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InterPro - Technology - Web Conferencing - Recommended Zoom Settings for Hosts
Recommended Zoom Settings for Hosts
Below are the recommended settings for InterPro Zoom meeting hosts. These settings are universal, meaning they apply to all meetings within your Zoom account. Bolded settings have a greater impact on the student and host experience and are accompanied by one of the following highlighted details regarding their management.
This universal setting must be enabled prior to the meeting start to be available during the meeting.
This meeting-specific setting may be enabled/disabled when scheduling a meeting or prior to the meeting start. This setting cannot be changed after the meeting start.
This setting can be managed during a meeting regardless of settings chosen prior to the meeting start.
Hosts might use different settings depending on their course delivery needs or personal preference. Contact the Learning Design & Technologies team at ldt@interpro.wisc.edu if you would like a consultation regarding how these settings relate to your course.
Access
Access settings in the Zoom web portal - https://uwmadison.zoom.us
Click Sign in, log in with your NetID, and click on Settings (on the left side of the screen). Setting tabs are listed across the top of the screen. This document specifies settings for General, Meeting, AI Companion, Recording, Calendar, Audio Conferencing, Zoom Apps, and Notes.
General: Data & Storage and Other
Meeting: Security
Meeting: Schedule Meeting
Meeting: In Meeting (Basic)
Meeting: In Meeting (Advanced)
Meeting: Email Notification
Meeting: Other
AI Companion
Recording
Calendar
Audio Conferencing
Zoom Apps
Notes
General
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Customize data centers for meeting/webinar/whiteboard data | Zoom data centers process real-time meeting/webinar video, audio, and shared content when you host meetings and webinars. They can also process your Zoom Whiteboard data. Selecting all data centers can provide the best experience for participants joining from all regions. Opting out of data centers may limit participants joining from those regions from using CRC, Dial-in, Call Me, and Invite by Phone. |
Disabled |
The United States data center region cannot be disabled. |
Feedback to Zoom | Users can provide satisfaction scores and text feedback on the Zoom product. |
Disabled |
|
Show "Join from a room" feature on Zoom meetings in the Zoom client meeting list | Users can easily start a meeting on a Zoom Room from their Zoom client. |
Disabled |
|
Hide potentially sensitive information on mobile task switcher | By enabling this option, iOS will blur the screenshot in the task switcher when multiple apps are open, and Android will hide the screenshot in the system-level recent apps list. |
Enabled |
|
Meeting: Security
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Require that all meetings are secured with one security option |
Require that all meetings are secured with one of the following security options: a passcode, Waiting Room, or "Only authenticated users can join meetings". If no security option is enabled, Zoom will secure all meetings with Waiting Room. |
Enabled |
This is required by UW. |
Waiting Room | 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. |
Disabled |
|
Waiting Room Options | The options you select here apply to meetings hosted by users who turned 'Waiting Room' on |
Everyone will go in the waiting room People in the waiting room are sorted by alphabetical order Users invited during the meeting by the host or co-hosts will bypass the waiting room |
Click Edit Options to customize Waiting Room Options. Click Customize Waiting Room to customize what participants will see while in the waiting room. |
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. |
Enabled |
|
Require a passcode for instant meetings | A random passcode will be generated when starting an instant meeting |
Enabled |
|
Require a password for Personal Meeting ID (PMI) | Only meetings with Join Before Host enabled |
Enabled |
|
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. |
Enabled |
|
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. |
Enabled |
|
Only authenticated meeting participants and webinar attendees can join meetings and webinars | Meeting participants and webinar attendees will need to authenticate prior to joining a session. Hosts can choose one of the options below when scheduling meetings or webinars. |
Disabled - NCPD |
|
Meetings & Webinar Authentication Options: |
Sign in to Zoom (Default)
|
Allow authentication exception is enabled and locked by admin. | |
If Waiting Room is enabled, phone-only users will be placed in the Waiting Room. If Waiting Room is not enabled, phone dial-in only users will: |
Be allowed to join the meeting | ||
Block users in specific domains from joining meetings and webinars |
Disabled |
||
Only authenticated users can join meetings from Web client | The participants need to authenticate prior to joining meetings from web client |
Disabled - NCPD |
|
Approve or block entry for users from specific countries/regions | Determine whether users from specific regions or countries can join meetings/webinars on your account by adding them to your Approved List or Blocked List. Blocking regions may limit CRC, Dial-in, Call Me, and Invite by Phone options for participants joining from those regions. |
Disabled |
|
Display Okta Authentication for end-to-end encryption | Enabling will display a verified badge in end-to-end encrypted meetings. Participants can view your verified email and company domain name in your profile card. Changes to this setting will apply the next time you join a meeting. |
Disabled - Locked by admin |
Meeting: Schedule Meeting
Meeting: In Meeting (Basic)
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
