to participants before a recording starts
Multiple audio notifications of recorded meeting
Play notification messages to participants who join the meeting audio. These messages play each time the recording starts or restarts, informing participants that the meeting is being recorded. If participants join the audio from telephone, even if this option is disabled, users will hear one notification message per meeting.