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Checklist for Zoom Meeting

Meetings are designed to be a collaborative event where all parties can share, whereas webinars are designed so that the host and designated panelists can share and view-only attendees can watch the presentation. Zoom meetings can host up to 500 participants and allow participants video or profile pictures to be displayed. Webinars are for up to 3,000 participants with options to extend more using YouTube Live.

If you are hosting a large event, or don't want participant video or profile pictures displayed, contact us at mps@csusm.edu to discuss the Zoom webinar option and get a webinar license. Not sure if you need a Zoom meeting or Zoom webinar, review the comparison chart to help you decide.

Pre-meeting planning decisions 

  1. Will you have any co-hosts? 
  2. Who will need to speak? 
  3. Will chat be used?The chat settings in a meeting are: 
    1. no chat 
    2. chat to host 
    3. chat to everyone publicly 
    4. chat to everyone publicly and privately. 
  4. Will screen sharing be used? Who will need to share? 
  5. Will you need to use breakout rooms? 
  6. Will registration be required? This allows collection of information about who is attending that can be useful for post-event follow-up. Decide what extra questions you would like registrants to answer. 
  7. Will the event be recorded? If so, how and with whom will it be shared after the event? 
  8. How will the link to the event be shared? This is both a practical and security consideration, since we want to make sure our desired audience has easy access, but access is restricted as much as possible to the desired audience to prevent unwanted interference. 
  9. Begin gathering all necessary presentation materials, including PowerPoint or other presentations, websites, videos, etc. 

Scheduling a Meeting 

  1. https://support.zoom.us/hc/en-us/articles/201362413-Scheduling-meetings 
  2. Inform all necessary parties: 
    1. Send meeting link to co-hosts and participants. 
    2. Share meeting link. 

Pre-Meeting Setup and Testing 

  1. One week prior to the event 
    1. Share event agenda with all co-hosts and panelists.  
    2. Convene the co-hosts and do a quick run thru of the basic event structure. Test screen shares and presentation materials.  
    3. Have all co-hosts update Zoom app on the computer or device they will use in the meeting. 
    4. Examine registration responses for interesting question responses.
  2. 15-30 minutes prior to the event start - have all co-hosts sign into the meeting and verify: 
    1. That the person controlling the Zoom session is listed as Host in the Participants window. This is generally the meeting organizer. 
    2. That all co-hosts are listed as such in the Participants window. If they are not, make them co-hosts. 
    3. That all necessary presentation materials are present and ready, including:PowerPoint, docs, websites, and videos. 
  3. Five minutes before event start: 
    1. Start recording. 

During the Meeting

  1. Follow the meeting agenda. 
  2. In case of disruption by unwanted participants, refer to Appendix A: Security Things You Can Do During A Meeting. 
  3. Moderator: monitor chat and Q&A a refer questions/comments to panel as necessary. 

After the Meeting

  1. Meeting to discuss things that did or did not go well for reference in doing future webinars. 
  2. Export registration list in spreadsheet format and process as necessary for follow-up. 
  3. Share meeting recording with approved list. See Appendix B: Sharing Recordings.

Sharing Zoom Recordings

Recording Meetings

Meetings can be recorded by the host to either the cloud or the local computer of the host. If you record the meeting, make sure you take appropriate precautions to secure the meeting recording. If you record the meeting to your local computer, make sure that you do not not post the video on a public site. If you record to the cloud, make sure you are only sharing the cloud recording link with participants of the meeting. Be aware of what is dicussed during the session, and ensure that no confidential data is shared!

By default, participants can't record meetings. The host can give participants permission to record the meeting to their local computer by opening the participants window, clicking the "More" button and then selecting "Allow Record" option.


Additional settings to consider

Review the Zoom security page for ways to safeguard your session experiences.

Zoom Security Notes
Security/ Feature  Meeting Creation Setting  In Meeting Setting  Security Button  Notes 

Share Screen 

No* It can be turned off in user settings which effects all meetings in your account 

yes 

yes 

Click share screen advanced settings 

Chat 

No* It can be turned off in user settings which effects all meetings in your account 

yes 

yes 

In chat window – set levels of chat 

Rename Themselves 

No* It can be turned off in user settings which effects all meetings in your account 

yes 

yes 

In participant window – more settings 

Unmute Themselves 

no 

yes 

yes 

In participant window – more settings 

Lock Meeting 

no 

yes 

yes 

In participant window – more settings. No one can enter the meeting after this has been turned on. 

Enable Waiting Room 

yes 

yes 

yes 

In participant window – more settings 

Participant Annotations 

No* It can be turned off in user settings which effects all meetings in your account 

yes 

yes**

Set when screen sharing. Top of screen then select More… 

**Annotation turns on in the security window in version 5.1.2 or greater, when sharing the screen.

Show/Hide Participant Name while annotating 

no 

yes 

no 

In participant window – more settings and on user in the list. 

 

Remove Participant 

no 

yes 

yes 

In participant window – more settings and on user in the list. 

Report 

no 

yes 

yes 

In participant window – on user in the list. 

Recording 

yes 

yes 

no 

Recording to the Cloud can visually document issues 

Authenticated Users 

yes 

no 

no 

Allows only CSUSM users that are signed into the Zoom App to join a meeting. If users are not signed in they cannot get in. 

Registration 

yes 

no 

no 

Require users to register for the meeting. Approval can be automatic or manual. Automatic cannot verify users so manual is recommended for checking registrants 

 

Mute Participants Upon Entry 

yes 

yes 

no 

In participant window – more settings 

Allow removed participants to rejoin 

No* It can be turned off in user settings which effects all meetings in your account 

no 

no 

Default is to not allow removed participants to rejoin.