Zoom Authentication Exceptions: Allow Guests to Join a Zoom Meeting or Webinar

Environment

U-M Zoom

Issue

I want to limit my Zoom Meeting or Webinar to only U-M users but still allow a few external guests to join. How can I do that?

Examples include guest lecturer for a class, U-M alum, or non-UM student auditing a class, etc.

Resolution

  • Zoom Authentication Exceptions is a way to allow specific individuals to access a Zoom Meeting that requires authentication
  • The host of the Zoom Meeting (or someone with scheduling privileges for the host) can add individuals by name and email to each individual meeting
  • For Webinars, this is accomplished by adding someone as a panelist
  • We highly recommend the following method to add only a small number of guests (1-10) to avoid potential security concerns, as noted below
Security Note: When this method is used, the guest receives an email with a link to enter the meeting. This link, if shared, could be used by anyone, not just the intended recipient, to join the session. Therefore, it is critically important that invited guests do not share the link they are emailed. As a host, note that if someone does share the link with another user, that additional guest's display name will be identical to the intended guest (e.g., You invite John Doe, and John shares their link with Jane Doe. If Jane Doe clicks the link, they will enter the meeting as "John Doe." If John shares the link with multiple users, there would be multiple "John Doe" users in the meeting).
Note: Authentication Exceptions can only be added via the Zoom website per the instructions below. This cannot be done from the Zoom desktop app, Google Calendar, or Outlook. 

Meetings

  1. Navigate to https://zoom.umich.edu/meeting and log in with U-M Weblogin, if prompted
  2. Create a new meeting by clicking Schedule a New Meeting in the upper right, or navigate to an existing meeting by finding the meeting in the Upcoming Meetings list, hovering over it, and clicking Edit
    • If you are prompted with a pop-up that asks whether you want to "Edit This Occurrence" or "Edit All Occurrences," click Edit All Occurrences, but make sure to remove the Authentication Exception after it is no longer needed to revoke access so there is no security risk for future occurrences of the meeting
  3. Ensure the Require authentication to join box is checked in the Security section and University of Michigan Users shows in the drop-down menu
  4. Click Add next to Authentication Exception just below the drop-down menu
  5. Click + Add Participant
    • Don't see this option? This is likely because you are trying to edit one instance of a recurring meeting, which you cannot do. Go back to step 2 and make sure to click Edit All Occurrences.
  6. Enter the full name and email address of the guest in the appropriate fields. This will trigger an email to that email address with a unique link. They must either use this unique link or be logged in to Zoom under an account with the same email address you entered
    • If the guest loses the email, you can resend it by navigating to this section and clicking the envelope icon next to the guest's entry
    • To remove a guest later and render the link they received invalid, click the X next to the guest's entry
  7. Repeat steps 5 and 6 for each guest you want to invite. There is no way to add guests in bulk at this time
  8. Click Save to save the Authentication Exceptions
  9. Click Save to save the Meeting

If your meeting has a Waiting Room turned on, the guests will be put in the Waiting Room. If you require registration to attend your meeting, they will not need to register. Should they try to register, they will see the following message:

You have been already invited by the host, please check your mailbox for the invite.

Webinars

Adding someone as a panelist allows them to bypass the authentication requirement. There is no way to allow someone to bypass the requirement and join as an attendee rather than a panelist. As a workaround, add them as a panelist, and when they join, demote them to an attendee. Again, this should be done only for a small number of individuals to maintain the security of the session.

Additional Information

  • Zoom Authentication Exceptions is a feature released in early 2021
  • ITS has already submitted feedback to Zoom about several facets of the feature, including requesting the ability to upload a CSV of users
  • The feature will continue to be improved by Zoom. If you would like to submit feedback to Zoom about this feature, you may do so using Zoom's feedback form

Need additional information or assistance? Contact the ITS Service Center.

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