New Policies and “Passcodes”
NOTE: This mandate is no longer in effect as of 9/20/20. However, the instructions for how to turn on passcodes are still valid, if you would like to use them.
As part of Zoom’s continuing efforts to improve security, all meetings created on or after September 27 will be required to use either a passcode or a waiting room.
“Passcode” is the new label for the unique security code assigned to individual meetings, as differentiated from “passwords,” which will now refer only to the password you use to log into your account.
Since many users find the Waiting Room function disruptive in a teaching setting, VCU will be opting for Passcode as the default security method, going forward. By default, the setting “Require passcode when scheduling new meetings” will be turned on for all users, as will “Require passcode when starting instant meetings.”
This setting will not be locked on, however, so if you prefer to use the Waiting Room feature instead of Passcode, you can make that change in your account settings. Just remember that starting September 27, you will no longer be able to host a meeting without using either one security method or the other.
If you want to decide between “Passcode” and “Waiting Room” on a case-by-case basis, you can make that selection as you schedule each meeting:
If you want to save your meeting guests from the extra step of entering a passcode when they join your meeting, you can opt to embed the passcode as part of the meeting link. Log into your account page and go to “Settings > In Meeting (Basic),” then turn on “Embed passcode in invite link for one-click join.”
With this option enabled, your scheduled meetings will display an extended invitation link, where everything after “pwd” is the password. Clicking on this link will take your guests directly into the meeting.
As always, use discretion when sharing your meeting links to avoid unwanted guests. In some situations, it will be better to keep your links and passcodes separate, so even if your meeting address is discovered by others, they’ll still be kept out of the meeting unless they know the passcode.
As a final note, there’s nothing to keep you from using BOTH methods to secure your meetings: establishing a passcode AND enabling the Waiting Room creates two layers of security.