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

Environment

U-M Zoom

Issue

How do I invite a few external (non-UM) guests while still only allowing U-M affiliates to join a Zoom meeting/webinar?

Resolution

Overview

• Zoom provides hosts with the ability to add "authentication exceptions," allowing specific external (non-UM) guests to bypass the U-M authentication requirement when enabled.
  • Authentication exceptions are not a feature available in webinars. However, adding someone as a panelist allows them to bypass the authentication requirement.
• Authentication exceptions can only be set when creating or editing the meeting from the Zoom website or via the Zoom LTI in U-M Canvas.
  • It cannot be done from the Zoom desktop app, Google Calendar add-on, or Outlook plug-in.
• ITS recommends adding only a small number of guests (1-10) as exceptions to avoid potential security concerns.
  • When this method is used, the guest receives an email with a link to enter the meeting. It is important that invited guests do not share the link they are emailed because anyone can use it if shared, not just the intended recipient.
  • As a host, if someone shares the link with another individual, that individual's display name will be identical to the intended guest's when they join the meeting.
    • For example, 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 individuals, there would be multiple "John Doe"s in the meeting.

Meetings

1. Go to U-M Zoom and click Sign in.
2. Click Meetings from the left navigation.
3. Follow the steps below based on whether you enable it for a new or existing meeting.
   • New meeting: Click Schedule a Meeting.
   • Existing meeting: Find the meeting under the Upcoming tab, hover over it, and click 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 ensure to remove the authentication exception after it is no longer needed to revoke access for future occurrences of the meeting.
4. Ensure the Require authentication to join box is checked in the Security section and University of Michigan Users appears in the drop-down menu.
5. Click Add next to Authentication Exception below the drop-down menu.
   • If there are more than a few guests, and you don't want to add them manually, you can also import them from a CSV file. Click Import from CSV instead, download Zoom's template, and fill it out. After filling it out, return to the Edit Meeting page, click Import from CSV, click Import to upload the file, review the imported information, and click Save.
6. Click + Add Participant.
   • Can't find this option? This is likely because you are trying to edit one instance of a recurring meeting, which you cannot do. Return to step 2 and click Edit All Occurrences when prompted.
7. Enter the guest's full name and email address in the appropriate fields provided. ​​​​​​​
8. Repeat steps 5 and 6 for each guest you want to invite.
9. Click Save to save the authentication exceptions.
10. Click Schedule or Save when done.

This will trigger an email to the guests' email addresses 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 the Authentication Exception > Add section of the specific meeting 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 in the same location.

If your meeting has the Waiting Room turned on, the guests will be put in the Waiting Room. They will not need to register if you require registration to attend your meeting. 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

There is no way to allow someone to bypass the authentication requirement and join as an attendee​​​​​​. However, adding them as a panelist allows them to bypass it. Add them as a panelist and demote them to an attendee when they join as a workaround.

Additional Information

Zoom Support: How to add authentication exceptions

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