Let’s be real: anyone who’s hosted a video meeting knows that security is more than just a box you check. Whether you’re running a client call, a team standup, or a support session, it only takes one uninvited guest or accidental screen share to throw things off. If you’re using Whereby, you’ve already avoided some of the headaches of bigger platforms, but you still need to take a few steps to keep your meetings private and under control.
This guide is for anyone who wants to stop worrying about “Zoombombing” and start using Whereby’s advanced room controls for real security—without making life harder for your guests (or yourself).
Why Room Controls Actually Matter
First off, most people set up their video calls and assume the default settings are “good enough.” Sometimes they are. But with Whereby, leaving everything open means anyone with your link can get in. That’s both the blessing and the curse of its “no download, just click and join” approach. If you’re dealing with anything remotely sensitive—projects, client data, or just keeping out randoms—it’s worth locking things down.
Let’s walk through the advanced controls, what they do, and how to use them for actual peace of mind.
Step 1: Understand the Basics (and the Risks)
Before you start toggling switches, know what you’re protecting against:
- Unwanted guests: Anyone with the link can join unless you set barriers.
- Unmuted chaos: Guests talking over each other, or that one person who always forgets to mute.
- Screen sharing mishaps: Someone shares the wrong tab, or worse, something they shouldn’t.
- Private chat leaks: Sensitive info typed in the chat can be seen by everyone.
You can’t eliminate every risk, but you can make things a lot harder for troublemakers—and a lot smoother for everyone else.
Step 2: Set Up Your Room with the Right Permissions
When you create a Whereby room, you get a unique link. That’s your virtual front door. Now, let’s lock it.
a) Lock the Room
- How: Once you’re in your room, click the lock icon (usually at the top of the screen).
- What it does: New guests have to “knock” and be admitted by a host.
- When to use: Always, unless you’re running a public event.
Pro Tip: Make it a habit to lock the room as soon as your meeting starts. It takes one click, and you can always let in latecomers.
b) Control Who Can Enter
- Admit or reject: When someone knocks, you see their name. Admit people you know, reject the rest.
- No waiting room: If you forget to lock the room, anyone with the link walks right in. Don’t forget.
c) Set a Room Password
- How: In the room settings, you can set a password. Share it only with people you trust.
- Worth it? For recurring meetings or anything sensitive, yes. But don’t go overboard—too many passwords, and people will just email you asking for help.
Step 3: Fine-Tune Advanced Room Controls
Whereby gives you more than just a lock. Here’s what’s worth using—and what’s not.
a) Guest Permissions
In the “Room Settings,” you can set:
- Who can share their screen
- Default: Anyone.
- Change this if: You don’t want guests accidentally (or intentionally) sharing. Set it so only the host can share.
- Who can turn on their microphone/camera
- Useful for webinars or presentations, when you want everyone muted unless called on.
Pro Tip: If you’re leading a big meeting, set everyone to “listen only” mode. It avoids the “who’s got background noise?” guessing game.
b) Host Controls
- Mute all: With one click, silence everyone. Don’t be afraid to use it.
- Remove a participant: If someone’s being disruptive, kick them out. They can’t rejoin unless you let them in again.
Honest Take: Most of these controls are only as good as how quickly you use them. If you’re not paying attention, someone can still slip in or make noise. Assign a co-host if you’re running a bigger meeting so you’re not doing it all yourself.
Step 4: Secure Your Room Link
This sounds basic, but it’s where most slip-ups happen.
- Don’t post your meeting link publicly unless you really want anyone and everyone to join.
- Share links via direct channels: Email, DM, calendar invite—never on Twitter or public forums.
- Change your room link if it leaks: If you suspect someone unwanted has your link, make a new room. It’s fast.
What Not To Bother With: Over-complicating things with endless new rooms and passwords for every meeting. Unless you’re discussing company secrets, don’t make life harder for yourself.
Step 5: Use Integrations and Automation Carefully
Whereby integrates with tools like Google Calendar and Slack. Handy, but it’s another place your room link can leak.
- Check calendar visibility: If a calendar invite is public, so is your link.
- Review app permissions: Only connect apps you actually use. More integrations = more risk of something slipping through the cracks.
Step 6: Keep an Eye on the Chat
The chat in Whereby is simple, but don’t assume it’s private.
- Anyone in the room sees everything. There’s no “private message” in most plans.
- Sensitive info: Don’t type out passwords, client details, or anything you wouldn’t want screen-shared.
If you need to share something sensitive, do it outside the meeting.
Step 7: Review and Adjust Regularly
Security isn’t a set-and-forget thing. Every few weeks:
- Check your room settings: Make sure nothing’s changed.
- Update passwords: If you’ve shared with new people, or someone leaves your team.
- Watch for new features: Whereby sometimes adds new controls. Stay up to date, but don’t chase every shiny thing.
What Actually Works (and What’s Overkill)
Worth your time:
- Lock your room as soon as you start
- Admit only people you know
- Set sharing and mute controls up front
- Share your link and password privately, not publicly
Don’t stress about:
- Changing your room link every meeting (unless you really, really need to)
- Using every feature “just because it’s there”
- Obsessing over integrations you don’t use
Keep It Simple, Stay Secure
You don’t need to become an IT admin to run secure Whereby meetings. Most of the risk comes from human error (forgetting to lock the room, sharing the link too widely), not some hacker brute-forcing your password.
Set up your room the right way, use the controls that actually make sense, and don’t make life harder than it needs to be. If something feels clunky or over-complicated, it probably is. Start with these basics, tweak as you go, and you’ll be just fine.