Zoom Rooms Private Meetings Follow

Overview

You can control the information displayed on Zoom Rooms screens to mask potentially private information about a meeting. The following settings can be changed at the account level, the room level, or at any intermediate level in the hierarchy.

  • Transform all meetings to private
  • Hide host and meeting ID from private meetings

Prerequisites

  • Zoom Rooms version 4.0 or later
  • Zoom Rooms iPad controller version 4.1 or later
  • Zoom Outlook plugin or Zoom Chrome extension
  • Integration of your Zoom Rooms account with Exchange/Office 365 Calendar or Google Calendar

See Zoom Rooms With Office 365 Integration or Zoom Rooms with Google Service Integration for details.

Procedures

Private meetings for all Zoom Rooms in the account

By default, the display in Zoom Rooms shows the upcoming meetings scheduled for the room. For public meetings, this includes the meeting time, the meeting topic, and the name of the meeting organizer. For private meetings, the meeting topic is not shown.

To prevent potentially private information from displaying in all Zoom Rooms in your account:

  1. Log into your Zoom account and click Account Settings.
  2. Scroll to the Zoom Rooms section of the page and click Edit at the right side of the section.
    screen1_AccountSettings.PNG

  3. Enable one or both of the following options:
    • Transform all meetings to private
      Each of the Zoom Rooms in your organization that uses an iPad controller immediately changes the display to show either “<MeetingOrganizer Name’s> Meeting” or “Private Meeting”. This affects only public meetings because the meeting topics of private meetings are already hidden.
    • Hide host and meeting ID from private meetings
      The meeting host and meeting ID (in addition to the meeting topic) are hidden from the Zoom Rooms display  for private meetings. This affects meetings that were originally scheduled as private, as well as public meetings that were transformed to private. Individuals can join a private meeting from a Zoom Room by clicking the Start button, even though they cannot see the host or meeting ID. 
  4. Click Save Changes.
    screen2_EditSettings.PNG

Private meetings for Zoom Rooms in a specific location

You can prevent potentially private information from displaying in all Zoom Rooms at a specific location in the hierarchy, such as a building, floor, or room. In the following example, the administrator has already enabled “Transform all meetings to private” at the account level. This setting cannot be changed at the Building level, but you can enable the option Hide host and meeting ID from private meetings for all Zoom Rooms in the building.

To prevent potentially private information from displaying in Zoom Rooms in a specific location:

  1. Log into your Zoom account and click Zoom Rooms.
  2. Navigate to the location at which you want to control the meeting display and click the Edit button next to that location.
    In this example, the location being edited is BuildingA.
    screen3_ChooseLocation.PNG
  3. On the Edit page, click the Meeting Settings tab.
  4. Toggle the Hide host and meeting ID from private meetings option to Yes, then click Save Changes.
    screen4_ChangeSettings.PNG

The display in each of the Zoom Rooms in the specified location (in this example, BuildingA) that uses an iPad controller immediately changes. In this example, since all meetings have been transformed to private (hiding the meeting topic), the meeting host and meeting ID are removed from the display. Individuals can join a private meeting from a Zoom Room by clicking the Start button, even though they cannot see the host or meeting ID.

Scheduling a private meeting for Zoom Rooms

You can use either the Outlook plugin or the Google Calendar plugin to schedule a private meeting.  

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