Starting Sept. 27, Zoom will require that all meetings have a Passcode or a Waiting Room enabled.
On Sept. 27, Zoom will add Waiting Rooms by default to scheduled meetings that have neither security feature enabled. Zoom is making this change to all paid accounts, including University of Iowa accounts.
For general information about this change from Zoom, see https://support.zoom.us/hc/en-us/articles/360045009111-FAQ-Meetings-Waiting-Room-and-Passcode-Requirements-September-27-2020
How this impacts you
If you have scheduled meetings that do not have a Passcode or a Waiting Room enabled, you can enable either option before September 27.
If you add a Passcode to an existing meeting, you'll need to provide participants with a new meeting link. If you add a Waiting Room, you will not need to update participants, but will need to admit them as they join your meeting.
If you enable neither option now, Zoom will automatically add a Waiting Room to your meetings.
How does this affect meetings I have scheduled?
If you already have a Passcode or a Waiting Room enabled for your meetings, no changes are necessary.
If you add a Passcode to a meeting you've already scheduled, you will need to re-send invitations that include a new meeting link. Zoom automatically embeds Passcodes in meeting links when you create a Passcode-enabled meeting (unless you have specifically disabled this feature). Adding a Passcode to an existing meeting will change its link.
Enabling a Waiting Room to a meeting does not affect its existing link. You do not need to update a meeting invitation if you add a Waiting Room.
If you do nothing, Zoom will automatically add Waiting Rooms to existing meetings that have neither security feature. Meeting hosts should be prepared to admit participants from the Waiting Room as they join (see How to use Waiting Rooms below).
How do I determine whether my meetings need Passcodes or Waiting Rooms added?
- Go to https://uiowa.zoom.us and log in with your HawkID and password.
- Click on Meetings on the left hand column.
- If any of your meetings do not have a Passcode or a Waiting Room, you will see the following message:
- Next to each meeting that needs a Passcode or Waiting Room enabled, you will see a red circle with an exclamation mark:
- To add a Passcode or Waiting Room, hover over the meeting and click the Edit button. On the next screen, check the Passcode or Waiting Room box to add the security feature you prefer. (Note that if you add a Passcode, you will need to share a new meeting link with participants—see How to Use Passcodes below.)
If you do not add a security feature to your meetings, Zoom will automatically add Waiting Rooms on Sept. 27.
How to use Passcodes
Passcodes can be enabled for any meeting (including a meeting with a Waiting Room). Passcodes make your meetings more secure by preventing unauthorized participants from guessing your meeting links.
If you enable a Passcode for a new or existing meeting, it will be embedded in the meeting link. Your meeting participants do not need to enter the Passcode—they simply need to click the link with the embedded Passcode.
If you add a Passcode to an existing meeting after you've scheduled it, Zoom will generate a new link. Be sure to share this new link with your meeting participants.
How to use Waiting Rooms
Waiting Rooms can be enabled for any meeting. They make your meetings more secure by allowing you to screen meeting participants before admitting them to a meeting.
Adding a Waiting Room to a meeting does not affect its link. If you add a Waiting Room to an existing meeting after you've scheduled it, the original link will still work. You will not need to update your meeting invitations or inform your participants.
However, the host of the meeting will need to know a Waiting Room is enabled and be prepared to admit participants as they join. Zoom allows hosts to admit each participant individually or admit everyone who is in the waiting room. You also can send messages to everyone in the Waiting Room.
For more information on Waiting Rooms and how to use them, see Zoom - Waiting Rooms.
Many University of Iowa Zoom accounts include Personal Meeting IDs (PMIs). With a PMI, you have standing link to a personal "room" that's analogous to a physical conference room. Anyone with the link can enter the room at any time.
Zoom will enable Waiting Rooms for all PMI accounts as of Sept. 27, 2020. After Sept. 27, you will admit anyone who arrives at your personal meeting room the same way you admit participants for regular Zoom meetings with Waiting Rooms enabled.
If you regularly use the Personal Meeting feature and want to enable Waiting Rooms now, follow these steps:
- Log in to https://uiowa.zoom.us with your HawkID and password.
- Choose Meetings and then Personal Room.
- Click the Edit button and place a checkmark by Waiting Room.
- Click the Save button.
More Zoom Info
To learn more about Zoom, visit the ITS Zoom Info Center.