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. 3rd party (SIP/H.323) endpoints that cannot negotiate media encryption compatible with Zoom's standards will be blocked from joining Zoom meetings. |
Enabled |
|
Meeting Chat This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow meeting participants to send chat messages |
Enabled By default, allow participants to chat with Everyone Check: Allow users to save chats from the meeting. Select Host and co-hosts and click Save. Uncheck: Only users in your account can chat |
|
New meeting chat experience This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow meeting participants to use new meeting chat features, including threaded replies, text formatting, quoting, and in-line image preview. Additional features can be configured below. |
Enabled Check: Allow participants to delete messages in meeting chat Check: Enable the Screenshot feature in meeting chat Check: Allow participants to react to meeting chat messages using emojis |
|
Meeting chat - Direct messages | Allow meeting participants to send direct messages to other participants |
Disabled |
Applies to participants sending direct messages to other participants only. Hosts and co-hosts will be able to send direct messages to participants. |
Meeting chat - Auto-save | Automatically save chat messages to a local file on the host's computer when the meeting ends |
Enabled |
By default, the text file is saved in Documents > Zoom folder and is named as the meeting date and end time. |
Sound notification when someone joins or leaves This setting can be managed during a meeting regardless of settings chosen prior to the meeting start. |
Disabled |
To enable/disable during a meeting: 1) Click Participants in the Zoom toolbar. 2) In the Participants panel, click More. 3) Check/uncheck "Play Join and Leave Sound." |
|
Announce number of participants for dial-in participants |
Disabled |
||
Send files via meeting chat This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Hosts and participants can send files through the in-meeting chat. |
Enabled Uncheck: Only allow specified file types Uncheck: Maximum file size |
Requirement for use: Meeting chat must also be enabled prior to the meeting start. |
Display end-of-meeting experience feedback survey | Display a thumbs up/down survey at the end of each meeting. If participants respond with thumbs down, they can provide additional information about what went wrong. |
Disabled |
|
Co-host This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow the host to add co-hosts. Co-hosts have the same in-meeting controls as the host. |
Enabled |
|
This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow host to add polls before or during a meeting |
Enabled Check: Allow images uploaded in polls/quizzes to be displayed Check: Allow alternative host to add or edit polls and quizzes Uncheck: Require answers to be anonymous Check: Allow host to create breakout rooms from poll results |
Polls/Quizzes should be prepared and added to the meeting before the meeting starts whenever possible. To do so: 1) Click Surveys in the Zoom menu (left side of the web portal) 2) Click the Create button. 3) Choose Poll or quiz and click Create. Polls and quizzes are now available in all meetings scheduled by the same host. With Meeting Polls/Quizzes enabled, and an alternative host is chosen, "Allow alternative host to add or edit polls and quizzes" (only) may be enabled/disabled when scheduling a meeting. |
Meeting Survey | Allow host to present survey to participants once a meeting has ended |
Enabled Who can participate: Everyone in the meeting |
|
Show raised hand in toolbar This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Separate the Raise Hand reaction from the others for quicker access during a meeting |
Enabled |
Show raised hand in toolbar must be enabled prior to the meeting start, however, the skin tone of the raised hand can be changed during a meeting: 1) Click Meeting Information (green shield in upper left corner of meeting window). 2) Click the gear icon > General. 3) Select the desired skin tone. |
Show Zoom windows during screen share |
Enabled |
||
Screen sharing This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow host and participants to share their screen or content during meetings and webinars |
Enabled Select: One participant can share at a time Who can share? Select: All participants Who can start sharing when someone else is sharing? Select: Host only |
In order to access the meeting options described below, Screen Sharing must be enabled prior to the meeting start. To change Advanced Sharing Options during a meeting, click the carrot next to Share Screen in the Zoom toolbar, then choose Advanced Sharing Options. To Share computer sound and/or Optimize for video clip: 1) Click Share Screen in Zoom toolbar. 2) Check each desired option's checkbox, then click Share or 3) After sharing your screen, click More in the floating meeting controls and select/deselect these options. |
Disable desktop screen sharing for meetings you host | When this option is on, users can only share selected applications and files. This option may not be applicable to users using web clients. |
Disabled |
|
Disable screen sharing when guests are in the meeting | Guests include users who are not signed in or not in the same account. Participants who dial-in via phone or join with SIP/H.323 devices will still be able to screen share. |
Disabled - locked, only IT can change |
|
Disable remote control and remote support for guests in a meeting |
Guests include users who are not signed in or not in the same account. When this setting is on, users will not be able to give remote control to an external participant and external participants cannot request control of the user. |
Disabled - locked by admin |
