Where do I go to find Zoom support?
Does Zoom provide reports on participants that attended the call?
Zoom does provide meeting history as follows:
Log into Zoom via a browser. At the bottom of the left menu, select Reports > Usage
The report can be viewed or downloaded to Excel and includes: Meeting info, participants and meeting minutes within a specified time range
Unlike FreeConferenceCall.com reporting, Zoom does NOT provide the ability to have the report emailed.
Does our Work Group have to move to Zoom?
No. If you're current service is meeting your needs, there's no need to change to Zoom
Will every Work Group have it's own Zoom license?
No. The plan is that Work Groups with the most calls per week will have their own license (that's about 15 Work Groups). HL7 Staff is looking into shared Zoom accounts which multiple Work Groups could utilize.
How do I know if my Work Group is a candidate to receive it's own Zoom license?
Work Groups Migrating to Zoom was created by HL7 HQ under the Electronic Services & Tools Project Center Confluence page to help facilitate the migration to Zoom.
How does the move to Zoom impact the HL7 Conference Calling Calendar (HL7.org > Events > Conference Calls)?
For those Work Groups that move to Zoom, HL7 Staff will update the appropriate information for your Work Group so that everyone knows the new Zoom phone number and screen sharing URL.
Will Work Groups use Zoom for both audio and video/screen-sharing?
Yes, Zoom provides both audio and video/screen-sharing. When you move to Zoom you will no longer use either Free Conference Call or the old HL7 Conference Call line (Intercall).
Can my Work Group have multiple accounts (we have many sub-project calls) or accommodate more than one Work Group's meetings and sub-meetings simultaneously?
For now, we'd like those Work Groups that have simultaneous calls utilize the Breakout Rooms which are a feature of all Zoom accounts, as long as the 'Breakout Rooms' setting is turned on.
Is there anyway people can move themselves in/out of breakout rooms w/o having a hall monitor in the main room at all times?
Unfortunately no. While a participant can leave a breakout room themselves, a Host is needed to allow a participant into a breakout room.
Can breakouts record their individual session?
Per the following Zoom support page, it looks like breakouts can be recorded:
How good is Security?
Every Zoom account has a variety of settings to enhance security. There are settings for passwords, screen sharing facilitation, waiting rooms, disabling/blocking web camera/video, file sharing, dismissing participants and preventing a participant from re-entering. See the Zoom Tip Sheet for more information on how to enable some of these features as well as visiting support.zoom.us as there are far more features and settings which can help provide security and privacy.
Here's a cybersecurity newsletter on how Zoom is handling their security issues.
Is HL7 aware of the numerous articles being published concerning Zoom's Privacy and Security?
From Wayne Kubick, HL7 CTO:
Yes, we're aware of those. In most cases, the risks are true of all conferencing services (FCC was much worse). I personally feel that Zoom has been singled out primarily because it’s been the best product for new stay-at-homes and has gotten the most publicity. And, in practice, they are often a consequence of not following basic security practices - not changing default settings, not using passwords, sharing links thru social media, etc.
Meanwhile, Zoom is working on the flaws that are uncovered. But there’s no doubt in our minds that it’s still the best product for HL7 - as long as we use it appropriately.
Here’s a message from their CEO that may be useful. https://blog.zoom.us/wordpress/2020/04/01/a-message-to-our-users/
Are there features that we should consider for meetings that need higher security?
Zoom has a number of features that can be used for meetings that need a higher security level:
- require passwords for entry into a meeting
- enabling a Waiting Room - requires the host to admit all participants
- don't allow participants to join before the host
- enable "Only authenticated users can join" (under Advanced Options) - requires users to sign in to Zoom before they can join and can not join as a Guest
- lock the meeting once it has started
You can enable or disable these features when you set up your meeting. See the Zoom Tip Sheet for more information,
What guidance has been provided on defending against hijacking and zoom-bombing?
The Federal Bureau of Investigation (FBI) has released the following guidance to defend against video-teleconferencing hijacking (aka Zoom Bombing)
HQ has changed Zoom settings as follows:
- Waiting room feature turned on
- Don’t allow participants to change their name
(One of the Zoom Bombings had a participant join and then immediately change their name to an existing participant and then do nasty things. By the time we figured out who we needed to kick, they had changed their name again so we kicked out the actual person and not the fake person.)
- Participants need to ask permission from the Host to share their screen or video
- Allow removed people to come back into the meeting (via the Waiting Room) (this is allowed because a Host could mistakenly have removed a valid participant and they want that participant to come back to the call)
- Ensure meetings are private - either by requiring a password for entry or controlling guest access from a waiting room
- Within HL7's Conference Calling Calendar, provide the Zoom URL and other info in the 'Web Meeting Area' as it's only visible to those that log into HL7.org; do NOT put it in the Notes area, which is publicly viewable.
