Zoom - Known Issues

Issue

Zoom users have the ability to install third-party apps, integrations and bots to their individual accounts. Some of these third-party apps allow a Zoom user to add bots as a participant in every Zoom meeting they join. This can lead to confusion and concern for the host of the Zoom meeting.

Resolution

On Dec. 13, 2024, OIT began to restrict access to AI assistant bots within Zoom and Microsoft 365. Restricting access to AI assistant bots will be an ongoing effort for OIT.

In the meantime, here are a few extra security measures you can put in place to prevent bots from joining your meeting:

• Enable the Zoom waiting room feature for Zoom meetings.
• If your meeting is exclusively for CU Zoom users, set your meeting to require participants to authenticate in order to join.
• Enable blocking users in specific domains (e.g., otter.ai, read.ai, fireflies.ai).

If a bot has already joined the meeting, you can follow these steps to remove them:

1. In the Zoom meeting toolbar, click Participants (people icon).
2. Find the bot's name in the list and click the More icon (three dots) next to their name.
3. Select Remove from the drop-down menu to remove the bot from the meeting.

Issue

When using Zoom through Canvas, there is no option to enable Zoom AI Summaries for a Zoom meeting.

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Workaround

Currently, to enable Zoom AI Summaries for Canvas, users must update those settings through the CU Boulder Zoom web portal.

• Update your personal settings: Log in to the CU Boulder Zoom web portal, then click Settings in the left sidebar. On the AI Companion tab, go to the Meeting section, confirm that "Meeting summary with AI Companion" is toggled on, then toggle on "Turn on meeting summary automatically when meetings start."

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• Update your meeting's settings: First, create a meeting within the Canvas Zoom integration. Log in to the CU Boulder Zoom web portal, then click Meetings in the left sidebar. Locate the Zoom meeting you created and open the meeting details. Scroll down and click Edit this Meeting. On the Edit Meeting page, scroll down to the AI Companion section, check the box to "Automatically start meeting summary," then click Save.

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Issue

When adding someone to the "Attendees" field, it does not automatically send Zoom meeting invite.

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Solution

Zoom account must be integrated with Microsoft Office 365. Please see Zoom - Integrate Meetings into Your Calendar.

Issue

OIT has tested macOS "Big Sur" version 11.2 and has identified audio and video functionality issues with our Large Lecture Hall AV systems.

Recommendation

At this time, we recommend avoiding using devices with this operating system, as there may be complications with sound, in-room display and Zoom functionality.

Issue

Some users running Big Sur on Apple machines may report that participants only see a black screen when attempting to share their screen in a meeting.

Workaround

OIT may be able to assist in troubleshooting this issue. Please contact oithelp@colorado.edu for further assistance.

Issue

Some users have issues with microphone and video access on macOS 10.14 Mojave.

Workaround

Due to increased security and permissions with macOS 10.14 Mojave, you will be prompted to authorize the Zoom Desktop Client and Zoom Rooms to use your computer's microphone and camera. Click OK during the initial request and you will be able to use your microphone and camera in Zoom. If you do not allow Zoom access during this initial prompt, or if the camera and microphone become disabled, please see the Using Zoom client with macOS 10.14 Mojave on Zoom's website.