How to secure Online Meetings | PDSC Advice Guides

Repeatedly using the same access codes and advertising your meetings via social media puts your privacy at risk. Uninvited guests could connect to the meeting and share inappropriate content, cause disruption or listen in to sensitive conversations. Reputable platforms offer settings to protect your meetings. The application of these features will vary depending on the platform but there are key features you should use to secure online meetings:

  • A Lobby/Waiting Room which means attendees must wait until the meeting organiser “admits” them into the meeting, preventing uninvited or unknown guests taking part in the meeting proper.
  • A Passcode to lock the meeting so only authenticated users can join. Passcodes should not be publicly disclosed, as anyone with the passcode will be able to join. Passcodes must be single use only.

Administrators can apply settings as default for all users if required and it is good practice to permit the minimum, only adding greater accessibility after careful consideration. This guide shows you how to apply them as an individual user.

Microsoft Teams

Secure Online Meetings

Zoom

Depending on your subscription, some settings are locked.

Steps to universally configure settings for all your meetings, so they will be applied by default:

 

Secure Online Meetings

To secure each individual meeting:

01
Login to the Zoom portal online
02
Meetings
03
Schedule a Meeting
04
Input details about your meeting in the fields and edit the settings to limit as many permissions as possible
05
Click Save

For similar meetings: within the online portal select “Save as a Meeting Template”, enter a name, click “Save as Template”.

You can also apply individual meeting settings through the app when clicking “Schedule”. Also, when running an instant meeting, select the down arrow under “New Meeting”, hover over your Personal Meeting ID arrow > and select “PMI Settings”.

Throughout the meeting you can restrict and allow additional permissions to attendees if needed.