Preventing interruptions when hosting OnZoom events

As a best practice, you should familiarize yourself with the security options available to you in OnZoom and only enable the features necessary to run the event and avoid disruption. If you are not happy with a participant’s behavior or if he or she is disruptive, you can report them. Your attendees should be able to have a safe and happy experience during their stay with you if you do so.

Requirements to prevent an OnZoom event from being interrupted

  • Client for Zoom’s desktop product
    • Windows: 5.6.3 or higher
    • macOS: 5.6.3 or higher
  • Four types of accounts are available: Pro, Business, Enterprise, and Education
  • To create paid events, you need either a Stripe business account or a PayPal business account

This is how you prepare for the start of your event

To ensure that your event’s security settings (set when the event is created) are set up as desired, it is recommended that you schedule your event at least five to ten minutes in advance of the scheduled time (before attendees join) to verify whether they are set up as desired. If you want to make changes to the settings, you can do so at any time during the event, but it’s best to double-check before attendees join the event.

With OnZoom’s default settings, your event is protected at the highest level of security to minimize disruption during the course of the event.

If you selected or added a meeting event type before starting your OnZoom event, be sure to follow the steps below:

  • Disable Participants have the option to change their screen name:
  • As long as you have this feature enabled, attendees can change their display name during the event.
  • Participants with disabilities can share their screens as follows:
  • Attendees can share their screen if your event has the option enabled. You can let them decide whether to share their screen or not.

Note: You can review these security options by reviewing the security settings for the event.

How to apply best practices to avoid event disruption during your event

Note: By default, you cannot use the following functions.

Prevent presentation annotations

If you share your screen with participants, you can prevent them from commenting on your presentation.

  1. If you click share screen, you can share your screen.
  2. In the meeting controls, click More to see more information about the meeting.
  3. To turn off annotations for others, click the Turn off annotations for others button.

Mute the microphones of all participants

If you don’t want attendee microphones to interrupt your event, you can mute their microphones so that everyone’s microphones are muted.

  1. Meeting controls can be accessed by clicking Participants.
  2. If the Participants window doesn’t have an ellipsis at the bottom, click it.
  3. When entering the room, click on the Mute Participants/Participants button.

Prevent attendees from changing their names

Attendees can be prevented from changing their names during your event by preventing them from changing their names.

To prevent attendees from changing their names during your event or summit, when selecting or including a meeting event type or session in your event/summit, do the following to prevent this:

  1. On the Meeting Controls page, click Security.
  2. Be sure to uncheck Allow participants to rename themselves by clicking Rename.

To prevent attendees from changing their names during your event/summit, when selecting or adding a webinar event type/session, you should follow these steps.

  1. On the meeting controls page, click the Participants button.
  2. In the Participants window, click the ellipsis at the bottom of the window.
  3. On the Attendees tab, check the box next to “Allow attendees to rename themselves.”

Prevent participants from unmuting

Additionally, it’s also possible to prevent attendees from muting their microphones during the event, in addition to muting their microphones upon entering your event.

As part of your event/summit planning, you should select or include a meeting event type or session so attendees cannot change their names while your event is in progress:

  1. Under the meeting control options, click Security.
  2. You can unmute attendees by clicking Unmute yourself under the Allow attendees check box.

To prevent attendees from changing their names during your event/summit, when selecting or adding a webinar event type/session, you should follow these steps.

  1. If you are in the meeting controls, click Participants.
  2. There are ellipses in the Participants window at the bottom of the page.
  3. You can unmute attendees by clicking the Allow Attendees to Unmute button.

How to delete messages sent in chat during an event

In the in-meeting chat window, you have the option to delete messages and files sent by other users. Zoom’s Trust and Security team can review any reports of abuse on the platform after a user’s message has been deleted. If necessary, Zoom’s Trust and Security team can ban this user from future use of the platform.

During a meeting, a message can be deleted from the in-meeting chat box by following the steps below:

  1. You can open the chat window in the meeting by clicking the chat icon in the event control bar.
  2. If you want to delete a chat message, just place your mouse pointer over it.
  3. To open the ellipse, click on it.
  4. To delete the file, click the Delete button.

How to report a user causing disruption

There is an opportunity to report an attendee to Zoom’s Trust and Safety team if he or she deleted a message from the in-meeting chat window during an event so they can assess an abuse of the Zoom platform and ban the user if necessary after deleting their message.

Note: Once you’ve deleted the user’s message from the in-meeting chat window during the event you’re attending, you’ll see the option to report a user.

To report a user from the in-meeting chat window, do the following:

  1. There is an option to report the participant by clicking on [Name of Attendee].
    A dialog box will appear.
  2. There is a field called “Who do you want to report?”. that you need to fill out. The next step would be to confirm which user you want to report by typing their name in the box.
  3. Click What happened? box to find out what happened. From the drop-down menu, select the option you want to use from the drop-down box.
  4. If you want to add a screenshot to the report, you can check Add desktop screenshot option.
  5. It is possible to view a screenshot by clicking the View Screenshot button.
  6. Submit the form by clicking the Submit button.

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frequently asked Questions

If you’re using the Zoom desktop client, click your profile picture and then click the Settings tab after clicking your profile picture at the top of the screen. Under the Suppress background noise menu item, you have the option of selecting one of two suppression levels. Auto: This is the default setting and applies moderate noise reduction when needed.

At the bottom of the zoom window you will find a security icon that needs to be clicked. When the pop-up window appears, you need to click the “Lock Meeting” button to lock the meeting. To ensure that a random meeting ID is generated when the meeting is scheduled, ensure that a passcode is required when scheduling the meeting so that a passcode can be requested to join the meeting. This information may be shared privately with the respective participants.

Regardless of whether the original host is a licensed user or whether the new host is either a free user or a basic user, if the original host is licensed, the meeting will continue indefinitely. If the original host of a meeting has a Basic or Free account, the new host can only host a meeting for a maximum of 40 minutes, regardless of whether he or she is a licensed account user or not.

Using Zoom meetings is now generally accepted as a relatively safe way to conduct meetings. According to the company’s latest available information, the biggest security vulnerabilities have been fixed within the platform and the company aims to keep up with the latest vulnerabilities to keep the platform up to date by fixing the biggest security vulnerabilities.

The following security controls apply in meetings:

Become a host or co-host of a Zoom meeting by starting the meeting. From the control toolbar on the left side of the screen, tap More. Then tap the Security button. The following settings can be enabled from the menu: Lock Meeting: This setting gives you the ability to lock the meeting so that new participants cannot join the meeting after the meeting is locked.

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