Using Zoom with External Collaborators

Owned by Moore, Chris S
Last updated: Jul 14, 2023 by Former user (Deleted)
3 min read

There are three security settings available when scheduling a meeting: Passcode (required for all UAlbany meetings), Waiting Room (optional), Require authentication to join (optional).  By default, external guests are unrestricted from joining UAlbany Zoom meetings, but are entered into a Waiting Room and must be admitted by the host or co-host:

 

IMPORTANT

Regardless of the "Require authentication to join" setting, external guests joining a meeting from their web browser instead of the desktop client or mobile app will be required to sign into a Zoom account first.  If your guest does not have a Zoom account, they will need to download the Zoom desktop client or mobile app to join your meeting.  See Notes on Authentication below for more information.

 

 

By default, the passcode is embedded into the meeting invitation link.  This means when a participant clicks the link to join your meeting, they will not need to manually enter the passcode.  You have the option to turn off passcode embedding in your Zoom account settings:

By default, the Waiting Room is always turned on.  You have the option to turn it on/off on a per-meeting basis.  You also have the option to turn it on/off by default in your Zoom account settings:

See Zoom's documentation on using the Waiting Room.

In Zoom, "require authentication" implies that a user must be signed into any Zoom account.

  • E.g. a UAlbany Zoom account, a Zoom account managed by their company/organization, or a personal account they've created on their own.

You have the option to further restrict authentication to only UAlbany Zoom accounts on a per-meeting basis.

 

Using a Phone for Audio

External guests can use phone audio to join your meeting in conjunction with a computer/mobile device, or as a standalone option.  In both cases, they will be subject to your meeting security settings as described above.

Dial-In with Computer/Mobile Device

  • If joining your meeting on a computer or mobile device, participants can use a phone for audio instead of their device's microphone. 

  • Callers will be prompted to enter the meeting passcode.

  • Callers can connect their phone audio with their Participant ID to streamline their participation.  Otherwise, they'll join as two separate participants, once as visual-only with their chosen display name and again as audio-only with their phone number.

Dial-In Only

  • Participants joining by dial-in only will not be able to view the visual content in the meeting, like screen share, video, or chat.

  • They will be identified in the participants list by the phone number used to connect.

  • You have the option to change how dial-in only participants are permitted based on the Waiting Room: