Securing Your Zoom Meetings: Essential Guidelines for NC State Extension

Using Zoom, have more power than ever to host large-scale meetings and webinars. But with that extra capacity comes the need to stay vigilant. Whether you're hosting a small team check-in or a 500-person public event, keeping your "virtual front door" locked is key to avoiding disruptions.

Here’s a quick refresher on how to keep your sessions running smoothly:

Fundamental Security Settings

For every Zoom session, the following core security measures should be standard practice:

• Passcodes are a Must: Always require a passcode. It’s the simplest way to keep uninvited guests out.
• Restrict to Authenticated Users: For internal meetings, configure your settings to allow only authenticated users to join. This requires participants to log in with their NC State Unity ID via the SSO (Single Sign-On) portal.
• Check Your Version: Make sure you’re running the latest version of the Zoom Workplace app. Updates include more than just new features; they have the latest security patches to keep your data safe.

Hosting Public Events? Take Extra Care

Public-facing events require heightened vigilance to prevent disruptions. Use these recommended settings:

• Use Registration Links, Not Meeting Links: Never post a direct "Join" URL on your website, social media, or in an Eventbrite description. Instead, share the Registration URL or email the "Join" link directly to participants.
• Bring a Wingman (Co-Host): Assign a "Zoom-savvy" co-host to help you. While you’re presenting, they can keep an eye on the participant list, manage the Waiting Room, and quickly handle any odd behavior.
• Manage Sharing: Keep screen sharing set to "Host Only" by default. If a guest needs to share, you can easily grant them permission during the live session using the Security (shield) icon.

Best Practices for Promoting Your Event

How you distribute information is as vital as your in-meeting settings:

• Avoid Public URLs: Do not post direct Zoom join links in public Eventbrite descriptions or on open websites.
• Share Directly: Provide join URLs only to registered participants through direct, confirmed communication channels.
• Promote via Registration: When marketing an event, only promote the Registration URL. This ensures that the actual meeting link is only provided to those who have vetted themselves through the registration process.

Additional Resources

Advanced Protection: Review university guidance on Protecting Zoom meetings from Unwanted Disruptions.