Meeting Hosts

So that the Host can monitor those joining the meeting and provide security from any unauthorised person who may have found out the meeting link and password, the Waiting Room feature  is enabled by default for the University's Zoom service.

Admitting participants during a meeting

1. As the meeting host, click Manage Participants at the bottom of the screen.
2. Click Admit to have the participant join the meeting.

Admit all participants from the Waiting Room

1. As the meeting host, click Manage Participants at the bottom of the screen.
2. Click Admit all.

Sending participants to the Waiting Room during a meeting

1. As the meeting host, click Manage Participants at the bottom of the screen.
2. Click More next to the participant's name and choose Put in Waiting Room.

Sending messages to participants in the Waiting Room

1. As the meeting host, click Chat.
2. Click the dropdown next to To:
3. Click Everyone (in Waiting Room).
4. Type and send your chat message to the waiting room.

Once the message has been sent, the participants in the Waiting Room will see the message on the Waiting Room screen.

Disabling the Waiting Room feature for a meeting

For large meetings it may not always be practical to employ the Waiting Room feature. The Host may disable it for the meeting as follows:

1. In the Zoom client, create a new meeting using the Schedule button.
2. Expand the Advanced Features section and untick the Enable Waiting Room option.
3. Complete the rest of the meeting booking / invitation as normal.

Enabling screen sharing

1. Click Share Screen in the meeting controls at the bottom of the screen.

2. Select the screen you want to share. You can also choose an individual application that is already open on your computer.

3. Choose a particular window do share and click Share.

Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, click Exit Full Screen in the top-right corner or press the Esc key.

More info: Sharing Your Screen (Zoom site)

Screen sharing permissions on macOS

If you are on macOS 10.14 or later, when you enable screen sharing you may be asked in a pop-up to allow Zoom to do so.

1. Press Open System Preferences.
2. In the Security & Privacy window that opens, unlock the orange lock at the bottom-left with your Mac password.
3. Tick the box next to zoom.us.app in the Screen Recording section of the preferences.

1. Click Manage Participants in the host controls (at the bottom) to display the participants list.
2. Hover over a participant and click More to bring up your self-explanatory options:

• Chat: Speak directly to the participant, rather than to the whole meeting.
• Ask to Start Video
• Make Host
• Put in Waiting Room
• Remove

More info: Managing participants in a meeting (Zoom site)

Hosts may wish to create meetings that they may not be able to attend, or may wish to delegate Hosting responsibilities to another participant. To allow this, they can designate a Co-Host when setting up a meeting or during the meeting.

Before the meeting

1. When scheduling a meeting via the Schedule option in the Zoom client, expand the 'Advanced Features' section.
2. Enter the email address of the person who will be a Co-Host for the meetings in the 'Alternative Hosts' section.
3. Complete the rest of the meeting scheduling as normal.

During the meeting

1. In the participant list, hover your mouse over the participant whose hosting status you wish to change.
2. Choose Make Host or Make Co-Host as appropriate.

Note: If you make another person a Host, you as the original Host lose your hosting abilities. You would need to ask them to pass them back if you require them.

Type of recording available

For security reasons, downloading recording of meetings is disabled for the University's Zoom service.

It is possible, however, to record "to the cloud", i.e. saving the meeting to the Host's profile in the University's Zoom web interface.

NOTE: Only hosts and co-hosts can start a cloud recording. If you want a participant to start a recording, you can make them a co-host. Recordings started by co-hosts will still appear in the Host's recordings in the Zoom web portal.

Host's responsibilities

Hosts must read through and follow the guidelines on their responsibilities surrounding meeting recording:

Guiding principles - recording of online and digital events

Meeting hosts have a responsibility to tell meeting attendees before the recording is started. When you start a recording, your meeting attendees will see a notification that the meeting is being recorded (shown in the image across).  

Retention

We recommend that you set a retention period before recording your meeting and delete the recording when you no longer need it.  For further information on retention please see our:

Recording privacy statement (external collaborators) (Word)

Recording privacy statement (internal – staff and students) (Word)

Starting a cloud recording

To record a meeting to the cloud:

1. Start a meeting as the host.
2. Click the Record button
3. Then, a notification box will appear asking if you want to Record this meeting (image shown across). This box prompts you to inform your attendees before recording. Click Continue.
4. To stop recording, click Pause/Stop Recording or End Meeting.

Once the recording has been stopped, the recording is processed by Zoom. This will take some time depending on the length of the recording.

Manage your cloud recordings

1. Log into the University's Zoom web interface.
2. Click on Recordings to find existing meeting recordings.
3. You then have the following options:

• Download, share, or delete cloud recordings (Zoom site)
• Trim the playback range of a shared recording (Zoom site)

Delete your cloud recordings

You can delete your Zoom cloud recordings by:

1. Signing into Zoom through the University's Zoom web interface
2. Click on Recordings
3. Click "More" (ellipsis icon) to the right of the recording you want to delete
4. Click "Delete"
5. A warning message will appear, click "Delete"

For further help with deleting your Zoom cloud recordings, please see the following Zoom guidance:

Deleting Zoom cloud recordings

1. In the menu bar, choose to End Meeting, or simply click to close the meeting window.
2. You then have the option to End Meeting For All or to Leave Meeting yourself.

Important - For these steps to work the meeting must have been hosted in the University's Zoom account (i.e., the meeting host was signed in at ed-ac-uk.zoom.us with their UUN and password). 

To get the attendee list:

1. The meeting host can follow the URL below to get meeting reports, including attendees (you may be prompted to sign in with your University log-in details (UUN and password)). These reports can be exported:

Get reports from Zoom meetings