Changes in Passwords | Waiting Rooms | Intergroup Services

Friends, if your meeting was set up using a Basic (Free) Zoom or single-license, Pro Zoom account you may need to take action to ensure the meeting information we have posted on our meeting schedule is still accurate and that the meeting can still be accessed. 

Why? Because effective immediately, Zoom implemented changes to those two types of accounts. (More info here.) In short, Meeting Passwords and Waiting Rooms will be TURNED ON by default; the prior default was OFF. 

Further, you will need to resend your meeting information, via a Zoom Meeting Invite, to [email protected]. This will give us the complete information necessary to update your meeting page to keep the schedule accurate. Please put the meeting name, day, and time in the subject field.  

Note: Each group will need to decide on its own course of action with regard to the changes Zoom made to it’s service and the meeting host will need to implement it.

Here are your options.  

Option One: Keep the meeting wide open

This will require the host to set the meeting up again and adjust the settings to enable the one-click option. This is the most accessible way to post meeting info and may increase the likelihood of your meeting being disrupted. 

In your “Personal User Settings,” enable “Embed password in meeting link for one-click join” by using the toggle on/off. Detailed instructions can be found here,

When that is done, you will need to email [email protected] the Zoom Meeting Invite. The password will be included in the posted link. Meeting attendees need only click the Meeting Name and then the Link to Meeting for immediate access to the meeting (or the Waiting Room… keep reading).

1. Click Meeting Name

2. Click the Link to Meeting

If you choose Option One, you do have some deterrents for distruptors; you can keep the “Waiting Room” enabled, which again, is now the default. However, should you choose to forego that option, you can disable that feature. More detailed Instructions here.

Adding two to four co-hosts, depending on the size of your meeting, is our current suggestion for managing the Waiting Room and for removing participants if necessary. Detailed instructions here.

Option Two: Maintain a password, but do not include it directly in the link.

This will require meeting attendees to enter the password manually. This is still a luxury problem  and less work than having to get your physical person to a physical meeting. Bonus: it reduces the likelihood of getting bombed by trolls.

The password will be posted as a separate number in the meeting page a mere one click away. Waiting Room options and co-host suggestions apply here, there and everywhere.

You will need to resend the information via a Zoom Meeting Invite to [email protected]. This will give us the complete information necessary to update your meeting page with the password. Please put the meeting name, day, and time in the subject.

Option Two looks like… 

1. Click Meeting Name

2.  Locate password and enter into the Zoom popup after clicking the meeting link

Option Three: Email the Group for the Password

If your meeting does not want to provide the password in the schedule, you will need to provide us with a group email address so members can write you for access info. If you do not have a group email address, here is information on getting one. You can circulate your meeting password among your known members while those who are not regulars can email the greeter, if you will, for the password. 

In this option, attendees will need to…

1.  Click on the Meeting Name

2. Email the group

We will not list meetings that don’t allow for any of the above options as they are not accessible to anyone outside “the know” and therefore not helpful on or to newcomers.

That said, keep in mind that we have several other ways newcomers can reach us: 24/7 Teleservice, [email protected] and HelpChat (our online chat tool), all staffed by volunteer members of AA.

NOTE: We learned that sharing meeting passwords on social media is one of the primary ways meeting disruptors are getting meeting information, so you might want to refrain from that practice at this time. 

Finally, the Austin Bid for ICYPAA Committee hosted a webinar today that we will share as soon as the recording is ready. It covers much of the Zoom User Settings for those that are in need of assistance. Further, you can email our group of volunteers at [email protected] for help in both setting up and/or accessing meetings. We request that all meeting updates and changes to your currently listed meetings continue to get routed to [email protected] once the new Zoom Meeting Invite has been sent.

This certainly is life getting life-y… and the terms are a bit tough right now. Your trusted servants and special workers at Intergroup | Central Office are here to help. Sometimes quickly, sometimes slowly.

Stay tuned and please, for the love of a few days of smooth sailing, share this information with your social media communities (but not meeting passwords!) and encourage our members to subscribe to The Buzz. All of our prior updates can be found here

All decisions will be re-evaluated as the situation changes; we are doing our best and appreciate your support and understanding.

Your AA Central Office

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