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Zoom meetings and backup host question

Jaynie Kind, CA Peninsula Chapter
 

Hi All,

I was wondering how chapters are hosting their Zoom meetings. Currently I am hosting them using my Zoom Pro license. I feel uneasy...what if I can't start a meeting? Sick, hit by a bus, etc. Everyone would already have the meeting link and no host to start.

The "Alternate Host" only works for Business/Enterprise accounts. So no backup option there...

The only idea I had was to have a chapter email account and have Zoom Pro attached to that email (along with our AVA Pro license which I also have). We would have to be sure not to schedule meetings at the same time. 

Your thoughts?
Jaynie Kind
Peninsula Chapter (Redwood City, CA) 
Julie Olson HLAA in Wisconsin/Appleton
 

Thanks for asking this question Jaynie. I’m in the same boat. Our chapter’s Zoom Pro license is in my name. I have wondered how to let someone else host a meeting without my having to open it up???  I have a conflict for one of our future meetings due to another commitment.  I can assign an alternate host once the meeting begins, but do I have to be the one to begin it?

 

Julie Olson

HLAA Fox Valley Chapter (Wisconsin)

 

From: HLAATech@groups.io [mailto:HLAATech@groups.io] On Behalf Of Jaynie Kind, CA Peninsula Chapter
Sent: Tuesday, September 29, 2020 4:15 PM
To: HLAATech@groups.io
Subject: [HLAATech] Zoom meetings and backup host question

 

Hi All,

I was wondering how chapters are hosting their Zoom meetings. Currently I am hosting them using my Zoom Pro license. I feel uneasy...what if I can't start a meeting? Sick, hit by a bus, etc. Everyone would already have the meeting link and no host to start.

The "Alternate Host" only works for Business/Enterprise accounts. So no backup option there...

The only idea I had was to have a chapter email account and have Zoom Pro attached to that email (along with our AVA Pro license which I also have). We would have to be sure not to schedule meetings at the same time. 

Your thoughts?
Jaynie Kind
Peninsula Chapter (Redwood City, CA) 

Tony Hansen
 

My Zoom Pro account has advanced options that can be enabled to

 

  • “allow join before host”.
  • restricts those joining to ones who have authenticated (no guest zoom accounts).
  • designate alternative hosts.

 

Hope this helps.

 

                Tony Hansen

 

From: <HLAATech@groups.io> on behalf of "Jaynie Kind, CA Peninsula Chapter" <jwkind2000@...>
Reply-To: "HLAATech@groups.io" <HLAATech@groups.io>
Date: Tuesday, September 29, 2020 at 6:24 PM
To: "HLAATech@groups.io" <HLAATech@groups.io>
Subject: [HLAATech] Zoom meetings and backup host question

 

…

I was wondering how chapters are hosting their Zoom meetings. Currently I am hosting them using my Zoom Pro license. I feel uneasy...what if I can't start a meeting? Sick, hit by a bus, etc. Everyone would already have the meeting link and no host to start.

…



_._,_._,_
Char Sivertson <charlenesivertson@...>
 

You can give your account log in and password to another person if you want them to host a meeting from your account.  Since yours is a single user account, passing on your sign in info potentially violates that contract. However, in a webinar put on by Zoom, the instructor suggested doing exactly that.

You can always revise your account, under Profile, to change your email address to your chapter’s email account.

Cheers
Char Sivertson , San Diego

On Tue, Sep 29, 2020 at 9:00 PM Julie Olson <julieo@...> wrote:

Thanks for asking this question Jaynie. I’m in the same boat. Our chapter’s Zoom Pro license is in my name. I have wondered how to let someone else host a meeting without my having to open it up???  I have a conflict for one of our future meetings due to another commitment.  I can assign an alternate host once the meeting begins, but do I have to be the one to begin it?

 

Julie Olson

HLAA Fox Valley Chapter (Wisconsin)

 

From: HLAATech@groups.io [mailto:HLAATech@groups.io] On Behalf Of Jaynie Kind, CA Peninsula Chapter
Sent: Tuesday, September 29, 2020 4:15 PM
To: HLAATech@groups.io
Subject: [HLAATech] Zoom meetings and backup host question

 

Hi All,

I was wondering how chapters are hosting their Zoom meetings. Currently I am hosting them using my Zoom Pro license. I feel uneasy...what if I can't start a meeting? Sick, hit by a bus, etc. Everyone would already have the meeting link and no host to start.

The "Alternate Host" only works for Business/Enterprise accounts. So no backup option there...

The only idea I had was to have a chapter email account and have Zoom Pro attached to that email (along with our AVA Pro license which I also have). We would have to be sure not to schedule meetings at the same time. 

Your thoughts?
Jaynie Kind
Peninsula Chapter (Redwood City, CA) 











Marilyn Weinhouse, CO
 

Just give them your log in and password. 

Marilyn
Jaynie Kind, CA Peninsula Chapter
 

I have Zoom Pro, you need Zoom Business to assign alternate hosts. I tried and it wouldn’t let me. 

