This article applies to WBS40.8 and earlier sites. If you have a later Webex version and want to learn how to prevent unwanted people from attending your meetings, click here.

As more people shift to remote work, school, and gatherings Cisco Webex Meetings Suite helps you meet as if you’re in the same room. Site Administrators can set options that are used site-wide to enforce security and making certain additional security options available to meeting, event, and training hosts. Setting these options restricts guests from joining meetings on your site. Guests include people who don't have an account on your site, people who haven't signed in to their account on your site, external video systems that aren't registered to your organization, and audio-only users who haven't signed in with an audio PIN.

You can prevent unwanted guests by doing the following:

  • Requiring strong passwords

  • Requiring attendees to have an account on your site

  • Requiring passwords for phone-only and video-device users

  • Securing Personal Rooms

For Webex Meetings customers that use Webex Teams, to secure your organization's data and prevent data being shared outside of your organization, see Block External Users in Cisco Webex Teams Spaces for Your Organization.

For more best practice recommendations to secure meetings in Control Hub, click here.

Require Passwords for all Meetings, Events, and Sessions

The most effective step to strengthen the security of all your meetings, events, and training sessions is to require a password. Passwords protect against unauthorized attendance because only users with access to the password are able to join. Following the practice of requiring passwords ensures that all meetings, events, and training sessions that are created by hosts are secured.

We recommend you use a high-complexity, nontrivial password. A recommended password includes a mix of uppercase and lowercase letters, numbers, and special characters (for example, $Tu0psrOx!). By setting your password to require at least 11 characters, 1 numeric character, 1 uppercase and lowercase letter, and 1 special character, such as $, &, or %, you'll greatly increase the security for your meeting.


Adding passwords to your meetings, events, and training sessions doesn’t affect the join experience of authorized attendees. Participants easily join by selecting the URL in the email invitation or from the Webex site.

1

From the customer view in https://admin.webex.com, select Services, go to Meeting, and choose Sites.

2

Select the Webex site to change the settings for, and select Configure Site.

3

Under Common Settings, select Security.

4

Under Security Options in the Cisco Webex section:

  • Go to the Webex Meetings section, and check All meetings must have a password.

  • Go to the Webex events section, and check All events must have a password.

  • Go to the Webex training section, and check All sessions must have a password.

5

To require strong passwords, check Require strong passwords for meetings.

6

Check and configure the following check boxes:

  • Require mixed case

  • Minimum length

  • Minimum number of numeric

  • Minimum number of alpha

  • Minimum number of special characters

  • Don’t allow any character to be repeated three times or more

  • Don’t allow dynamic web page text for meeting passwords (site name, host's name, username, meeting topic)

  • Don’t allow meeting passwords from this list

7

Select Update.


 

A secure password will be 11 or more characters, including mixed case, numbers, and special characters. You can use special characters (!, ?, &) for added security.

Require Sign-In When Joining a Meeting, Event, or Training Session

We recommend that you require all users to have an account on your Webex site if sensitive meetings, events, or training sessions are hosted there. When enabled, besides hosts, attendees are also asked for their credentials when they attempt to join a meeting, event, or training session.

In addition to requiring sign-in to your site, we recommend that you require attendees to sign in when dialing in from a phone. This prevents anyone getting into the meeting or training session without proper credentials.

1

From the customer view in https://admin.webex.com, select Services, go to Meeting, and choose Sites.

2

Select the Webex site to change the settings for, and select Configure Site.

3

Under Common Settings, select Security.

4

To require that all users must have an account on your Webex site to host or attend Webex meetings, events, or training sessions, go to the Cisco Webex section and check Require login before site access (Webex Meetings, Webex Events, Webex Training).

5

To require sign in when joining a meeting or training session by phone, under Security Options in the Cisco Webex section:

  • Under the Webex Meetings section, check Require users to have an account when joining by phone.

  • Under the Webex Training section, check Require users to have an account when joining by phone.

When checked and the host requires sign-in, attendees must sign in from their phones. Attendees must have added a phone number and PIN to their profile settings to do so.

6

To prevent video conferencing systems from joining a meeting when sign-in is required, under Webex Meetings in the Cisco Webex section, select Blocked (Webex Meetings only).

7

Select Update.

