Zoom Meeting Guidance

These online AA Zoom meeting guidelines are based on guidance released by GSO. These are intended to help those who are hosting online zoom meetings and to help protect everyone’s privacy and anonymity.

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1. Zoom settings

(needs to be done only once per account prior to setting up a meeting, not before every meeting)

On the Zoom website, log in with the account you use to host meetings. Then navigate to: Settings

In the Zoom Settings section, under the Meeting subheading, do the following.

For individuals who cannot install any software on their work computer i.e. commission workers, meetings via this option may work unless further preventative measures are installed on the computer.

When a participant clicks the meeting URL, instead of clicking ‘download & run Zoom’ they should click ‘join from your browser’.

Now go back to the top of the settings screen and select the ‘Recording’ tab.

Again, at the top of the settings screen, select the ‘Telephone’ tab.

2. Meeting setup

Choose a meeting name that preferably does not include AA. This is for added anonymity if attending meetings in public spaces

Enable 'Video OFF for Host and Participants'.

This means that video is switched off when the host or a participant joins the meeting but can be switched on after that.

Enable 'Both'.

Click 'Edit' to update the country list.

Disable 'Enable join before host.

This prevents people from joining the group before a host logs in.

Enable 'Mute participants upon entry'.

Enable 'Enable Waiting Room'.

This helps you see who is trying to enter your meeting by placing them in a separate area at the top of your participants list until you let them into the main meeting. It also prevents you from getting flooded with disruptive people because it gives you a pre-emptive chance to see who is trying to enter your meeting. Waiting Room lets you do that.

Disable 'Only authenticated users can join'.

3. Suggested  meeting practices

They can keep an eye on the participant box as well and take measures against meeting trolls and attacks. Two people acting calmly and fast is better than one.

A disruptive person can post something inappropriate in your chat and then quickly rename themselves. Their posted chat will retain the old name but they will already be cloaked with their new name as you try to find them to remove them.

Some may not have their video on. Others may show their full name in the participant box unintentionally. Using video is not compulsory and participants are free to use whatever name they please. We suggest participants use video for an immersive experience for everyone.

We suggest participants type their first name into the system when they join. It can be checked on their own screen and in the participant box.

We suggest the host say and/or writes via chat message before meeting starts:
“Using video during the meeting is your personal choice. We only ask that you use your first name so it shows in the participant box, check your screen what your current username is and verify it in the participant box. If it's anything but your first name such as 'iphone' 'samsung' ..., contact the host either verbally or via chat box to let them know what your first name is so they can rename you. The rename feature has been disabled for participants for security reasons. Before your next meeting we encourage you to learn how to name yourself ahead of joining.”

Telephone participants may not be able to mute/unmute themselves, either because their (landline) phone doesn't support it or they may be visually impaired. It is suggested hosts ask the caller whether they can unmute themselves. If not they stay unmuted if at all possible throughout the entire meeting or suggest to keep them muted until invited by the host to share.

4. What to do if a meeting is disrupted

5. Online On-demand Training

If you'd like to improve your Zoom skills, you'll find a wealth of training on the Zoom website. Simply click the button below to go there.