- Provide the link directly to specific people when possible. Avoid sharing a link to a teleconference on an unrestricted publicly available social media post, such as Confluence.
If attacked, reschedule the meeting so the Zoom link is different moving forward.
How to remove/kick out an interloper/offensive participant?
The Host can Remove any non-co-host via the "Remove" button that appears after clicking 'Participants' If the Host needs to have this person remain off the call, soon after removing the perons, the Host needs to 'Enable Waiting Room' via the Security icon. If necessary, Report the removed participant to Zoom by clicking the 'Report' checkbox when removing the participant. Note: – Someone was accidentally removed and could not re-enter using same credentials; the Work Group had to use another zoom account.
How do I report an interloper/offensive participant to Zoom?
Go to www.Zoom.us and log in with the Zoom credentials which the incident occurred.
Click Reports on the left side to view recent meeting session reports
On the far right of the desired session click on the 'number' (e.g the number of participants).
Click on 'Report to Zoom' (located next to the blue Export button)
Complete the form.
Can we request an account that accommodates 100+ participants, if needed?
Yes. HL7 is planning on procuring licenses that accommodate up to 300 participants. The first suite of licenses were at a level that accommodates 100 participates. Contact the HL7 PMO (pmo@HL7.org) to request an account that accommodates more than 100 participants.
Can multiple people log into an account simultaneously to start the Zoom call/meeting?
No. If more than one person logs into the account, Zoom will ask the user to end the existing meeting. If the user clicks 'yes', Zoom kicks off the last person to log in and stops the previous meeting.
Hence, Work Group Co-Chairs will need to work together to determine who will be the one to log-in and start the scheduled meeting.
What is the difference between an Personal Meeting (aka "Instant" Meeting) and a Scheduled Meeting?
Most importantly, the Meeting ID differs.
For security/privacy reasons, Zoom recommends the following: Avoid using your Personal Meeting ID (PMI) to host public events. Your PMI is basically one continuous meeting and you don’t want randos crashing your personal virtual space after the party’s over.
Within HL7, each Work Group can decide whether they want to use their Zoom account's PMI or not. If they choose not to, they'll need to update the HL7 Conference Call Calendar accordingly as HQ has set the default information to be the PMI.
My organization only allows Zoom to be used via a browser, what can I do?
The Zoom web client allows joining AND hosting a Zoom meeting (including screen sharing) without downloading any plugins or software. The web client functions best on Google Chrome. Review the following article for complete information regarding zoom's web if client.
Can I join multiple Zoom meetings simultaneously?
No, not on the same device. Zoom only allows a user to join one meeting per device. Hence, if you need to be on simultaneous Zoom meetings, you should join one meeting on a laptop, another on a tablet, a third on a smartphone, etc.
Can we pre-assign people to breakout rooms?
HL7 has only successfully tested assigning breakout rooms manually, which can be done by the Host; a co-host cannot assign people to breakout rooms.
While Zoom has functionality to 'pre-assign' people to breakout rooms, a Zoom requirement to do this is that have an existing Zoom account, and, from our testing, it seems like the account must be one that is part of the same 'group' (i.e. accounts under a main 'admin' account).. Thus the pre-assign function does not seem to be a usable feature for HL7 Zoom accounts.
What are some 'Best Practices' as Host and Participant?
Hosts (often Co-Chairs fulfill this role):
- Don’t let anyone in from the Waiting Room if
- They’ve only provided a first name
- You don’t know them by their name.
When this occurs, the Host should ask other participants if they know the person in the waiting room; then let the person in accordingly
- Insure your full name is displaying when joining a call
Given our HL7’s Zoom account structure, this may mean that initially your name appears as something like ‘XYZ Work Group’ (because the last time you used Zoom you were the hosting the Zoom call for XYZ’s Work Group)
- Phone-Only users: Email the Co-Chairs that you will be dialing into the call and provide last 4 digits of the phone number so they can verify you by that
How do I share multiple screens?
Zoom has a feature that allows multiple screens to be shared. This means that either two people on the call can each share their screen, or, one person who has dual monitors can share information from more than one of their screens. To find out more, watch the short tutorial video below:
How do I get participant list?
- Logon to zoom website with the account. You MUST have credentials for the account used to host the meeting.
- On reports select USAGE, then enter the date range.
- Once the list is presented, click on the participants number displayed to get the list of meeting particpants
- Choose Export
- A CSV file will be downloaded. Users who logged in by phone, will show only the phone number