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

Note:  After November 4, 2017 enabling Zoom features uses Tiered Settings. Previously configured settings for the Zoom Rooms Private Meetings feature will continue to work in the same way. Changes made by an administrator might affect meetings and webinars that use this setting.

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.

Instructions

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 configure all Zoom Rooms in your account to use Transform all meetings to private or Hide host and meeting ID from private meetings:

  1. Sign into the Zoom web portal as an administrator with the privilege to edit Account settings, and click Account Settings.
  2. Navigate to the Transform all meetings to private or Hide host and meeting ID from private meetings options on the Meeting tab and verify that both settings are enabled to use both options.
    PrivateMeetings-AccountSettings.PNG
    If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.
    PrivateMeetings-TransformTurnOn.PNG
    PrivateMeetings-HideHostTurnOn.PNG

    • 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.

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 configure a set of Zoom Rooms in your account to use Transform all meetings to private or Hide host and meeting ID from private meetings:

  1. Sign into your Zoom account as a Zoom Rooms administrator and navigate to the Zoom Rooms tab.
  2. Click the level in the hierarchy that you want to enable for Private Meetings. For example, to enable all rooms in a specific building, click the name of the building.
  3. Go to Meeting Settings and enable the option Transform all meetings to private or Hide host and meeting ID from private meetings.
  4. Click Save Changes.
    PrivateMeetings-EditSave.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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