You can only allow UT Zoom users or other registered Zoom users into meetings. Make sure that your guest speaker has signed up for at least a free Zoom account prior to attempting to join a UT meeting/class. If they do not have an account ask them create a free one at https://zoom.us
Admitting Guests to a Scheduled Zoom Meeting
Note: If this method fails you can always have the guest speaker call into the meeting using the phone number included in the Zoom meeting invitation email
- First make sure that your guest has a Zoom account and is signed into Zoom. If needed, they can sign up for a free account at http://zoom.us
- To admit a guest into a meeting that you have previously scheduled in Canvas or the Zoom Portal you must first edit the “Meeting Options” Meeting Options for your Zoom meeting through the Zoom web portal
- Sign into https://utexas.zoom.us and locate and using the "Meetings" tab on the left side of the screen, locate the meeting that you would like to admit guests your guest to
Select “Edit this Meeting”"Edit"
- Note: Please ensure that If you are editing a recurring meeting, it is recommended to add your meeting settings and not the individual user profile settings
- If prompted to edit this or all meetings, you need to select all. After this particular meeting is done, you may change it back to UT Austin. You cannot change this setting for one session of a reoccurring meeting
- In the “Meeting Options” section click the drop down box under “Only authenticated users can join” and select “Sign in to Zoom (Guest)”
guest ONLY to the meeting that they will be attending by choosing "Edit This Occurrence"
- It is recommended to have "Waiting Room" activated and "UT Austin" as the required authentication.
Next to the "Authentication Exception" you can click "Add" to add the name and email address of your guest speaker to grant them permission to enter your meeting
- Fill in your guest's name and email address that is associated with their Zoom account. You can add multiple guest if you need to by clicking on the "Add Participant" link. When you are finished, click "Save"
You will now see your guest name and email listed as an Authentication Exception
- Scroll to the bottom of the page and click "Save
" to save all of these changes
- After you have begun the Meeting any guest participants will be placed in the Waiting Room (if you have that security turned on) and you will need to manually admit them to the meeting through the Manage Participants window
Admitting Guests to a Zoom Meeting Scheduled in Zoom Web Portal
You may also enable a non-UT licensed Zoom account holder to be admitted into a meeting that is scheduled directly in the Zoom web portal
- First make sure that your guest has a Zoom account and is signed into Zoom. If they do not have an account have them create one at https://zoom.us
- Sign in to https://utexas.zoom.us
- Schedule your new meeting and in the “Meeting Options” menu change the option under “Only authenticated users can join” to “Sign in to Zoom” (as in images above)
- After you have begun the Meeting any guest participants will be placed in the Waiting Room and you will need to manually admit them to the meeting through the Manage Participants windowyou DO NOT have the "Waiting Room" turned on, your guest will be let into the meeting automatically.
Do You Need to Make Your Guest Speaker a "Co-Host"?
- Not necessarily. If you only need them to share their screen to display slides or even utilize the whiteboard for annotation, they can do that by default as a "Participant". The only value of being the co-host is that you can do things like mute/unmute people, lower hands that are raised, or even remove people from the class. Consider whether you even want to put the management of the class on the guest or if you or your TA should manage calling on people and muting microphones.
- Only consider making people who help manage the class (e.g. chat monitor, TA) a co-host.
- Also if you think you aren't able to attend a class that has a guest speaker, then you can set them, your teaching backup, or a TA up as an alternative host which will allow them to start the meeting without you. This feature is at the bottom of the Schedule a Meeting page in Canvas. See below.
- NOTE: Zoom doesn’t make it very clear on which email address you need to enter. First, you will need the UT EID of the person you wish to make alternative host. Then, enter them into the field with the format of - AlternativeHostEID@eid.utexas.edu