How to Secure Zoom Meetings for Business Use

1. Use a Waiting Room

A Waiting Room allows the host to review participants before admitting them to the meeting.

This is useful for:

• Customer consultations

• Interviews

• Management discussions

• External supplier meetings

• Sessions containing confidential information

Hosts should confirm participant identities instead of admitting unknown names automatically.

2. Apply Meeting Passcodes

A passcode adds another control between the meeting invitation and the live session.

Avoid displaying meeting IDs and passcodes publicly unless the meeting is intended to be open to the general public.

For controlled events, distribute access information only through approved communication channels.

3. Control Who Can Share a Screen

Allowing every participant to share content may be useful in a collaborative workshop but unnecessary during a formal presentation.

Hosts and administrators can configure screen-sharing permissions according to the meeting format. Zoom also allows users to share specific applications or selected content rather than exposing an entire desktop.

4. Manage Participant Audio and Video

Hosts should understand how to:

• Mute participants

• Stop inappropriate video

• Remove unwanted participants

• Disable participant renaming when necessary

• Prevent removed participants from rejoining

• Restrict chat or file sharing for sensitive sessions

• Lock a meeting after expected participants have arrived

The appropriate controls depend on whether the session is a team meeting, training workshop or public-facing event.

5. Assign a Co-Host for Important Meetings

For important or larger sessions, one person can present while another monitors participants, chat and meeting controls.

This is especially helpful for:

• Senior-management briefings

• Customer events

• Training programmes

• External presentations

• Meetings with many participants

6. Review Recording Permissions

Meeting recordings should be managed according to the organisation’s policies.

Before recording:

• Inform participants

• Confirm the business purpose

• Determine who may access the recording

• Define how long it will be retained

• Avoid recording unnecessary sensitive information

• Store recordings only in approved locations

7. Consider End-to-End Encryption When Appropriate

Zoom provides an end-to-end encryption option for meetings requiring additional protection. However, enabling it can disable some meeting features, so it should be evaluated according to the meeting’s requirements rather than enabled without planning.

8. Keep Zoom Applications Updated

Users should keep their Zoom applications updated to receive current features, fixes and security improvements. Zoom’s Download Center also advises users to maintain the latest available application version.

9. Configure Security at Account Level

Relying entirely on individual employees may result in inconsistent settings.

Organisations should review settings at:

• Account level

• User-group level

• Individual-user level

• Meeting level

Important settings can be locked by administrators when employees should not be allowed to change them.