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BT Security Best Practices for Cisco Collaboration

  1. Auto Lock Personal Room for secure meetings. This prevents all attendees in your lobby from automatically joining in the meeting. The host will see a notification when attendees are waiting in the lobby and the as the host, you will authorize the attendees to join. This can be done from My Webex > Preferences > My Personal Room on your Webex site.
  2. Set Personal Room Notifications before a Meeting to receive an email notification when attendees are waiting for a meeting to begin. You will then be able to review the participant list and expel any unauthorized attendees.
  3. Schedule a Meeting instead of using your Personal Room. Personal Rooms URL's do not change. Improve security by scheduling a meeting which includes a one-time URL.
  4. Scheduled Meetings are unlisted by default by the Site Administrator for all Webex sites. Unlisting Meetings enhances security by requiring the host to inform the meeting attendees, either by sending a link in an email invitation, or hosts can enter the meeting number using the Join Meetings page. Listing a meeting reveals meeting titles and meeting information publicly.
  5. Set a password for every Meeting by creating a high-complexity, non-trivial password (strong password). A strong password should include a mix of uppercase and lowercase letters, numbers and special characters (for example, $Tu0psrOx!). Passwords protect against unauthorized attendance because only users with access to the password will be able to join the meeting.
  6. Do not reuse passwords for meetings. Scheduling meetings with the same passwords weakens meeting protection considerably.
  7. Use Entry or Exit Tone or Announce Name Feature to prevent someone from joining the audio portion of your meeting without your knowledge. This feature is enabled by default for Webex Meetings and Webex Training. For notifications, select Audio Conference Settings > Entry and exit tone > Beep or Announce Name. Otherwise, select No Tone.
  8. Do not allow attendees or panelists to join before host. This setting is set by default by the Site Administrator for Meetings, Training, and Events.
  9. Request that your invitees do not forward the invitation further, especially for confidential meetings.
  10. Assign an alternate host to start and control the meeting. This keeps meetings more secure by eliminating the possibility that the host role will be assigned to an unexpected, or unauthorized, attendee, in case you inadvertently lose your connection to the meeting. One or more alternate host s can be chosen when scheduling a meeting. An alternate host can start the meeting and act as the host. The alternate host must have a user account on your Webex Meetings website.
  11. Lock the meeting once all attendees have joined the meeting. This will prevent additional attendees from joining. Hosts can lock/unlock the meeting at any time while the session is in progress.
  12. Expel Attendees at any time during a meeting. Select the name of the attendee whom you want to remove, then select Participant > Expel.
  13. Share an Application instead of sharing your Screen to prevent accidental exposure of sensitive information on your screen.
  14. Automatically end meetings if there is only one participant. Enabled by the Site Administrator, Attendees will be provided a 15 minute warning after scheduled end time of the meeting. The meeting will then end within 1 minute.
  15. Disable setting that allows meeting host to leave meeting without ending it. Changes to this setting are done by the Site Administrator.
  16. Set password for your recordings before sharing them to keep the recording secure. Password-protected recordings require recipients to have the password in order to view them.
  17. Delete recordings after they are no longer relevant.
  18. Create a Host Audio PIN. Your PIN is the last level of protection for prevention of unauthorized access to your personal conferencing account. Should a person gain unauthorized access to the host access code for a Personal Conference Meeting (PCN Meeting), the conference cannot be started without the Audio PIN. Protect your Audio PIN and do not share it.
  19. Do not click on emails where you don't know the sender, email has inconsistencies with grammar and/or spelling, or contain a URL you're unfamiliar with.

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