Zoom Authentication Exception / Allow Guests to Join a Zoom Meeting or Webinar

Environment

Zoom

Issue

I want to limit my Zoom Meeting or Webinar to only U-M users for security ("Require authentication"), but allow a few external guests to join. How can I do that?

Examples: 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, even though they would not be able to based on the authentication setting
  • The host of the Zoom Meeting (or someone with scheduling privilege for the host) adds 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 is used for 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 (ex: 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 then be multiple John Doe users in the meeting).

Meetings

  1. Navigate to https://zoom.umich.edu/meeting and login with U-M Weblogin, if prompted
    • This feature is not yet available through Canvas or Blackboard, but you can see and edit Canvas and Blackboard meetings that you host from https://zoom.umich.edu/meeting
  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 that there is not a security risk for future occurrences of the meeting
  3. In the Security section, make sure Require authentication to join is checked and that University of Michigan Users shows in the drop-down
  4. Click Add next to Authentication Exception just below the drop-down
  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 #2 and make sure to click Edit All Occurrences.
  6. Enter the full name and email address of the guest. 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 that you enter here
    • 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 not a way to add guests in bulk at this time (see Additional Information below)
  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 not currently a 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 at most for a small number of individuals to maintain the security of the session.

Additional Information

  • Zoom Authentication Exceptions is a new feature released in early 2021 and is in Beta
  • 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.

Details

Article ID: 4580
Created
Thu 3/4/21 6:38 PM
Modified
Fri 6/11/21 4:40 PM