Sections:
- Zoom Waiting Room
- What is the Waiting Room?
- Activating the Waiting Room
- Important Features for Group Leaders
- Group Leaders Join as Host
- Group Leaders Enter Meeting with the Organization Name
- Host Join Screen
- Participant Join Page
- Join Page: No Waiting Room
- Join Page: Waiting Room Enabled
- Post Meeting Survey
Zoom Waiting Room
As an extra security feature for meetings, the waiting room functionality is available for Zoom meetings hosted through HeyPeers. Although the waiting room feature has always been accessible within the Zoom meeting itself, the option on HeyPeers allows the waiting room to be turned on prior to the start of the meeting. This prevents anyone from entering the meeting before a host joins.
What is the Waiting Room?
The waiting room allows the host(s) to control when a participant joins the meeting. Upon joining the meeting, participants will be placed in a virtual waiting room and will not be allowed to into the meeting until a host approves their entry. Participants see the following pop-up message while in the waiting room.
The meeting host(s) can admit attendees one by one or hold all attendees in the waiting room to admit them all at once. Hosts may also choose to reject participants, preventing them from getting into the meeting. This is a very useful feature if there are unwanted guests trying to join the meeting.
Activating the Waiting Room
The waiting room can be added to a new or existing meeting, and meetings in a meeting series.
On the Create a Meeting and Edit Meeting pages, the field Enable wait room controls the waiting room feaeture. If this field is checked, the waiting room is turned on. If the field is unchecked, the waiting room is turned off.
Important Features for Group Leaders
Group Leaders Join as Host
For all Zoom meetings, group leaders enter the meeting as "Host." This means that the group leader will have full host controls immediately upon entry. There is no need to "claim host role" using a host key. The first group leader to enter the meeting will automatically enter as the main host. The second and third group leaders entering the meeting will claim co-host roles.
Group Leaders Enter Meeting with the Organization Name
All group leaders will be brought into the meeting with the organization name as their display name. This is a limitation by Zoom and cannot be changed. Group leaders must change their display name once in the meeting.
To change your display name, click on the Participants icon, if you hover over your name, a MORE button will appear that will give you the option to “Rename,” which allows you to change your display name during a meeting.
Host Join Screen
A sample join page is provided below. The page will show:
- The name of the meeting
- Name of the Organization
- Messages:
- "This meeting will be conducted on Zoom."
- "Waiting Room" with a checkmark, if the wait room was enabled.
- "You will enter the meeting as Host. Once in the meeting, you will have full control of all aspects of the meeting, including admitting participants into the meeting. No host key is required."
- "Note: You will enter as co-host if another group leader has already started the meeting."
- Your display name upon entry will be: (Name of Organization). Please rename yourself once in the meeting."
- Enter Meeting button.
- Message below the Enter Meeting button says "Please make note of the Host Key, in case you need it within your meeting. Host Key: XXXXXX."
- While you will not need the host key to begin the meeting, please make not of the key in case it is needed during the meeting.
Participant Join Page
Join Page: No Waiting Room
- For a meeting without the waiting room activated, the participant may input a display name or enter the meeting anonymously.
Join Page: Waiting Room Enabled
- For a meeting with the waiting room activated, the participant may not select or change their display name. Instead, the participant will be brought into the meeting with the member’s first name followed by “- Participant” (as shown below).
- This is required so that the host will be able to compare the registration list to the names appearing in the waiting room. Once in the meeting, the participant may change the display name.
Post Meeting Survey
When an organization activates a post meeting survey for a Zoom meeting, a post meeting survey banner will be displayed at the top of the JOIN page for the participants. This banner explains that the join page remains open during the meeting and asks them to return the join page after the meeting to provide their feedback.
Please note: unlike the HeyPeers embedded video service, the HeyPeers post meeting survey cannot be accessed from within the Zoom meeting itself, and Zoom will not automatically redirect the participant to the post meeting survey after the meeting.
