Green Room Process in Zoom App

This post was most recently updated on July 23rd, 2022

Protecting your Zoom Virtual Events – “Green Rooms”

If you are planning to host a virtual event with Zoom, you should keep in mind a few things. The first thing you need to do is control who will be able to attend your meeting. You should keep a close eye on who can un-mute, share screens, chat, and more to ensure your event is secure. However, you should also keep a tight rein on who actually attends the event. In the case of webinars, you can do this by using registration[link]. Nevertheless, for meetings where you want your audience to be able to participate via video participation, and cameras are useful in doing so, it is important to remember that the ID of the meeting can be easily shared, letting individuals who weren’t invited to join join as well.

  • Posting your meeting ID on social media or in public is never a good idea.
  • Make sure your attendees are not sharing it.
  • Password-protect your meetings to make them more secure.
  • Give your meeting’s last verification step in our waiting room [more Information].

We recommend using “Green Rooms” when broadcasting parts of an event that will be livestreamed. Unlike waiting rooms, green rooms are a behaviour we follow when using Zoom, adding a layer of verification that everyone joining is indeed a participant and can be trusted to interact appropriately.

You can think about the green room as a local Zoom meeting that takes place between your main meetings. An individual’s identity is initially verified in a green room meeting, and then their name, avatar, audio, and video, which they will use to connect to the main broadcast meeting will be verified. It will be at this point that the participant will have an opportunity to ask any questions they might have regarding Zoom and/or the experience.

Greenroom Flow

  1. The attendees will receive an invitation with a unique meeting ID which appends to a green room that belongs to them (the actual meeting ID used for the main event will not be sent, so it cannot be exchanged).
  2. In order to join a green room meeting, participants have to click a link or manually enter their ID/password and join the meeting’s waiting room.
  3. As soon as the green room host confirms their name on the participant list, they are permitted to enter the meeting.
  4. Upon request from the host, both audio and video will be turned on (and if necessary, troubleshooted)
  5. After the green room host confirms all of the above, he will make available a link to join the main meeting via in-meeting chat.
  6. This is one of the reasons why owners of green rooms and hosts of main meetings keep in constant communication so that they can track who is using the green room and only let those users into the main meeting. We will not be able to admit someone from the main meeting’s waiting room if the link has been shared at this point and he or she has not been through the green rooms.

Greenroom Slide

It is a good idea to share a slide similar to this one in the green rooms in order to quickly get your participants up to speed and reinforce the rules. Participants needing technical assistance can access this information, as well as being reminded about the key rules of joining.

Greenroom rules:

  • Mice cannot be unmuted by participants during a webinar. The only way you can be heard is to contact the meeting host through chat to unmute you privately so that you are able to speak.
  • You should also use appropriate images for the virtual background when using one.
  • Make sure you use the right video for the virtual background.

Greenroom best practices:

  • Participants are expected to dress in a manner that is appropriate for the event.
  • To be in a silent, soundproofed room if they are not muted.
  • If possible, to be in an area that has adequate lighting to facilitate good video quality.
  • When taking part in an event, it would be helpful if a camera was also turned on.

Green Room Legal Disclaimer:

  • In the event that the event is being recorded, participants will be notified.
  • It is implicit that their consent will be given if they join the event.
  • They might be contacted for marketing purposes (or other purposes) after joining the event.
  • Any behavior that the participants engage in which is deemed to be inappropriate or threats, racism, nudity, or child pornography will be reported to law enforcement.

Click here to view the greenroom slide.

Moderator guide for Green Rooms/Segments

Print Guide

As a moderator for the green room, your main responsibility will be to check in participants, make sure they are prepared for the meeting by letting them into the waiting room, helping them troubleshoot any video/audio issues (if any), and getting them ready before they start the meeting.

Checking in

  • In the waiting room, guests will join and you will be able to see their user names as soon as they join. Make sure their name is on the list of guests. If it is, accept them as a guest into the meeting. You may choose a name like “Kevin’s iPad” and then use your best judgment in choosing this name.
  • You should ask them to unmute their microphone once they are inside the meeting and turn on their video as soon as they get in.
  • The person’s video can be used to confirm their identity once again once you see their video.
  • Once you do so, you will ensure that the main event is not accessed by any unwanted guests.

Troubleshooting

  • To fix a camera issue, ask your participants to click on the up arrow next to the camera icon in the bottom left corner of the screen to open the video settings.
  • Afterward, you can help them to get all of their video settings set up properly by guiding them through all of the settings.
  • The person who has microphone problems should open the audio settings by clicking the up arrow next to the microphone icon located in the bottom left corner of the program screen.
  • In order to ensure that they have the proper audio settings, you can then run them through all of their audio setup options with them.
  • When the microphone icon is not displayed next to the person’s name in the participant list, they will not be able to participate in audio. You will need to use the in-meeting chat box to inform them that their computers will be able to hear the meeting if they click the join audio button on their screen, located at the bottom left.

Forwarding the guest to the main event

  • The next step is to send someone to attend the main event once you have confirmed their identity and taken care of audio and video settings.
  • The easiest way to do this with the attendees is to either send either an invitation link with a password embedded within it, or, you could send them both Meeting ID and password separately.
  • Those should be sent in a meeting in a private conversation, so other guests and participants cannot use them until they have been vetted.