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Zoom offers multiple methods to schedule a meeting. This article guides meeting hosts through the setup and recommended settings for secure meetings. Go to Resolving Unexpected Behavior In Meetings |
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for additional tips on creating a safe and secure meeting space. |
Meeting hosts have control over their scheduled meeting settings except where a Boise State administrator has locked a setting (e.g., Boise State disabled “join before host” for all accounts).
A host can schedule through meetings using any of the following methods:
Your Boise State Google Calendar by selecting Make it a Zoom Meeting.
The Zoom web portal (recommended).
The Zoom desktop client or mobile app.
A Zoom plugin (available for Chrome, Outlook, and Firefox).
Through Blackboard if the ZOOM integration has been enabled (recommended for synchronous meetings with students)Canvas via the Zoom LTI.
Instructions
Log in to the Zoom web portal, client, plugin, or link in
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Canvas.
Click on the Schedule icon
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Enter your desired settings. Refer to some of our recommendations below.
Click Schedule to finish.
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After you schedule the meeting, you may see an option to add the meeting to your Google calendar. Be aware that changes to the Google invite or changes to the meeting in your portal or app, may not transfer between one another (e.g., deleting a meeting scheduled in the Zoom portal will not delete the corresponding Google invite). |
Settings Recommendations
Meeting ID
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Recommended Settings
Time Zone: Set the time zone appropriate to the meeting participants. For Boise, that’s (GMT-6:00) Mountain Time (US and Canada). If your time zone default is incorrect, fix it in your profile settings.
Recurring Meeting: Set as needed. Managing recurring meetings can be challenging especially if a meeting event needs to change. Go to Scheduling a Recurring Meeting for more information.
Meeting ID: Use Generate Automatically for Meeting IDs when scheduling. Meeting IDs append to the meeting URL. Using your personal meeting ID is like giving out your cell phone number.
Password
We do not recommend requiring a meeting password, but you can choose to do so if you want additional security.
Video
For small meetings, we recommend Video is set to On for both Host and Participants.
For big meetings, we recommend Video is set to On for Host and Off for Participants.
Audio
We recommend allowing both Telephone and Computer Audio; this allows people to call in via their phone.
Calendar
We recommend Google Calendar; this will generate an event in your Google Calendar once you allow Zoom access to the calendar.
Enable Waiting Room
We recommend that you Enable Waiting Room if you have concerns about uninvited participants joining your meeting; you will need to allow Participants into your meeting if you enable this setting.
Enable join before host
We recommend that you do not Enable join before host; if you do enable this, people can enter the meeting before it is actually scheduled to happen.
Mute participants on entry
For large meetings, we recommend that you do Mute participants on entry.
For small meetings, we recommend that you do not use this setting.
Only authenticated users can join: Sign in to Zoom
We recommend that you do not use this setting since every Participant must have a Boise State Zoom account set up in order to join if you do use this.
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If you are concerned about privacy, security, “Zoom bombing” or other concerns, then you can choose to enable this setting. Please make sure all your invited Participants are Boise State faculty, staff, or students and that they have visited boisestate.zoom.us to get provisioned with Zoom accounts prior to your meeting. |
Automatically record meeting
We ask that you do not automatically record the meeting, as this can result in additional unnecessary recordings any time the meeting is launched. Instead, click Passcode: Use the default provided or create your own. Go to Using Meeting Passcodes for more information about passcodes.
Waiting Room: Enable the waiting room to ensure only meeting invitees join the meeting.
Authentication: For meetings where Boise State faculty, staff, or students are the only attendees, require BSU SSO settings. Attendees must have logged into their Boise State Zoom account at least once.
Video: For small meetings, consider setting video to On for host and participants. And for big meetings, set video to On for host and Off for participants.
Audio: Allow both Telephone and Computer Audio so people can call in if they need to.
Other Options: Check Mute participants upon entry for large meetings.
Alternative Hosts: Add a Boise State faculty, staff, or student if you need someone else to start the meeting for you. You can learn more about Zoom meeting roles in the Zoom help center.
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Do not automatically record meetings. Click the record button after you have started the meeting. |
Alternative Hosts
You can only add people with Boise State Zoom accounts as Alternative Hosts to start the Zoom meeting if you are not available. Note that Alternative Host is a different feature than Co-Hosts.
Have an issue or article suggestion?
Email us! lts@boisestate.eduGo to Meeting Settings for more information on the options available while scheduling.