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Inviting guests to UW Zoom events

When you’re planning to host events on UW Zoom that will include people without UW NetIDs, you will want to review a couple of settings to ensure that everyone you want to include can join easily: Waiting room and authentication.

If this is your first time using Zoom, learn how to sign in.

If you need help with setting up a UW Zoom meeting, learn how to schedule a meeting.

First, you will need to check your Zoom account to make sure that waiting room is enabled.

  1. Go to https://washington.zoom.us/profile/setting
  2. Click In Meeting (Advanced) and scroll down to Waiting room.
    zoom configuration settings for waiting room
  3. Make sure that the toggle switch to the right is turned on, as in the image above.
  4. Under Choose which participants to place in the waiting room, make sure that Guest only is selected. Any participants with UW NetIDs will be able to join the meeting directly.
    1. If you want to allow anyone to admit guests from the waiting room, select the checkbox under Guest only.
    2. If you want to be the only one who can admit guests, make sure the checkbox is cleared.

Now that you have configured settings for waiting room at the account level, you will do the same when you schedule the event.

  1. Go to https://washington.zoom.us/meeting/schedule.
  2. Scroll down to Meeting Options.
  3. For the best and most secure experience, you’ll want to enable the Zoom waiting room and disable Only authenticated users can join.
    Individual meeting settings
  4. Once you have configured the settings as you want them, scroll down to click Save. You’re done!

 

About the recommended settings

Mute participants upon entry
This setting is optional; it simply reduces the amount of noise generated as people join the meeting. Even when this setting is on, users can turn their microphones back on as soon as they join.

Enable waiting room
Enable the waiting room to allow guests who do not have a UW NetID to join the event. Users without a UW NetID will joining the event then will wait to be admitted by the host. As such users join, you will receive a notification that they are waiting.

Only authenticated users can join
Requiring authentication would prevent participants without UW NetIDs to join, so you want to make sure this setting is turned off if you’ve invited people from outside the UW.

Last reviewed June 8, 2020