Zoom Administration Guide
Essential guide for Sherpas to manage Zoom meetings, prevent disruptions, and ensure a smooth, secure experience for all participants.
Pre-Meeting Setup
Enable Waiting Room
Settings > In Meeting (Basic) > Waiting Room = ON
Require Meeting Password
Always use passwords for scheduled meetings
Disable Join Before Host
Prevent early entry and unsupervised access
Lock Meeting After Start
Security icon > Lock Meeting once everyone arrives
Enable Screen Share Controls
Only Host can share by default
Preventing Zoom Bombers
Never Share Links Publicly
Use email or private channels only
Use Waiting Room
Admit participants individually
Authenticate Users
Require Zoom sign-in when possible
Disable File Transfer
Settings > In Meeting (Basic) > File Transfer = OFF
Disable Annotations
Prevents drawing/writing over shared content
Remove Disruptive Participants
Hover > More > Remove (they cannot rejoin)
Report to Zoom
Security icon > Report a User for severe violations
Managing Audio (Mute/Unmute)
Mute All on Entry
More > Meeting Options > Mute participants upon entry
Mute Individual
Hover over participant > Mute
Mute All
Participants panel > Mute All button
Allow Unmute
Check 'Allow participants to unmute themselves'
Ask to Unmute
Right-click participant > Ask to Unmute
Keyboard Shortcut
Hold SPACEBAR for push-to-talk (Host & Participants)
Managing Video
Stop Video
Hover > More > Stop Video (host can stop anyone's video)
Ask to Start Video
Right-click participant > Ask to Start Video
Disable HD Video
Reduces bandwidth for unstable connections
Spotlight Video
Highlight speaker for all participants
Participant Management
Rename Participant
More > Rename (keeps meetings organized)
Make Co-Host
More > Make Co-Host (gives host controls)
Put in Waiting Room
More > Put in Waiting Room (temporary removal)
Remove Participant
More > Remove (permanent for this session)
Enable Breakout Rooms
Pre-assign or auto-assign for smaller discussions
Troubleshooting Common Issues
Can't Hear Participants
Check 'Join Audio' button, test speaker/mic settings
Participants Can't Hear Host
Ensure not muted, check audio device selection
Poor Video Quality
Ask to turn off video, check bandwidth, reduce HD settings
Screen Share Not Working
Close other apps, check permissions, restart Zoom
Dropped Connection
Use 'Rejoin' link, have backup phone number ready
Background Noise
Mute all except speaker, enable 'Original Sound' for music
Quick Reference: Host Controls
• Security Icon: Lock meeting, enable waiting room, remove participants
• Participants Panel: Mute/unmute, rename, make co-host, remove
• Share Screen: Control who can share (Host Only recommended)
• Chat: Disable private chat to prevent side conversations
• Reactions: Can be disabled if distracting
• Record: Always announce if recording the meeting