Skip to content

MicroProfile Zoom Admin

Jump to bottom
Debbie Hoffman edited this page Oct 7, 2021 · 2 revisions

To prevent unwanted screen sharing and broadcasting during MicroProfile Zoom calls, each call needs to have a host and a co-host who can secure the meeting. As the host, you can manage the security settings during the MicroProfile call, choose a co-host, and more. Learn more below:

  1. MicroProfile meetings require all attendees to have a (free) Zoom account to join the call. Zoom Sign Up, It's Free.

  2. Open an Issue to the MicroProfile Marketing repo requesting that John, @jclingan, or Kevin @kwsutter (for General MP calls) and Emily, @Emily-Jiang (APIs calls) help you schedule your meeting to the Zoom-internal calendar AND the MicroProfile Google Calendar). Example: Context Propagation git issue 420 request contains When, Day, Time, MicroProfile Calendar link. The ticket misses the Agenda Minutes link needed for the calendar event. All events need the agenda link to the calendar. Optional: If you wish for the call to be pushed via MicroProfile Twitter media, write a twitter description and it will be scheduled for consecutive meetings (yearly feature).

  3. If a Zoom meeting is not set up correctly, the participants and the host will see a "Waiting for host to start the meeting" and the call will never start. Ideally, the host can request a testing call with whomever is helping with the set up on the 1 time or consecutive call prior to the formal meeting to Q&A. Estimate time investment, 15 minutes.

Remember: After you have confirmed that everything is set correctly with the MicroProfile Call, log into the Zoom meeting 5 minutes prior to the start of the call. Joining the call prior to 10 minutes before the scheduled meeting will result in a "Waiting for host to start the meeting" message

  1. Join the meeting within 10 minutes of the scheduled call. The meeting ID in the image below is not a valid meeting ID. Use the scheduled meeting ID.

  1. Click on the "Participants" button. Click "Claim Host" on the participants window.

Claim Host

  1. Enter the Zoom code to become the host of the call. The code in the image is a sample code that will not work. The real code is shared with the planned Zoom host privately. MicroProfile Zoom Admins do not share the code. MicroProfile uses 1 code that works for all the MicroProfile meetings. MicroProfile meeting administrators are listed in the MicroProfile Infra Admins Inventory https://docs.google.com/spreadsheets/d/1bN00rsPpw54CnCjNHHdrty0bvSA5vi1ei7TDXSOf89o/edit#gid=1206744069.

Enter Zoom ID

  1. Click the Security icon on the bottom left of your screen and Enable waiting room.

enable waiting room

  1. Click on the security icon to find options for muting people if they have background noise and aren’t muting themselves, prevent screen sharing and broadcasting, and remove people from the call if necessary.

  2. Assign a co-host (by selecting a user from the participants view to make admin), the co-host can also let people in from the waiting room during the call. The co-host does not need to have the zoom code. It is entered by the Host.

co-host

  1. Click start recording and save to the cloud. No extra actions are needed after this point. Close the call and you are almost done. :)

Save to the cloud

If a "Zoom Bomber" happens to make their way in, then click on the security icon and select Disable all user activity option. Figure out who the zoom bomber is, remove them from call, then deselect the Disable all user activity option.

  1. After the call, open an issue to the MicroProfile Marketing repo including the meeting title and date, requesting to upload the Zoom recording to Youtube. Assign the issue to either John @jclingan or Emily @Emily-Jiang via the comments, using their github accounts.

  2. As the Steward of any MicroProfile calls make sure that the agenda minutes for the MP calls are housed under the MicroProfile Community Drive_Minutes folder. Anyone with a google account needs to have edit access to any and all MP agenda minutes.

  3. Fun Optional: taking a social pic before the recording of the call and the screen sharing is valuable. Especially, if you or someone in the call wishes to tweet it & highlight her/his investment in MicroProfile. Remember to always use @MicroProfileIO, doing so will enable the mpTwitter admins to likely tweet your activity that refers to community connecting.

Clone this wiki locally