Enforce Meeting Password When Joining from Phone or Video Conferencing Systems

In addition to requiring passwords when users join from a meeting application (for example, on Windows or Mac), you should also enforce password requirement on users joining from phone or video conferencing systems. When this option is selected, the system automatically generates an eight-digit numeric password for phone and video conferencing system attendees and adds it to the meeting invitation. This ensures that only people with an invitation can join the meeting when using a phone or video conferencing system.

1

From the customer view in https://admin.webex.com, select Services, go to Meeting, and choose Sites.

2

Select the Webex site to change the settings for, and select Configure Site.

3

Under Common Settings, select Security.

4

Under Security Options in the Cisco Webex section:

  • Go to the Webex Meetings section, and check Enforce meeting password when joining by phone.

  • Go to the Webex Meetings section, and check Enforce meeting password when joining by video conferencing systems.

  • Go to the Webex events section, and check Enforce event password when joining by phone.

  • Go to the Webex training section, and check Enforce training password when joining by phone.


 

If any of these options aren't available, contact Webex support to enable them.

5

Select Update.

Enforce Personal Room Locking After a Default Time

We recommend you enforce automatic locking of Personal Rooms after a designated time. When a meeting is started in a Personal Room, the host can accept the default time you set at the site level, or change how many minutes after a meeting starts that they want the Personal Room to lock, including zero minutes.

1

From the customer view in https://admin.webex.com, select Services, go to Meeting, and choose Sites.

2

Select the Webex site to change the settings for, and select Configure Site.

3

Under Common Settings, select Site Options.

4

In the Site Options section, check Automatically lock Personal Rooms after [x] minutes after meeting starts for any users who have not defined their Preferences > My Personal Room > Automatic lock setting.

5

Set the number of minutes to zero after the meeting starts that the Personal Room is locked. For additional security, you can also require attendees to sign in.

6

Next, go to Personal Room Security and select No one can enter a room or lobby without signing in.

7

Select Update.

For more best practice recommendations to secure meetings in Site Administration, click here.

Require Passwords for all Meetings, Events, and Sessions

The most effective step to strengthen the security of all your meetings, events, and training sessions is to require a password. Passwords protect against unauthorized attendance because only users with access to the password are able to join.

We recommend you use a high-complexity, nontrivial password. A recommended password includes a mix of uppercase and lowercase letters, numbers, and special characters (for example, $Tu0psrOx!). By setting your password to require at least 11 characters, 1 numeric character, 1 uppercase and lowercase letter, and 1 special character, such as $, &, or %, you'll greatly increase the security for your meeting.


Adding passwords to your meetings, events, and training sessions doesn’t affect the join experience of authorized attendees. Participants easily join by selecting the URL in the email invitation or from the Webex site.

1

Sign in to Webex Site Administration, and navigate to Configuration > Common Site Settings > Options > Security Options.

2

In the Cisco Webex section:

  • Go to the Webex Meetings section, and check All meetings must have a password.

  • Go to the Webex events section, and check All events must have a password.

  • Go to the Webex training section, and check All sessions must have a password.

3

To require strong passwords, check Require strong passwords for meetings.

4

Check and configure the following check boxes:

  • Require mixed case

  • Minimum length

  • Minimum number of numeric

  • Minimum number of alpha

  • Minimum number of special characters

  • Don’t allow any character to be repeated three times or more

  • Don’t allow dynamic web page text for meeting passwords (site name, host's name, username, meeting topic)

  • Don’t allow meeting passwords from this list

5

Select Update.


 

A secure password will be 11 or more characters, including mixed case, numbers, and special characters. You can use special characters (!, ?, &) for added security.

Require Sign-In When Joining a Meeting, Event, or Training Session

We recommend that you require all users to have an account on your Webex site if sensitive meetings, events, or training sessions are hosted there. When enabled, besides hosts, attendees are also asked for their credentials when they attempt to join a meeting, event, or training session.

In addition to requiring sign-in to your site, we recommend that you require attendees to sign-in when dialing in from a phone. This prevents anyone getting into the meeting or training session without proper credentials.


Participants who join using the Webex Meetings or Webex Training application have to authenticate, so they won’t be asked for authentication when connecting to audio. Thus, this restriction impacts users who join only by phone.

Also, consider restricting video conferencing systems from dialing into a meeting that requires attendees to sign in. Since users can’t sign in from a video conferencing system, allowing video conferencing systems to join puts meetings at risk of being joined by an unauthorized user.

