![]() Will pre-registrations be required? Consider whether sending an invitation by email and/or Outlook invite is sufficient, or whether you need to pre-registering anyone who wants to join.On the other hand, participants may choose not to share where they participate in the meeting. WIll use of the camera be mandatory? Virtual meetings are much easier to moderate when cameras are turned on, so you can use more than your hearing senses and see people’s mimick and emotions.The downside is that audio quality of phone users is regularly worse, they often add background noise, and they will not see shared screens or slides, so may have difficulties to follow the conversation – so they may turn out to be silent listeners. Allowing access by phone, or only by web link: Enabling phone dial-in gives everyone the opportunity to join also by phone from the car or when no Internet connection is available.On the other side, if enabled, the meeting can start even if the person who has generated the meeting link and acts as meeting host falls ill or comes late – otherwise everyone else needs to wait. This may politically not be wanted by the meeting host. ![]() Join before host: This option allows that participants can join the meeting and talk to each other before the host arrives.Please note that on Zoom, from 19 July 2020, a waiting room is mandatory if the meeting passcode option is not enabled. However, the host needs to be present to admit legitimate participants waiting in the waiting room. This ensures only invited persons are able to join. Enabling virtual waiting room: A waiting room gives the meeting host control over who joins the meeting, as anyone needs to wait “outside” until admitted.They only need to enter the password when entering the meeting ID on the website, in the Zoom software, or when they join by phone. In case of Zoom, the invitation link generated by Zoom already contains the encrypted password, so participants do not need to do anything then. Enabling meeting passcode: Password/passcode protection requires participants to enter a password when trying to access a meeting, so unwanted participants can’t just guess the unique meeting ID.Inviting participants, and considering access restrictions Meeting options and access policyīefore inviting participants, you may need to decide on the following points on the set-up of the virtual meeting room:
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