Best practices for managing security and confidentiality
Have all attendees wear earbuds so the group audio is not audible and reverberating out into an open room.
Ask all attendees to be in a private room (if they are able).
While confidentiality is essential to the safety of the group, people cannot always control their home environments, particularly during the “stay at home” situation. Therefore, if there are others that must be in the room or coming and going, ask all participants to be sure to keep their ear buds in, and to let the circle members know who else is in the room or what to expect so that everyone in the circle is informed about the situation.
Ask all attendees to have their video turned on so everyone can see each other.
Let attendees know that the Record function has been disabled and that noone can r ecord the Circle or Council, and the facilitator will not record either.
Let participants know that if they wish to answer a question or participate but others are present in their environment, they can have the option to send their response by chat. Set chat functions to go to Everyone, or to the Host, but disable chat for participant to participant. (Instructions below.)
Here are some features you can access when scheduling your Circle or Council in order to make it more secure:
Go to: Settings > Recording and click off the Local and Cloud recording features.
In the Zoom Settings section, under the Meeting subtab:
Require Encryption for Third Party Endpoints
Disable Auto saving chats
Disable File transfer
Disable Feedback to Zoom
Disable Screen sharing*
Disable desktop/screen share for users*
Disable Remote control
Allow Virtual background (this is the Zoom default and allows the user to use a virtual background instead of the inside of their apartment, for example)
In the Zoom Settings section, under the Recording subtab:
Disable Local recording
Disable Cloud recording
Disable Automatic recording
Password protect your meetings by clicking Require meeting password and entering an alphanumeric password when you schedule your meeting. The password is automatically populated in the calendar invitation. This means that only people with both the meeting ID and password can join your meeting.
Disabling In-Meeting Chat:
You can turn chat for all of your meetings and webinars from your Profile Settings, if you do not want to use the chat in your meetings and webinars. This will prevent the host, co-hosts, and participants from chatting for any meetings you host. The Chat option will no longer appear in the Meeting Controls. You can disable the Private Chat, which will prevent participants from sending messages to individuals instead of the entire group.
Sign in to the Zoom web portal
Click the Chat and Private Chat toggles to disable in-meeting chat
Click Save Changes
Join Before Host Options:
When scheduling, you have the option to either allow participants to Join Before Host, or not. If you don’t select this option, no one can join the meeting without you being there to start the meeting. This gives you greater control over the meeting. Even if you do select Join Before Host, you still get an email notification when they join before you.
*Limit Screen Sharing to the Host:
While in your meeting:
Click the up-arrow next to Share Screen.
Select Advanced Sharing Options.
Under Who can share, click Only Host
See how these tips were put into action during our live May 6 Webinar
with the Community (Clip):