I’ve been experimenting with Zoom and I think the best way to share access to the National Zoom account is to:
- Have two or three Mandated Zoom Admin’s who share the login details for the XRAus Zoom Account.
- The XRAus Zoom Account Owner is tied to XRAus.IT@protonmail.com email address and I think this email address should be controlled by the Coordinators of the National IT Working Group. This would mitigate for power by allowing the coordinators of National IT to reset the XRAus Zoom Account password if the admin’s were compromised or the password lost but the IT Working Group Coordinators wouldn’t otherwise have anything to do with the Zoom Account.
- The Zoom admins should change the password so that the IT Working Group Coordinators don’t even know it. Thus making taking control of the Zoom Account something that can’t be done secretively.
The process of Scheduling Meetings could be:
- Someone contacts one of the XRAus Zoom Admins and requests a meeting scheduled.
- The XRAus Zoom Admin(s) is responsible for consulting and updating the XRAus SHARED Working Group Calendar, sorting out any conflicts, and entering the requested Zoom Meeting into this calendar.
- The XRAus Zoom Admin schedules the requested Zoom Meeting, makes sure that “Join Before Host” is enabled and gives the requesting person the Zoom “Host Key” (currently 204021) which allows them to “Claim Host” within the meeting.
- The Person Facilitating the meeting:
- clicks the meeting invite link to join the meeting before the host (it is possible to have an entire meeting this way if no host controls are required)
- once in the meeting at the bottom of the Participants list is a ‘…’ menu with “Raise Hand” and “Claim Host”.
- The Facilitator clicks ‘Claim Host’ enters the “Host Key” and they are now the host of the meeting with full access to all meeting controls.