Center for Teaching & Learning: Zoom Web Conferencing

The Waiting Room feature is one of the best ways to protect your Zoom meeting space.

When you enable this feature, there's two options to manage the experience:

1. All Participants will send everyone to a virtual waiting area and then you can admit them individually or all at once.
   • This is PERFECT for 1:1 consultations, or small group sessions where privacy is critical (advising sessions, etc.)
2. Guest Participants Only allows authenticated users to bypass the waiting room but sends anyone attempting to join as a guest or not using their MCPHS credentials to the waiting room.

Explore this topic further!

Locking your meeting works just like closing your classroom door after the session starts.   You can give participants a few minutes to join and then simply lock the meeting to disallow late entrants.  

Learn all about managing your participants

Disable "Join Before Host".  Participants won't be able to join into the meeting space until you have arrived and are in place to view chat, etc.

They'll see a notice similar to:

As a host, you have a variety of important controls to help maintain the meeting environment for you and your participants.

Here's a quick overview:

It's important to get comfortable with the settings available to you; and recognize that some features are dependent on how you start your meeting.

Find out more via Zoom's Help Center

There are two ways to join meeting audio, joining via computer or joining via telephone. Follow these sections to test your audio before or after joining a meeting.

You can also join a test meeting if you want to test your audio and familiarize yourself with meeting controls.

Overview

Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings except for settings that an administrator has locked for all users in the account or for all members of a specific group.

Host controls allow you as the host to control various aspects of the Zoom Meeting, such as managing the participants.

The co-host feature allows the host to share hosting privileges with another user, allowing the co-host to manage the administrative side of the meeting, such as managing participants or starting/stopping the recording. The host must assign a co-host. There is no limitation on the number of co-hosts you can have in a meeting or webinar.

Co-hosts do not have access to the following controls as they are only available as host controls in a meeting:

• Start closed captioning and assign someone or a third-party to provide closed captioning
• Start live streaming
• End meeting for all participants
• Make another participant a co-host
• Start breakout rooms or move participants from one breakout room to another
• Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)

Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host. 

Prerequisites

• Host permission in the meeting, or co-host permission (set by the host)
• Zoom desktop client for Mac, PC, Chrome OS or Linux
• Zoom mobile app for iOS or Android 

Overview

Breakout Rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.

• Up to 50 breakout rooms can be created
• Max 200 total participants across all breakout rooms (requires Large Meeting 200 add-on)
• Breakout room participants have full audio, video and screen share capabilities

If the meeting is being cloud recorded, it will only record the main room, regardless of what room the meeting host is in. If local recording is being used, it will record the room the participant who is recording is in. Multiple participants can record locally.

This article covers:

• Enabling Breakout Rooms on Your Account
• Enabling Breakout Rooms for a Group
• Enabling Breakout Rooms for Your Own Meetings

Learn how to manage breakout rooms.

Prerequisites

To manage breakout rooms as the host

• Zoom account
• Zoom desktop client
•  

Note: Users joined into the Zoom meeting from the Zoom Desktop Client, Zoom Mobile App, or H.323/SIP devices can participate in breakout rooms. Users joined via the web client and Zoom Rooms are unable to join Breakout Rooms, but the main room can be used as an alternative session for these users.

Zoom allows for screen sharing on desktop, tablet and mobile devices running Zoom.

• The host and attendee can screen share by clicking the Share Screen icon.
• The host does not need to grant screen share access for another participant to share their screen.
• The host can prevent participants from accessing screen share.

The polling feature for meetings allows you to create single choice or multiple choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

Generate Zoom Poll Reports

How to access and generate a meeting usage report

Notes: To generate and view a report, ensure that the following requirements are met:

• The setting for the type of report you want to generate has been enabled for the meeting (registration, polling, Q&A, or post-meeting survey).
• You must be the host of the meeting or have a role with Usage reports permission enabled to generate and view the report.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Account Management then Reports.
3. Click the Usage Reports tab.
4. Click Meeting and webinar history.
   A list of upcoming and previous meetings will be generated. You can search by time range or by Meeting ID.
5. (Optional) You can filter the results by selecting Meetings, Webinars, or both from the drop-down menu.
6. In the From and To fields, choose the dates for the time range you want reports for.
7. In the drop-down menu to the right of the meetings and webinars filter, choose the report type you want to search for:
   • Has any data
   • Has poll data
   • Has survey data
   • Has Q&A data
   • Has resource link data
   • Has reaction data
8. Click Search.
9. (Optional) In the last column after the Search button, click Export.
   Select the report you want to export as CSV file.
   • Export
   • Export the list with participants details
   • Export the list with features used
10. In the last column of the meeting you want a report of, click the Generate detailed report icon.
    Select the report you want to generate.
    • Q&A Report
    • Resource Link Report
    • Attendee Report
    • Performance Report
11. (Optional) After the report is finished generating, on the Report Queue tab, download the report as a CSV file or delete it from the queue.

How to generate a poll report during the meeting

1. Start the scheduled Zoom meeting that has polling enabled.
2. As the meeting host, launch the poll.
3. Collect poll responses, then end the poll.
   The basic breakdown of poll results will be displayed. To see exactly who voted for each option, you will need to download the full report.
4. Click the more  icon, then click Download results.
   Zoom will open your default web browser and begin the download.
   Note: You may have to sign in to your Zoom account first.