We get a lot of question about using a 9 ID as the access code for your Vevox meetings. This article discusses some of the reasons around why we use it.
As always if you have any feedback on this please let us know at firstname.lastname@example.org.
Q: Why does Vevox use a 9 digit ID to access a meeting?
A: In short… security, simplicity and peace of mind.
We’ve worked closely with our clients in the corporate and education sectors to provide a solution that will satisfy their data security needs and obligations in the age of increased scrutiny and GDPR, whilst ensuring ease of use for presenters and participants.
Q: How does it help satisfy data security requirements as opposed to using another format?
A: All meeting ID’s are unique and generated automatically by the system. This removes the chance of someone else using your chosen ID at the last minute, or worse anyone inadvertently (or otherwise) joining your meeting when not invited.
Q: Wouldn’t it be simpler to have the option to use a word, phrase or hashtag as the meeting ID?
A: To many organisations that choose Vevox this would not pass their security standards and guidelines. A random number (one in a billion in this case!) ensures it is highly unlikely anyone could stumble across a live Vevox meeting ID, let alone guess what an ID might be for a specific meeting or organisation. Using a company name, word or phrase could lead uninvited guests directly into a meeting’s schedule or content.
Note: A compromise here to reduce this risk could be to ask participants to also enter a security ID. However this comprises the simplicity by adding another stage for participants at log in which could negatively affect adoption rates. It’s also an extra stage for organisers to remember to set and communicate. Another factor deemed a risk in the corporate procurement process security checks.
Q: Anything else I should know about these ID’s?
A: Other advantages of these ID’s are:
- There are no issues with languages or regional keyboards as the ID consist of numeric digits only.
- User will not find themselves in the wrong meeting as a result of a typo or mishearing the instructions.
- No one need think about creating the unique ID, it is created automatically.
Q: What if I am not bothered about the security risks for a meeting I am running? Can I create a custom URL?
A: You can create custom URLs (For example using bitly or a URL you own) that the participant can navigate to, skipping the login process completely and taking them direct into the meeting. However we recommend you consider the risks mentioned above in relation to your, or your client’s data protection policies before using this method.