Zoom Best Practices - December 2020 Changes

NOTE: As of December 15, all new Zoom meetings must have a passcode. 

NOTE: As of January 15, all Zoom recordings will be retained for 120 days. 

Security Settings

1. Login to Zoom using either the desktop client or a web browser. If you are a meeting host, you must be logged in before you start your meeting. If you do not have controls or security settings in a meeting you scheduled, leave the meeting, login to Zoom, and then rejoin the meeting.
   1. Desktop Client
   2. Web Browser
       
2. Check for updates weekly.
   1. Desktop Client
   2. Web Browsers
      1. Google Chrome
      2. Mozilla Firefox
      3. Safari
      4. Edge
          
3. Select the appropriate security option. All meetings must have either a passcode or a waiting room. If you do not add one of these options, Zoom will automatically add a passcode to your meetings. If your meeting is set to Join Before Host, then add a passcode.
   1. Meeting Passcode
   2. Meeting Waiting Room
       
4. Obtain delegated access. If you are creating meetings on behalf of someone else, verify that you have delegated access to their Zoom account. Do not create meetings in your own account for other people.
   1. Zoom Delegation

How do I add a passcode?

If you want to add a passcode, edit the meeting, check the Passcode box, and then distribute the new meeting link to all the attendees. If you don't send out the new link, no one will be able to join because they will all have the old meeting URL.

How do I add a waiting room?

If you want to add a waiting room, edit the meeting, check the Waiting Room box, and then make sure you sign in to Zoom before you join the meeting! If you don't start the meeting, no one will be able to join because they will all be in the waiting room. If you don't sign in, you may end up in the Waiting Room and you will not be able to join your own meeting.

What will happen to my Personal Meeting Room?

If you do not add a Passcode or a Waiting Room to your Personal Meeting Room, we recommend you turn on the Waiting Room for that meeting.

What will happen to my recurring meeting?

If you do not add a Passcode or a Waiting Room to your recurring meeting, we recommend you turn on the Waiting Room for that meeting.

What will happen to the meeting I scheduled for next month and already gave everyone the Zoom link?

If you do not add a Passcode or a Waiting Room to your meeting, we recommend you turn on the Waiting Room for that meeting.

What will happen if I don't do anything?

If you do not add a Passcode or a Waiting Room to your meetings, you will not have any security on your meeting. This is not good.

How can I tell if my meeting doesn't have a Waiting Room or a Passcode?

Look at your list of meetings. Any meeting with no security will have a red exclamation mark inside a red circle.

What if I don't want to add any security to my existing meetings?

If you do not add a Passcode or a Waiting Room to your meetings, you will not have any security on your meeting. This is really not good. Please don't do this.

Recording Retention

As of January 15, 2021, Zoom recordings will be saved in the Zoom cloud for 120 days. Learn more at What do I do with my Zoom recordings?