|
Annotation This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow host and participants to use annotation tools to add information to shared screens |
Enabled Check: Allow saving of shared screens with annotations Uncheck: Only the user who is sharing can annotate |
|
Whiteboard (Classic) This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow host and participants to share whiteboard during a meeting |
Enabled Check: Allow to save the whiteboard content Uncheck: Automatically create local export when sharing is stopped |
|
Remote control | During screen sharing, the person who is sharing can allow others to control the shared content |
Disabled |
|
Slide Control | During a presentation, the person who is sharing can allow others to control the PowerPoint or Keynote slide presentation |
Enabled |
|
Non-verbal feedback This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow meeting participants to communicate without interrupting by clicking on icons (yes, no, slow down, speed up, coffee cup). These icons are found in the Reactions menu in the toolbar, and when selected, they display on the participant's video and in the participants list until dismissed. |
Enabled |
|
Meeting reactions This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow meeting participants to communicate without interrupting by reaction with emojis (e.g. clap, heart, laugh). These emojis are found in the Reactions menu in the toolbar, and when selected, they display on the participant's video and in the participants list for 10 seconds. Participants can change their emoji skin tone in Settings. |
Enabled Select: Selected emojis |
|
Join different meetings simultaneously on desktop | Allow user to join different meetings at the same time on one desktop device |
Disabled |
|
Allow removed participants to rejoin | Allow previously removed meeting participants and webinar panelists to rejoin |
Disabled |
|
Show invitee list in the Participants panel | Users invited to meetings on other platforms (e.g. Google, Outlook, or Exchange) will also be shown on this list |
Enabled |
|
Allow users to change their name when joining a meeting | By disabling this setting, users will always use their name on profile page to join a meeting |
Enabled |
|
Allow participants to rename themselves This setting can be managed during a meeting regardless of settings chosen prior to the meeting start. |
Allow meeting participants and webinar panelists to rename themselves. |
Enabled |
This setting is managed in two places during a meeting. 1) Security (Zoom toolbar) > Allow All Participants to: Rename Themselves. 2) Participants (Zoom toolbar) > More in Participants panel > Allow participants to rename. |
Allow host or co-host to rename participants in the waiting room | Participants will be notified of name change |
Disabled |
|
Hide participant profile pictures in a meeting | All participant profile pictures will be hidden and only the names of participants will be displayed on the video screen. Participants will not be able to update their profile pictures in the meeting. |
Disabled |
Meeting: In Meeting (Advanced)
Meeting: Email Notification
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
When a cloud recording is available | Notify host when cloud recording is available |
Enabled Check: Send a copy to the person who scheduled the meeting/webinar for the host Check: Send a copy to the Alternative Hosts Check: Notify when audio transcription is available |
|
When attendees join meeting before host | Notify host when participants join the meeting before them |
Enabled |
|
When a meeting is cancelled | Notify host and participants when the meeting is cancelled |
Enabled |
|
When an alternative host is set or removed from a meeting | Notify the alternative host who is set or removed |
Enabled |
|
When someone scheduled a meeting for a host | Notify the host there is a meeting is scheduled, rescheduled, or cancelled |
Enabled |
|
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 |
Enabled |
Meeting: Other
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Call a SIP/H.323 room system directly from the client | Direct call to a room system from client. This adds a 'Call Room' button to the client home page. |
Disabled |
|
Invitation Email | 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. |
Choose email in language to edit English |
|
Schedule Privilege | 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. |
AI Companion
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Meeting Summary with AI Companion | Allow host to generate a summary. Meeting Summary uses AI technology, which may include third-party models. Summary will be automatically sent after the meeting has ended. Zoom does not use any audio, video, chat, screen sharing, attachments or other communications-like content (such as poll results, whiteboard and reactions) to train Zoom's or third-party AI models. |
Disabled - locked by admin |
Zoom AI Companion Availability Anticipated release date: Spring 2024 semester. |
Smart Recording with AI Companion | By enabling it, your cloud recording can have recording highlights, summary and smart chapters, and next steps. technology, which may include third-party models. Zoom does not use any audio, video, chat, screen sharing, attachments or other communications-like content (such as poll results, whiteboard and reactions) to train Zoom's or third-party AI models. |
Disabled - locked by admin |
Zoom AI Companion Availability Anticipated release date: Spring 2024 semester. |
Recording
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Local recording | Allow hosts and participants to record the meeting to a local file. The content will include video and shared content with user's own view, and audio only file. |
Disabled |
|
This universal setting must be enabled prior to the meeting start to be available during the meeting. |