Keep in mind, that using this option limits your meeting, event, or session to internal attendees. This is an excellent way to keep your meetings secure, but can be limiting if the host needs to have an external guest.

1

Sign in to Webex Site Administration, and navigate to Configuration > Common Site Settings > Options > Security Options.

2

To require that all users must have an account on your Webex site to host or attend Webex meetings, events, or training sessions, go to the Cisco Webex section and check Require login before site access (Webex Meetings, Webex Events, Webex Training).

3

To require sign in when joining a meeting or training session by phone:

  • Under the Webex Meetings section, check Require users to have an account when joining by phone.

  • Under the Webex Training section, check Require users to have an account when joining by phone.

When checked and the host requires sign-in, attendees must sign in from their phones. Attendees must have added a phone number and PIN to their profile settings to do so.

4

Select Update.

Enforce Meeting Password When Joining from Phone or Video Conferencing Systems

In addition to requiring passwords when users join from a meeting application (for example on Windows or Mac), you should also enforce password requirement on users joining from phone or video conferencing systems. When this option is selected, the system automatically generates an eight-digit numeric password for phone and video conferencing system attendees and adds it to the meeting invitation. This ensures that only people with an invitation can join the meeting when using a phone or video conferencing system.

1

Sign in to Webex Site Administration, and navigate to Configuration > Common Site Settings > Options > Security Options.

2

In the Cisco Webex section:

  • Go to the Webex Meetings section, and check Enforce meeting password when joining by phone.

  • Go to the Webex Meetings section, and check Enforce meeting password when joining by video conferencing systems.

  • Go to the Webex events section, and check Enforce event password when joining by phone.

  • Go to the Webex training section, and check Enforce training password when joining by phone.


 

If any of these options aren't available, contact Webex support to enable them.

3

Select Update.

Enforce Personal Room Locking After a Default Time

We recommend you enforce automatic locking of Personal Rooms after a designated time. When a meeting is started in a Personal Room, the host can accept the default time you set at the site level, or change how many minutes after a meeting starts that they want the Personal Room to lock, including zero minutes.

1

Sign in to Webex Site Administration, and navigate to Configuration > Common Site Settings > Options.

2

In the Site Options section, check Automatically lock Personal Rooms [x] minutes after meeting starts.

3

Set the number of minutes to zero after the meeting starts that the Personal Room is locked. For additional security, you can also require attendees to sign in.

4

Next, go to Personal Room Security and select No one can enter a room or lobby without signing in.

5

Select Update.

For more best practice recommendations to secure meetings by hosts, click here.

To prevent people from crashing your meetings, there are important options to set to secure your scheduled and Personal Room meetings.


These settings work only for scheduled meetings and not Personal Room meetings.

Scheduled Meetings

1

Sign in to your Cisco Webex Site.

2

Go to Meetings > Schedule a Meeting.

3

Enter the details for your meeting.

4

In the Show advanced options > Scheduling Options > Require account section, check Require attendees to have an account on this site in order to join this meeting. This will ensure that the attendees of the meeting need to sign in to the Webex site before joining the meeting.

5

In the Exclude password section check Exclude password from email invitation. This will ensure that the meeting password is not sent in the email and you must provide the password to attendees by another means, such as by phone.


 

If you're scheduling from Microsoft Outlook, in the Meeting information section, go to Schedule Assistant > Add Webex Meeting > Change Setting. In the Meetings Information section, select Don't include meeting password in email invitation.

6

Check your meeting details and select Schedule or Start.

What to do next

  • Once your meeting has started, lock the meeting once all attendees have joined the meeting by selecting Meeting > Lock Meeting.

  • If you find an unwanted participant in your meeting, expel them by right-clicking their name and selecting Expel.

Personal Room Meetings

You set your Personal Room to automatically lock when your meeting starts. We recommend locking your room at 0 minutes

1

Go to Preferences > My Personal Room > Automatic lock, check the option, and set to 0 minutes.

2

Click Save.

This is essentially the same as locking your room when you enter it. This measure prevents all attendees in your lobby from automatically joining in the meeting. Instead, you’ll see a notification in the meeting when attendees are waiting in the lobby. You can then screen and allow only authorized attendees into your meeting.


 

Consider your Personal Room URL as a public URL, and unless the site administrator has configured Personal Rooms to only be used by signed-in users, anyone can wait for you in your lobby. Always check the names before you let the attendees into your room.