I already had “Allow Join Before Host”. Carolyn Odio suggested disabling the “Waiting Room”. Since I have to have either “Waiting Room” enabled or a Passcode per Zoom security, I used a Passcode.

Then I scheduled a meeting. Carolyn was able to join the meeting although I wasn’t there, even before the time it was scheduled to start! She tried a bunch of functions: chat, mute/unmute, reactions, naming herself, etc. Then I joined/started the meeting. 

I’ve now scheduled a recurring meeting and have asked a few people in my chapter to see if they can join day or night. 

Jaynie Kind
Peninsula Chapter, Redwood City, CA
Ann Thomas, HLAA Brand Ambassador
 

I highly recommend a trial dry run before a meeting. The Zoom Pro plan has co-hosting options. You can have a co-host admit people from the waiting room another one monitoring the chat and even a third one facilitating Q and A.
Carolyn Odio
 

I found this interesting...Zoom actually anticipates this situation in their direct quote...regarding their setting "participants join before host = on"
If you activate this setting, Jaynie has an excellent review of the settings that should be ON to make the meeting a seamless one, without the host. I will let her share it when she is ready to.

"Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you enable join before host, then the participants can join the meeting before the host joins or without the host." etc...
--
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 

 

 
Carolyn Odio
 

Ahh one more thing...here is the zoom link to the quote I just mentioned...

https://support.zoom.us/hc/en-us/articles/202828525-Join-before-host
--
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 

 

 
Ann Thomas, HLAA Brand Ambassador
 

At the moment— people can join before the host or without the host, but only the host can designate co-hosts and has access to the CC feature and API code. 

We had this problem in an HLAA GITHL committee meeting recently. 

I anticipate this feature may go away soon to make the platform more secure.

Ann

On Oct 2, 2020, at 6:40 AM, Carolyn Odio via groups.io <carolyn@...> wrote:

I found this interesting...Zoom actually anticipates this situation in their direct quote...regarding their setting "participants join before host = on"
If you activate this setting, Jaynie has an excellent review of the settings that should be ON to make the meeting a seamless one, without the host. I will let her share it when she is ready to.

"Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you enable join before host, then the participants can join the meeting before the host joins or without the host." etc...
-- 
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 
 
 
Jaynie Kind, CA Peninsula Chapter
 


Jaynie Kind

On Oct 2, 2020, at 7:03 AM, Ann Thomas, HLAA Brand Ambassador <athomas@...> wrote:

 At the moment— people can join before the host or without the host, but only the host can designate co-hosts and has access to the CC feature and API code. 

We had this problem in an HLAA GITHL committee meeting recently. 

I anticipate this feature may go away soon to make the platform more secure.

Ann

On Oct 2, 2020, at 6:40 AM, Carolyn Odio via groups.io <carolyn@...> wrote:

I found this interesting...Zoom actually anticipates this situation in their direct quote...regarding their setting "participants join before host = on"
If you activate this setting, Jaynie has an excellent review of the settings that should be ON to make the meeting a seamless one, without the host. I will let her share it when she is ready to.

"Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you enable join before host, then the participants can join the meeting before the host joins or without the host." etc...
-- 
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 
 
 
Char Sivertson <charlenesivertson@...>
 

Enabling the waiting room automatically disables the setting for allowing participants to join before host. 
So people would have to sign in with a password to use Join Before Host.

Char
San Diego

On Fri, Oct 2, 2020 at 7:03 AM Ann Thomas, HLAA Brand Ambassador <athomas@...> wrote:
At the moment— people can join before the host or without the host, but only the host can designate co-hosts and has access to the CC feature and API code. 

We had this problem in an HLAA GITHL committee meeting recently. 

I anticipate this feature may go away soon to make the platform more secure.

Ann

On Oct 2, 2020, at 6:40 AM, Carolyn Odio via groups.io <carolyn@...> wrote:

I found this interesting...Zoom actually anticipates this situation in their direct quote...regarding their setting "participants join before host = on"
If you activate this setting, Jaynie has an excellent review of the settings that should be ON to make the meeting a seamless one, without the host. I will let her share it when she is ready to.

"Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you enable join before host, then the participants can join the meeting before the host joins or without the host." etc...
-- 
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 
 
 
Carolyn Odio
 

You are correct Char, and it is handy to use this setting: with the passcode, which makes for a seamless checkin:

Embed passcode in invite link for one-click join

Meeting passcode will be encrypted and included in the invite link to allow participants to join with just one click without having to enter the passcode.
--
Carolyn J. Odio
Resident Council Rep
Hearing Loss Group at www.panorama.org
(703) 725-8292 iPhone/Text 
Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503
 

 

 
Jaynie Kind, CA Peninsula Chapter
 

On 10/2/20, Carolyn Odio and I tried using the host key, which is available on your Zoom profile. 

1. I sent her a link to a new meeting with a passcode and without recording enabled.  I gave her my host key ahead of time. 
2. She joined before the meeting started, and was able to get AVA going and start recording. 
3. I then joined the meeting. 

Side note:
4. She made me host and left the meeting. (We wanted to see if AVA would continue captioning even though she was the person who started the captioning.) And it did.

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