Free access to Zoom Pro for Scout volunteers

Scouts have secured access to Zoom Pro for members to use while they are volunteering. Once you have decided who from your Group, District, County/Area/Region will sign up, complete the registration form and we'll then add you to the Scouts Zoom account (due to the way the Zoom account is set up this step will be completed manually every working day - so the email from Zoom will not come through straight away).

Once added to the main Scouts account, Zoom will then email you to register for a licence and you'll need to accept the Zoom T&Cs if you wish to use Zoom. 

Zoom have very kindly agreed to extend them beyond the original two years, until further notice. There's no need to do anything, your licences will just continue, and we’ll update groups when the licences are due to expire. If you haven't got a licence yet, you can sign up now.

We've pre-set the following settings in Zoom to meet Scouts safeguarding guidance, these are not able to be changed. The following settings have been applied:

Switched on 

• Require a password for all meeting types
• Waiting room for participants
• Host can report meeting participants for inappropriate behaviour to Zoom

Switched off

• Join before the host for guests
• Embed password in meeting link for one-click join
• Private 1:1 chat
• Allow removed participants to rejoin
• Allow participants to rename themselves
• Remote support - allow meeting host to provide 1:1 remote support to another participant
• Live streaming of meetings
• Allow another user to take control of your camera during a meeting

Other settings can be configured based on your needs. The Zoom help centre provides further guidance on how to do this.

Due to the licence limit of one licence per Group/District/County/Region (Scot)/Areas, we've been working with Zoom to look at solutions to enable volunteers to start and run meetings without the licensed host needing to be there.

We can now add other users to our Scouts account as basic users, who will be able to start, host and end meetings set up by licensed users - they don’t need to be added as co-hosts or alternate hosts.

How does it work?

1.  The licensed user schedules the meeting
   
   
2. The licensed user invites the relevant basic users to the meeting
   
   
3. The licensed or basic user can share the meeting details with young people, parents and others who should be invited to the meeting – these will all be guest users
   
   
4. If the licensed user isn’t attending the meeting, they’ll need to share the host key with the basic user so that they can become the host
   
   
5. The basic user will then need to click ‘claim host’ in the participants list at the bottom and enter the host key from the licensed user
   
   
6. The basic user can then end the meeting or act as the host during the session (don’t forget to ‘end the meeting for all’ so no one is left behind in Zoom – just like you would before locking up your meeting place!)

Meetings referred to in the above notes means meetings that have been set up under the Scouts account. The above notes won’t apply for their meetings that you’ve been invited to by those outside of the Scouts account.

Ask your Leaders to complete the basic user form to sign up.

Who should be a basic user?
Section Leaders and other volunteers who would like to start Zoom sessions set up by licensed users.

Can basic users set up a meeting?
Yes, basic users can set up meetings, but these will be restricted to the 40-min limit. Basic users can’t set up meetings that are due to take longer than 40 mins.

Can basic users start meetings?
Yes, basic users can start meetings they’ve set up OR meetings that’ve been set up by the licensed user if they’ve been invited by the licensed user. More information on using your host key >

How can we give basic users the control to manage meetings?
Basic users will need the host key from the licensed user to be able to control and end meetings.

Can the Zoom account be used by basic users for personal meetings?
No, the Zoom account should only be used for Scout reasons. 

Meetings referred to in the above notes means meetings that have been set up under the Scouts account. The above notes won’t apply for their meetings that you’ve been invited to by those outside of the Scouts account.

Who’s the licensed user for your Scouts account?
This should be Managers/Commissioners/Group Scout Leaders or the agreed lead user for your licence.

Can licensed users set up a meeting?
Yes, licensed users can set up meetings.

Can licensed users start meetings?
Yes, licensed users can start meetings they’ve created or been invited too.

Can licensed users manage a meeting?
Yes, licensed users can manage and end meetings.

Can the Zoom account be used by licensed users for personal meetings?
No, the Zoom account should only be used for Scout reasons. 

Meetings referred to in the above notes means meetings that have been set up under the Scouts account. The above notes won’t apply for their meetings that you’ve been invited to by those outside of the Scouts account.