Allow hosts to record and save the meeting / webinar in the cloud |
Enabled Check: Record active speaker with shared screen Uncheck: Record gallery view with shared screen Uncheck: Record active speaker, gallery view and shared screen separately Check: Record audio-only files Check: Record one audio file for all participants Uncheck: Record a separate audio file of each participant Check: Record the Interpretation Check: Record sign language interpreter Check: Record language interpreter Check: Save chat messages from the meeting / webinar Advanced cloud recording settings Check: Add a timestamp to the recording Check: Display participants' names in the recording Check: Record thumbnails when sharing Check: Optimize the recording for 3rd party video editor Check: Create audio transcript Uncheck: Save panelist chat to the recording Check: Save poll results shared during the meeting/webinar Check: Save closed caption as a VTT file |
|
Allow cloud recording sharing | By disabling this setting, nobody else can access the shareable link. This setting is applicable for newly generated recordings only. |
Enabled |
|
Automatic recording | Record meetings automatically as they start |
Disabled |
With Cloud Recording enabled, this setting may be changed when scheduling a meeting. |
IP Address Access Control | Allow cloud recording access only from specific IP address ranges |
Disabled |
|
Require users to authenticate before viewing cloud recordings | Right before sharing cloud recordings, meetings hosts can choose from one of the options configured below to require users to authenticate before viewing recordings. |
Locked by Admin Authentication Options: Signed-in users in my account (Default) |
|
Set recording as on-demand by default | Users must register before they can watch the recording |
Disabled |
|
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. |
Enabled Check: Embed passcode in the shareable link for one-click access |
|
Viewers can see the transcript | When this setting is turned on, users with the sharing link will be able to view transcripts of recordings. This setting is applicable to newly generated recordings only. |
Enabled |
|
Viewers can see the chat | When this setting is turned on, users with the sharing link will be able to view chat history of recordings. This setting is applicable to newly generated recordings only. |
Enabled |
|
Delete cloud recordings after a specified number of days |
Locked by Admin 150 days |
||
The host can delete cloud recordings |
Enabled by Admin |
||
Recording notifications - Zoom clients |
Locked by Admin |
||
Recording notifications - Phone users |
Locked by Admin |
Calendar
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Automatically sync Zoom calendar events information bi-directionally between Zoom and integrated calendars |
Zoom events created/updated on either Zoom or external calendars will automatically sync across all integrated applications (Zoom web portal, Zoom client and integrated calendars) |
Disabled |
Meetings scheduled in Zoom may be added to an external calendar without syncing. Choose the appropriate calendar from My Meetings > Manage "(meeting name)" > Add to. It is recommended that scheduling meetings and selecting meeting settings be done in Zoom, not an external calendar. |
Audio Conferencing
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Show international numbers like on the invitation email | Show the link for Zoom International Dial-in Numbers on email invitations |
Enabled |
|
Toll Call | Include the selected numbers in the Zoom client and the email invitation via the international numbers link. Participants can dial into meeting with the numbers |
Enabled - Locked |
|
Choose where most of the participants call into or call from the meeting | An accurate selection can reduce unnecessary phone call delays to improve call quality | Select: United States | |
3rd Party Audio | Users can join the meeting using the existing 3rd party audio configuration |
Disabled |
|
Mask phone number in the participants list | Phone numbers of users dialing into a meeting will be masked in the participant list. For example: 888****666 |
Disabled |
|
Global Dial-in Countries/Regions | Click the Edit icon to choose countries/regions that frequently have participants who need to dial into meetings. The dial-in phone numbers of these locations appear in the email invitation, and can be used by participants dialing in from those locations. | Select: United States | If more than one country/region is selected, the first in the list will be shown as the default dial-in country. |
Zoom Apps
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Zoom Apps Quick Launch Button | Show "Zoom Apps" button in the Zoom interface for quick access to productivity tools before, during, or after meetings. |
Enabled |
Notes
Zoom Setting |
Zoom Setting Description |
Recommended Setting |
Notes |
---|---|---|---|
Allow participants to share note This setting can be managed during a meeting regardless of settings chosen prior to the meeting start. |
By disabling the setting, nobody else except the host can share notes during the meeting. |
Enabled
|
To enable/disable during a meeting, click the carrot next to Notes in the Zoom toolbar. You can also choose if the host only or all participants can start sharing when someone else is sharing here. |
Default Access Level |
Who can access: Anyone |
Choose the appropriate access level: viewer (cannot edit Zoom notes), or editor. Click Save | |
Default advanced sharing settings |
Unheck: Users can share at or below their permission level Uncheck: Internal Users can share with external users Uncheck: External users can invite others |
||
Auto-delete specified Notes | Notes will be moved to Trash in specified number of days. |
Disabled |