At the request of a number of organizations, we have Administrator Emergency Join functionality for meetings.
This gives an organization administrator the ability to enter a meeting without being listed as the group leader or being registered for the meeting.
This article will cover:
- Details and Limitations of Administrator Emergency Join Functionality
- Administrators Only
- Limited Functionality
- HeyPeers Meetings
- Zoom Meetings
- Effects on Meeting Data
- Accessibility Timeframe
- Using the Emergency Join Feature
Details and Limitations of Administrator Emergency Join Functionality
Administrators Only
Only organization users who have been given the role of Administrator will see the emergency join option. The functionality will remain hidden from all other organizational users.
Limited Functionality
When an administrator uses the Emergency Join feature, they enter the meeting as a host, but with some limited host functionality. In both Zoom and HeyPeers meetings, the administrator will be able to approve the entry of participants from the waiting room.
HeyPeers Meetings
Within HeyPeers meetings, the administrator will not have access to the in-meeting menu bar. This means that the administrator will not have access to in-meeting documents or to the Settings dropdown, which controls the Standby Room. See image below.
Zoom Meetings
Within Zoom meetings:
- The administrator will enter as primary host. The administrator will take the host role away from any other host already in the meeting.
- The administrator will enter the meeting with the Zoom account name as their display name.
- The administrator and any other primary host (if there is one already in the meeting) will appear under the same name in the chat panel.
- The administrator will not have access to the Standby Room.
Effects on Meeting Data
The Administrator Emergency Join functionality is a “back door” into the meeting and is designed solely for administrators who need to jump into meetings on an emergency-only basis.
Due to this, the meeting data will not show the administrator as a meeting attendee, will not be add them to the meeting’s registration list, and will not be count the administrator in the meeting’s attendee count.
Accessibility Timeframe
The Administrator Emergency Join option becomes available 15 minutes before the start of the meeting, and will remain accessible for the duration of the meeting (as defined by the meeting’s Meeting Duration setting).
Using the Emergency Join Feature
The emergency join option is only accessible from the organization’s Manage Organization page.
To navigate there:
- Navigate to the Manage Organization page: click on the Organizations header tab, and click Manage Organizations tab. Find your organization tile, and click the Manage button on the bottom right-hand corner of the organization tile.
- Scroll down the Manage Organization page until you see the upcoming meetings list.
- The next upcoming meeting will be listed on top. Clicking on the meeting’s 3-dot menu icon displays a list of meeting controls.
- The administrator will see the Emergency Meeting Join option when it is within 15 minutes of the meeting start time, and will remain available during the Meeting Duration.
- By clicking on this option, the administrator will be immediately brought into the meeting. There are no further steps required.
