BT Cloud Phone Meetings Security Features for Preventing Meeting Abuse

For IT Admins:
Allow hosts to put attendees on hold
Only signed-in users can join meetings

For Meeting Hosts:
Enable Waiting Room
Meeting passwords
Lock the meeting
Remove an attendee from a meeting
Control who enters your meeting
Activate visual and/or audio indicators when guests join your meeting
Prevent attendees from joining before the host
Have every participant join into a Virtual Lobby
Prevent confidential data from leaking

 

Configuration settings for IT admins / account administrators

To configure the settings below, admins should log in to the BT Cloud Phone portal, and then in the Admin Portal Interface, go to Meetings > Meetings Settings.

Allow hosts to put attendees on hold
IT admins can allow their hosts to put attendees on hold. This will empower hosts to remove an unwelcome guest out of the meeting.




Only signed-in users can join meetings
If enabled, only users who are signed into RingCentral Meetings can join the meetings. This will prevent guests (wanted or unwanted) from joining the meeting, unless they have signed in.


 

In-meeting actions and meeting settings configuration

Below are in-meeting actions and meeting settings which hosts can configure to enhance the security of their meeting sessions with BT Cloud Phone Meetings.

Enable Waiting Room
When enabled, participants cannot join a meeting until the host admits them individually or admits all of them from the Waiting Room. Hosts can perform the following actions: 

• Click Admit to let in the new Participant immediately
• Click See waiting room to open the “Manage Participants” window
• Can let all the Participants in by clicking Admit All


Meeting passwords
When you set up a meeting password in RingCentral Meetings, all participants will be required to enter the password before they can join the meeting.  Passwords can be set up for both scheduled meetings and for Personal Meeting IDs.

1. Click Schedule
2. Tick the Require meeting password option when scheduling new meetings
3. Enter a strong password on the space provided


Lock the meeting
Hosts can lock a meeting to prevent any new attendees from joining the meeting anymore.

1. Click Manage Participants
2. Click the More drop-down ower right) and then Lock Meeting.



When you lock an in-progress RingCentral Meeting, no new participants can join, even with a meeting ID and password. The message Meeting Locked is displayed on the top bar when you successfully lock a meeting.


Remove an attendee from a meeting
Hosts can remove any attendee from a meeting by following these steps: 

1. Click Manage Participants
2. Hover on the participant you want to remove, and click More
3. Click Remove


Control who enters your meeting
• Avoid using your Personal Meeting ID to host public events
• Enable a password for the meeting
• Enable waiting room feature
• Enable the only-signed in users can join meetings setting
• Disable Allow Removed Participants to Rejoin so booted attendees can’t slip back


Activate visual and/or audio indicators when guests join your meeting
• Enable identification of guest participants feature
• Enable play sound when participants join or leave


Prevent attendees from joining before the host
• Disable join before host
• Enable Co-Host so you can assign others to help moderate


Have every participant join into a Virtual Lobby
• So that you (the host) can approve each attendee to proceed into the meeting
• Enable Waiting Room feature
• Alert if someone has joined my meeting when I'm not yet in the meeting
• Enable the feature to notify hosts when participants join before them


Prevent confidential data from leaking
Anyone publicly sharing the links where they could be discovered by trolls, e.g. on Twitter, should change Screen-sharing to OnlyHost before a call starts or as soon as they see the feature being abused.