How to configure meeting passcode requirements

Requiring passcodes for your Zoom meetings enhances security. As a Zoom administrator, you can configure passcode requirements at the account, group, or user level within the Zoom web portal. This guide outlines the steps to enable and customize meeting passcode settings.

Prerequisites

• Zoom account with administrator privileges.
• A clear understanding of your organization’s security policies regarding meeting access.
• Consideration of the user experience impact of requiring passcodes.

Enable Passcodes at the Account Level

Enabling passcodes at the account level ensures that all meetings created under the account adhere to the specified passcode requirements.

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click Account Management, then Account Settings.
3. Navigate to the Security section.
4. Locate the Passcode option. This section contains several sub-options for passcode settings.
5. Toggle the Require a passcode when scheduling new meetings setting to the “On” position.
6. Configure the passcode complexity:
   • Require passcode for Personal Meeting ID (PMI) meetings: Choose if you want to apply the setting for PMI meetings. It’s recommended to enable this for enhanced security.
   • Require passcode for instant meetings: Choose if you want to apply the setting for instant meetings.
   • Passcode requirements: Set the minimum length, require alphanumeric characters, or choose to only allow numeric passcodes.
7. Choose if you want to Embed passcode in invite link for one-click join. This adds the passcode directly to the meeting link so participants don’t need to manually enter it. This can be convenient, but also lowers security as the link is easily shared.
8. Click Save to apply the changes. If a verification dialog appears, click Turn On to confirm the setting.

Enable Passcodes at the Group Level

Group-level settings override the account-level settings. Use group-level settings to implement different security configurations for specific departments or teams.

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Groups.
3. Click the name of the group you want to configure.
4. Click the Settings tab.
5. Navigate to the Security section.
6. Locate the Passcode option.
7. Toggle the Require a passcode when scheduling new meetings setting to the “On” position.
8. If the setting is grayed out, it is locked at the account level. You must unlock it by clicking the lock icon, then toggling the setting.
9. Configure the passcode complexity as described in the Account Level section.
10. Click Save to apply the changes.

Enable Passcodes at the User Level

User-level settings provide the most granular control over passcode requirements. These settings override both account and group-level settings.

1. Sign in to the Zoom web portal as an administrator.
2. In the navigation menu, click User Management, then Users.
3. Click the name of the user you want to configure.
4. Click the Settings tab.
5. Navigate to the Security section.
6. Locate the Passcode option.
7. Toggle the Require a passcode when scheduling new meetings setting to the “On” position.
8. If the setting is grayed out, it is locked at the account or group level. You must unlock it by clicking the lock icon, then toggling the setting.
9. Configure the passcode complexity as described in the Account Level section.
10. Click Save to apply the changes.

Configure Passcode Settings for Personal Meeting ID (PMI)

PMI meetings have distinct settings for passcode requirements that can be set at the account, group, and user levels.

1. Follow the steps above for account, group, or user settings.
2. Within the Security section, locate the Passcode settings.
3. Look for settings specifically referencing Personal Meeting ID (PMI), such as “Require a passcode for Personal Meeting ID (PMI) meetings”.
4. Enable this setting to require passcodes for PMI meetings.
5. You can set a separate complexity requirement specific for PMI meetings.
6. Click Save to apply the changes.

Considerations for Zoom Rooms

Zoom Rooms also need to be considered when configuring passcode requirements.

1. Review the linked article: Managing meeting passcodes in Zoom Rooms. This provides additional insight for Zoom Room functionality with passcodes.
2. Utilize the Bypass the passcode when joining meetings from meeting list setting to reduce the passcode entry burden for scheduled meetings joined via the Zoom Room meeting list. This enhances the Zoom Room meeting experience.
3. Consider how users will enter passcodes when manually joining meetings from Zoom Rooms and whether the alert for failed passcode attempts will be helpful.

Common Issues

• Users are confused about where to find the passcode: Ensure meeting invites clearly display the passcode. Communicate that the passcode is required and provide clear instructions.
• Passcode requirements are too strict and impact user experience: Balance security with usability. Consider loosening complexity requirements if users are struggling to create and remember passcodes.
• The “Embed passcode in invite link” setting creates a false sense of security: Educate users that sharing the meeting link is equivalent to sharing the passcode. It is recommended to not enable this setting if security is a primary concern.
• Zoom Rooms are unable to join meetings due to passcode issues: Verify that the “Bypass the passcode when joining meetings from meeting list” setting is enabled for Zoom Rooms using the meeting list. For ad-hoc meetings, provide clear instructions on how to enter the passcode through the Zoom Room interface.
• Users are locked out after multiple failed passcode attempts: Implement an alert system for failed passcode attempts to proactively address this issue.