Taking Attendance in a Zoom Meeting in Zoom for Health at U-M

Environment

Zoom for Health at U-M

Issue

How do you take attendance in a Zoom Meeting in Zoom for Health at U-M, when Zoom for Health at U-M scrubs attendance data as part of the PHI (HIPAA) protections?

Resolution

This process describes the steps to take to schedule a single or recurring Zoom meeting that requires registration in order to capture attendance information, along with steps for generating a registration report.

Schedule the Meeting

Schedule a meeting as you would normally. However, make sure to set the following:

  1. Turn on the Required checkbox under the Registration section
  2. If you are setting up a recurring meeting, turn on the desired registration requirement rule radio button

Note: To capture registration for each occurrence, select Attendees need to register for each occurrence to attend.

Add Additional Settings for Attendance Tracking

  1. Go to your meeting.
  2. Scroll down the Manage “My Meeting” page to access the Registration rules section
  3. Click the Edit link in the Registration Options section
  4. Review the options on the Registration tab and turn on the options desired
  5. Click on the Custom Questions tab
  6. On the Custom Questions tab, click the New Question button
  7. Accept the default Type of Short Answer
  8. Turn on the Required checkbox
  9. Type “Campus ID (uniqname)” in the Question field
  10. Click Create
  11. Click Save All
  12. On the Manage Meeting page, click the Email Settings tab
  13. Click the Edit link in the Confirmation Email to Registrants section
  14. Turn off the checkbox for the Send Confirmation Email to Registrants option
  15. Click Save

Run a Registration Report

  1. Access umich.zoom.us/meeting
  2. Navigate to Reports in the left side menu
  3. On the Usage Reports page, click the Meeting option
  4. Validate or turn on the Registration Report radio button for the Report Type
  5. Using the calendar icon, select the timeframe for the meetings for which you want to generate reports in the Search by time range section
  6. Click Search
  7. To generate a single registration report, locate the desired meeting from the search results and click the Generate link
  8. Accept the default selection of All Registrants or select another Registration Type option
  9. Click Continue
  10. Once the report is generated, you will automatically be routed to the Report Queue page
  11. Locate the report from the results and click Download
  12. Follow the prompts to complete the download (steps vary depending on the browser you are using.)
  13. Open the .CSV file in Excel to review the results

Note: The custom field you added as part of the registration rules for the meeting will appear in the report and can be used to identify attendees.

Additional Information

Instructions with screen shots can be found here:  https://drive.google.com/file/d/1L-eX6iX7n6SKGNCB6EybNJvvinvdYGPW/view

Thank you to our colleagues in HITS for developing these instructions!

Details

Article ID: 3194
Created
Wed 7/22/20 11:00 AM
Modified
Thu 7/23/20 2:08 PM