We get a lot of questions about using a 9 digit Meeting ID as the access code for your Vevox meetings. This article discusses some of the reasons why we use it.
As always if you have any feedback on this please let us know at email@example.com.
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: For many organizations 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.
Q: Anything else I should know about these Meeting 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.
- Users will not find themselves in the wrong meeting as a result of a typo or mishearing the instructions.
- No one needs to 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 directly 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.
Q: Can I remove the Meeting ID from appearing in the present view display?
A: Yes, you certainly can. There is a toggle in the present view options to stop if from appearing. Go to your meeting session in the meeting list. Select the more options (three dots) on your meeting card, and go to the present view tab. At the bottom of the pop-up you can toggle the 'Show joining instructions' as well 'Show QR code'.