You are now in the main content area

How to host a meeting in Zoom

We have reconfigured Zoom to improve its security and privacy beyond its defaults to make it safer for the Ryerson community. We recommend scheduling meetings in advance with the following settings.

 These settings are designed for hosting online classes. Different settings may be required for hosting confidential virtual meetings.

New: Learn how to setup recurring tutorial sessions for TAs/GAs.

Schedule a meeting

We recommend scheduling Zoom meetings through the Zoom web portal. 

  1. Go to ryerson.zoom.us, external link
  2. Click “Sign In” and login using your Ryerson credentials.
  3. Go to the "Meetings" page, click “Schedule a New Meeting” and fill out the form.
  • Fill out the basics such as the title of your meeting (e.g. name of course) and the date of when the meeting takes place. 
  • Ensure you have the correct time zone.
  • If your class is meeting on a weekly basis, you can enable "Recurring".

 

  • For "Meeting ID" use the default "Generated ID" instead of personal.
  • All scheduled meetings automatically include a password.
    • Note: Participants can still share the password with unwanted guests, but this will prevent unknown intruders from entering the meeting.
  • For privacy, we recommend leaving the participant's video "off" before joining. Participant's can enable their video once they've joined the room.

Important note about "Only authenticated users can join" option 

This option will require participants to sign-in to Zoom with their my.ryerson credentials, minimizing the risk of unwanted guests joining the room. Before joining a meeting, your participants must sign in to the Zoom desktop or mobile app using Single Sign On (SSO).

External participants outside of Ryerson

If you intend on inviting external attendees to your meeting (outside of Ryerson), do not check this option. If an external guest does not have a Ryerson email address or Ryerson Zoom account, they will not be able to join. We recommend leaving the meeting room password as a safe alternative.

  • Check "Mute participants upon entry"
    • This will prevent background noise.
  • Optional: Check "Enable waiting room"
  • Check "Only authenticated users can join" 
  • You can add teaching assistants to the "Alternative Hosts" field which will give them some administrative controls over the meeting.

Safety tips

The waiting room feature is good if you have a co-host or smaller meeting. Enabling this option will require you to manually admit participants attempting to join the room. 

Never use your Personal Meeting ID (PMI) for large meetings. Your PMI should only be shared with co-workers or people you communicate with frequently. Once you share your PMI, anyone can try joining the call at any time.

All scheduled and instant meetings will have a randomly generated password by default. The password is embedded in the "Join" link, so participants do not have to type it in manually.

Share meeting details

Share the meeting link by copying the “Join URL” or meeting invitation. You can find the Join URL after creating an invitation in your Meeting list.

Click on "Copy the invitation" and share all details with your participants.

Share the meeting invitation either in your:

  • D2L Brightspace course shell.
  • Emailing it to your participants/students.
  • In the details section of a Google Calendar invitation.

For instructions on how to join and online meeting room etiquette, please share the Continuity of Learning guide with your students.

During the meeting 

  •  You must notify participants if the online meeting will be recorded. Before recording, please instruct participants to turn off their microphone and webcam if they do not wish to be seen or heard.
  • To share your computer screen or document, click “Share”.
  • If participants need to ask questions, tell them to type it in the Chat or use the "raise hand" feature.
  • Participants can enable their microphone and camera - but remind them not to, unless you ask them.
  • For closed captioning, you need to first enable closed captioning, external link and assign someone to type. Please note, there is no live captioning feature. However, you can view an audio transcription for meetings recorded to the Zoom Cloud.

Other considerations 

  • Participants can share the meeting link with anyone, and anyone with the link will be able to join the meeting.
  • If the "Only authenticated users can join" option is disabled; students can type in whatever name they desire. If the participation in the online meeting is “graded” or attendance is required, you should enable this recommended option.