Hosting a Zoom Meeting – OA Foot Steps

Disclaimer: this document expresses Foot Step’s opinions and not that of Overeaters Anonymous. Contact meetings@oafootsteps.com with any questions.

CONTENT:: This document describes how to properly CLAIM HOST of a Zoom session, create a CO-HOST and close the meeting. Additionally, special circumstances which occur when the HOST leaves a meeting without closing it are described.

Introduction

It is important that every meeting have a host. Why? Having a host…

Enables security for the meeting. Intruders can wreak havoc at a meeting and there are detailed instructions on how to prevent intruder attacks available from the Security Committee. They can be reached at Security@oafootsteps.com
Allows control the meeting flow by use of the MUTE/UNMUTE controls and other features
Enables screen sharing.

Each meeting SHOULD have 2 or more security trained co-hosts (or even more depending on the size of meeting). Whenever possible, make sure that the host and co-hosts are familiar with the security features that we are about to review. If you haven’t taken a recent security training workshop, please contact the security committee at security@oafootsteps.com

The Host Key

The HOST KEY allows its user to control all aspects of the zoom environment. It is critical that the HOST KEY only be given to people you know in a secure manner. We will give the HOST KEY to you securely – contact meetings@oafootsteps.com to request one or if you have questions.. There are a few methods by which to make the exchange.

Use an end-to-end encrypted communication tool such as WhatsApp
Have a private conversation over the phone
Hold a one-on-one Zoom session.

Never share the HOST KEY at a meeting. Intruders can disguise themselves very well and the security of all of our meetings depends on keeping this key private.

Opening a Meeting

Once you are in the Zoom meeting, select PARTICIPANTS from the Zoom menu bar.

Initially, when Person 1 and Person 2 have both joined the meeting would appear like this. Note that no one is labeled as “host”.

At the bottom of the PARTICIPANTS window, three buttons are present. Press the CLAIM HOST button.

This dialogue box will appear. Enter the HOST KEY and press “Claim Host”. (See above for instructions on how to learn the HOST KEY.)

Now see that Person 1 now has “Host” behind their name. Also, the CLAIM HOST button has disappeared.

Co-Hosting

A HOST can create a CO-HOST. Also, the HOST can make someone else the HOST. (There can be only one HOST at a time). All of these actions are done by pressing the three dots in the upper right corner of a person’s square or by right clicking on a person’s name in the PARTICIPANTS window.

CO-HOSTs can do most of the things that a HOST can do. The HOST should only make a person a CO-HOST when that person is known to the HOST, is trained and requires that level of permissions to support the meeting.

After selecting CO-HOST, Person 2 is now a CO-HOST.

Please read Closing a Zoom meeting – it contains important information on best ways to keep our meetings secure.