Webex / Enable security features

Objective

• To provide instructions on enabling additional Webex security features

Scope

• Miami has enabled a number of Webex security features for all meetings, including password requirements and not making meetings public, but there are some additional features that meeting hosts can utilize to further reduce the risk of uninvited or disruptive attendees depending on the specifics of a meeting and the intended participants

User

• Webex Meeting Hosts

Environment

• 10199: Webex 
  • Webex Portal

Procedures

Require attendee registration

• Requiring registration means all invitees will need to register and receive approval from the meeting host prior to receiving the password and join information for the meeting. Enabling this feature is unnecessary if requiring attendee authentication. Hosts can set all registrations to be accepted automatically or manually. In the case of manually approving registrations, the meeting host will not receive notifications when attendees register and will have to check for registration requests in the Webex web site
• Note: Meetings created within Canvas' Webex integration will have to be edited in Miami's Webex site as described below in order to enable this feature

1. Sign In to Miami's webex site here: https://miamioh.webex.com/
2. Click Webex Meetings tab at the top, if in Classic View or Click Meetings on the left, if in Modern View

To schedule a new meeting:

1. Select Schedule a Meeting
2. Complete the meeting details as desired. On the fifth step of the process select the Require attendee registration radio button
3. Select the desired registration options. Checking a registration question box will require that the attendee provide that information on the registration page

To edit an existing meeting:

1. Select the meeting to add registration to and click the edit button
2. Under Registration select the check box for Require attendee registration
3. Select the desired registration options. Checking a registration question box will require the attendee to provide that information on the registration page
4. Click the Update button at the bottom

 

Require attendee authentication

• Requiring an attendee to authenticate means that all meeting attendees need to have an account on Miami's Webex site and that they authenticate with that account to Miami's Webex site prior to joining the meeting. Non-Miami affiliated individuals would not be able to join a meeting requiring authentication
• Note: Meetings created within Canvas's Webex integration will have to be edited in Miami's Webex site as described below in order to enable this feature

1. Sign In to Miami's Webex site here: https://miamioh.webex.com/
2. Click Webex Meetings tab at the top, if in Classic View or Click Meetings on the left, if in Modern View

To schedule a new meeting:

1. Select Schedule a Meeting
2. Complete the meeting details as desired and click Show Advanced options
3. Under Scheduling Options, select the Require Account check box

To edit an existing meeting:

1. Select the meeting to which to add registration, and click the Edit button
2. Under Attendees, select the check box for Attendees must have an account on this service to attend session
3. Click the Update button at the bottom

 

Exclude password from invitation

• Excluding the meeting password from meeting invitations means that participants will have to be given the password by other means
• Note: Meetings created within Canvas's Webex integration will have to be edited in Miami's Webex site as described below in order to enable this feature

1. Sign In to Miami's Webex site here: https://miamioh.webex.com/
2. Click Webex Meetings tab at the top if in Classic View, or Click Meetings on the left if in Modern View

To schedule a new meeting:

1. Select Schedule a Meeting
2. Complete the meeting details as desired and click Show Advanced options
3. Under Scheduling Options select the Exclude Password check box

To edit an existing meeting:

1. Select the meeting to add registration to and click the edit button
2. Under Attendees select the check box for Exclude password from emails sent to attendees
3. Click the Update button at the bottom

 

Lock or unlock a meeting

• Locking a meeting means participants are placed in a waiting area or lobby until the meeting host allows their entrance to the meeting
• Personal room meetings will automatically lock five minutes after the meeting begins

1. After a meeting has started, click the More Options button (three dots icon left of the leave meeting button)
2. Select Lock Meeting
3. To unlock a meeting, repeat the process and select Unlock Meeting instead of Lock Meeting

 

Expel a participant

• Expelling a participant will remove them from the meeting, but may not prevent someone from attempting to rejoin

1. After a meeting has started, click the Participants button (person icon right of the record button)
2. Select the name of attendee to expel
3. From the Participant menu, choose Expel