The following settings are recommended when using Zoom for teaching activities (i.e. online lectures/seminars/tutorials and student consultations), as opposed to video conferencing with colleagues. 

Accessing and Editing Meeting Settings via the Zoom web interface

  1. Login to
  2. Click on Settings from the side menu.

Note: The Settings page has four tabs (located at top of page): Meeting, Recording, Telephone and Collaboration Devices.

  1. Click individual items on each page to toggle a setting On (coloured blue) or Off (coloured grey as in picture below).

Note: Some settings may be locked by admin (ITS). This will be noted next to the setting (as shown below).

Setting locked by system admin

Settings List

The following list includes possible settings available under Meeting Settings which we recommend changing from the default setting. Refer to the Full Zoom Settings List for additional setting options. 

Meeting tab


Waiting room

Waiting rooms can be used to admit students to a Zoom meeting prior to the host. The course coordinator is then able to admit particular students once they are ready (i.e. for an online exam).

Refer to the Zoom waiting rooms for online exams guide.

As required
Only authenticated users can join meetings The participants need to authenticate prior to joining the meetings, hosts can choose one of the authentication methods when scheduling a meeting.


Note: Should be turned off only in the event that you have attendees from outside UQ joining your meeting.

Only authenticated users can join meetings from Web client It is highly recommended that teaching staff turn this setting ON, as it restricts logins to UQ staff and students only. On
Schedule Meeting

Host video

Start with the host's video off to allow for checking before going live. 

Tip: Check your video preview in Video Settings before going live. Refer to the ____ guide. 


Participants video

Start with the students' videos off to preserve bandwidth and allow you to advise students if/when to turn on their video.


Audio Type


As Required

Allow participants to join before host

Allow participants to join the meeting before the host arrives.

As Required

Tip: Set the time to allow Participants to join 5 minutes before the start time.

Mute participants automatically

Start with all students' microphone as automatically turned off to avoid background noise and allow you to advise students if/when to turn on their microphone.


Upcoming meeting reminder

Receive desktop notification for upcoming meetings. Reminder time can be configured in the Zoom Desktop Client.

As required

In Meeting (Basic)
Private chat Allow meeting participants to send a private 1:1 message to another participant. Disable as required
Always show meeting control toolbar Always show meeting controls during a meeting

As required

Tip: Turn this on if you have troubles finding the Zoom toolbar

Join different meetings simultaneously on desktop Allow user to join different meetings at the same time on one desktop device

As required

Tip: Allows the user to join an additional Zoom meeting at the same time as another meeting.

Allow participants to rename themselves Allow meeting participants and webinar panellists to rename themselves.

As required

Tip: Turn this on if you have students changing their names during meetings.

In Meeting (Advanced)
Breakout Room Allow the host to split meeting participants into separate, smaller rooms. On
Breakout Room additional checkbox Allow the host to assign participants to breakout rooms when scheduling. On
Closed captioning

Allow host to type closed captions or assign a participant/3rd-party service to add closed captions

Closed captioning additional checkbox

Enable live transcription service to show transcript on the side panel in-meeting

In the meeting, click on the Live Transcript button and select Enable Auto Transcription.

Virtual background

Check the Allow use of videos for virtual backgrounds checkbox. 

Virtual backgrounds can be used to customize your background to keep your environment private from others in a meeting.

Note: This can be used with or without a green screen.

Video filters Turn this option on to allow users to apply filters to their videos

As required

Tip: Turn this off for invigilated exams.

Email Notifications

When a cloud recording is available

If you record your session, the video is not available immediately, but you will receive an email once it has been processed. 


When attendees join meeting before host

If you have a small number of students, you may want to be alerted when they join the Zoom meeting before you. 

Note: This may result in numerous emails from early arrivals

As required

When a meeting is cancelled

If you want to alert students via email when a Zoom meeting is cancelled. 

Note: This email is automated, therefore you might prefer to use an Announcement instead. 

As required

When an alternative host is set or removed from a meeting

If you want to alert students via email if the original host of a Zoom meeting is changed. 

As required

When someone scheduled a meeting for a host Notify the host there is a meeting is scheduled, rescheduled, or cancelled On

Blur snapshot on iOS app switcher

Enable this option to hide potentially sensitive information on the app switcher screen from Zoom. This screen will be shown only when multiple apps are open.


Scheduling Privilege

You can assign users in your account to schedule meetings on your behalf. You can also schedule meetings on behalf of someone that has assigned you scheduling privilege. You and the assigned scheduler must be on a Paid plan within the same account. For further information, refer to the Scheduling privileges in Zoom guide.

As required

Recording tab

Automatic Recording

If you want to ensure your Zoom meetings are recorded automatically. 

Note: You can choose whether you want to automatically record to the Cloud or to your computer. 

Tip: If you want all your sessions recorded, it is recommended you use this option.

As required
Only authenticated users can view cloud recordings The viewers need to authenticate prior to viewing the cloud recordings, hosts can choose one of the authentication methods when sharing a cloud recording. As required
Recording disclaimer Show a customizable disclaimer to participants before a recording starts. As required

Multiple audio notifications of recording meeting

Play notification messages to participants who join the meeting audio. These messages play each time the recording starts or restarts, informing participants that the meeting is being recorded. If participants join the audio from telephone, even if this option is disabled, users will hear one notification message per meeting.


For more information on individual functions: