3 min read
GoToMeeting security best practices with our native integration
June 12, 2020
At OnceHub, we've offered our native GoToMeeting integration since 2014, helping thousands of customers streamline their video meetings. We designed our integration with GoToMeeting security at the forefront of our minds. Our integration features help you secure your meetings from uninvited guests.
We also have a number of recommendations that can help you up your GoToMeeting security game, keeping your meetings safe and private.
In this article, we'll review:
- Unique meeting IDs and links for every session
- A password for every session
- Using the Meeting Lock feature
- Educate your team members before they go live
Unique meeting IDs and links for every session
If you’re used to offering a static link, like https://www.gotomeet.me/MyNameHere, break that habit fast. Connect our native GoToMeeting integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID.
There’s no need to waste time signing into GoToMeeting, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, ScheduleOnce automatically creates a meeting in GoToMeeting. We include all conferencing information in the booking confirmation notification and on the calendar event.
Note: Once you have a unique meeting ID, be sure only to share the conferencing information with authorized participants. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.
A password for every session
Some hackers can use technology to guess unique meeting IDs or may take advantage of publicly-posted information. Make sure anyone joining your session also receives a meeting password. Just as important: don’t advertise the link and password anywhere except among authorized attendees. This gives an additional measure of security, creating another barrier for uninvited guests.
Using the Meeting Lock feature
If you're concerned for uninvited guests, be sure to use the Meeting Lock feature in the GoToMeeting app. This allows you to keep individuals in a waiting room before they’re able to access your meeting. Uninvited guests may have guessed your link or password, but they still won’t be able to join your session without your express permission.
Educate your team members before they go live
Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.
They should have a high awareness of all their available features. Notable settings that help them control the experience include:
- Chat features, including disabling private chat
- Muting participants
- Disabling video
- Meeting lock
- Managing screen sharing of fellow attendees
- Removing participants
If they’ll be occupied with running the meeting, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.
Team members should ensure they’re using the most updated software version before their session. They should join a few minutes early, just in case they or any participants encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues.
With a strong handle on the features available to them, they’ll be able to lead the session with authority. They'll be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge. However, everyone (except the uninvited guests) will be grateful they’re ready if a GoToMeeting security breach occurs.