UW-Madison Zoom - Secure Meetings and Webinars

“Zoombombing” is when an unauthorized person or stranger joins a Zoom meeting/event/chat session and causes disorder by saying offensive things and even photobombing your event by sharing pornographic and hate images.

Note: Even if you take the steps below, Zoombombing can still occur - please review the information below and follow steps outlined to secure your events, participants, and data, as best as possible.

Topics covered in this guide


TIPS



KEY ZOOM SETTINGS FOR EVERYONE


Change these settings in Zoom one time, to enhance security & control both scheduled meetings and your personal meeting room.

Disable Join Before Host - This ensures that a Host, who has access to security features, is in the meeting before any attendees.

For scheduled meetings

  1. Sign into your UW-Madison Zoom account.
  2. Select Settings in the left menu.
  3. Toggle the Join before host option to off.

For Personal Meeting Room

  1. Sign into your UW-Madison Zoom account.
  2. Select Meetings in the left menu.
  3. Select Personal Meeting Room in top menu.
  4. Click Edit this Meeting.
  5. Uncheck Enable join before host in Meeting Options.

Don’t Embed Password in Meeting Link

  1. Sign into your UW-Madison Zoom account.
  2. Select Settings in the left menu.
  3. Toggle the Embed password option to off.

Disable Screen Sharing by Participant

  1. Sign into your UW-Madison Zoom account.
  2. Select Settings in the left menu.
  3. Find Screen sharing section.
  4. Set Who can share? to Host Only.

Note: You’ll be able to enable this during your meeting if needed, using the Security menu.


PRIVATE MEETINGS & SESSIONS


Following are recommendations for department or other more private meetings where you know who all of your participants will be. Some of these settings can then be adjusted when you schedule a specific meeting but others will be unavailable for all meetings unless you adjust them on the Settings page again.

Before Meeting

Follow these guidelines and open a browser to change the Settings of your Zoom account to adjust features.

After Starting Meeting

Once your meeting has started, you can take additional actions:


LARGE/OPEN EVENTS


When you are coordinating a larger event you can add security to the registration process and can also restrict actions participants can take during the meeting. If your department frequently holds large online events with open/public audiences, consider subscribing to a Zoom Webinar account instead of Zoom Meeting.

Before Meeting

Follow these guidelines and open a browser to change the Settings of your Zoom account to adjust features.

Prevent Uninvited Participants from Joining

Limit Participant Options

After Starting Meeting

Once your meeting has started, you may want to:

*Don’t shut down interaction you need. Features marked with an asterisk* can also be quickly turned on and off during the meeting using the Security menu so if you want to use them for increased user engagement, leave them enabled and you can turn them off during the meeting if needed. Read on for more about how to deal with meeting crashers.


Shutting down event crashers


If someone crashes your meeting, there are new controls in Zoom to help you disable functions quickly. This new Security toolbar became available on April 8, 2020 – your Zoom application may need to be updated to see it. For more on the Security toolbar, see Zoom article.

What to do if your meeting is crashed. 

If you’re hosting a large event where there’s a chance of a crasher, make sure you have at least one person set as co-host and plan ahead for who will do what if there’s a crasher so you can act quickly.

Important: If you believe disciplinary action by the university is warranted, only then should you contact the help desk and provide details on this issue (meeting owner address, meeting id number, date/time of event, title of event, and attendee information). Otherwise, please follow the information above to further safeguard your event.