Inviting Guests (External to Stony Brook) to Zoom Meetings

You can invite guests (external to Stony Brook) to Zoom Meetings by using the zoom web portal or through the use of Brightspace.

This KB Article References:
This Information is Intended for:
Instructors, Staff

This article will explain the best way to invite guests external to Stony Brook University, while leaving the default settings on to ensure the highest level of security for your meetings:


Stony Brook's Default Settings

By default, "Only authenticated users can join meetings" and "Only authenticated users can join meetings from Web client" are turned on in the Zoom Web Portal at Stony Brook University Zoom. These settings are not locked and can be toggled on and off as needed.  It is advised that these settings should be left on for the highest level of security.

 "Only authenticated users can join meetings" and "Only authenticated users can join meetings from Web client" options selected

Creating a Zoom Meeting that Guests External to Stony Brook can Join in 2 ways:

Option 1: Using the Zoom Web Portal (everyone can use this option)

  1. Log into the Zoom Web Portal at Stony Brook University Zoom
  2. With the default settings (above) turned on, to allow guests external to Stony Brook to enter a meeting, click on Meetings > Schedule a Meeting
    Meetings option selected in left navigation bar and then schedule a meeting option highlighted
  3. Fill in the form with Topic, Description, Date and decide which options to use. Consider using the Registration and/or Waiting room options for security.
  4. In the Security section, leave "Only authenticated users can join" unchecked.
    Unchecking this setting overrides the first setting in the Web Portal, "Only Authenticated users can join meetings", but not "Only authenticated users can join meetings from the Web Client". Thus, as described below, users will need to use the Zoom Client or App to get into the meeting; they will not be able to join via the web client.
    require authentication to join unchecked
  5. Click Save to save the meeting.
  6. Next to the Invite Link, click Copy Invitation and paste this information in an email or calendar invitation for your guests.
    Copy Invitation option next to Invite Link highlighted

Option 2: On Brightspace

  1. Log into Brightspace
  2. Click on your course and add a new or open existing a Zoom Meeting link.
  3. Fill in the form with Topic, Description, Date and decide which options to use. Consider using the Registration and/or Waiting room options for security.
  4. In the Security section, leave "Only authenticated users can join" unchecked.
    Unchecking this setting overrides the first setting in the Web Portal, "Only Authenticated users can join meetings",  but not "Only authenticated users can join meetings from the Web Client". Thus, as described below, users will need to use the Zoom Client or App to get into the meeting; they will not be able to join via the web.
    require authentication to join unchecked
    1. If you are editing recurring meeting, when prompted whether to edit one occurrence or all occurrences, select Edit All Occurrences (you can change the authentication requirement for all occurrences but not for individual occurrences).
      edit all occurences
  5. Click Save to save the meeting.
  6. Next to the Invite Link, click Copy Invitation and paste this information in an email or calendar invitation for your external guests.

Option 3: Using Google Calendar

This option doesn't always work as expected. If you create events in Google Calendar and add Zoom links, check that the Zoom Meeting's settings are correct in stonybrook.zoom.us as per option 1 above. 
  1. Create a meeting like you normally would in Google Calendar.
  2. Add Zoom video conferencing by clicking the down pointing arrow for Zoom Meeting
    Add Google Meet Video Conferencing option selected and then Zoom Meeting option in drop down menu highlighted
  3. Open the Zoom Add-on Settings available on the right side of the screen. Click the Zoom icon to reveal the Zoom Meeting settings for this meeting.
    Turn off "only signed in users can join"
    *Be sure to match the meeting IDs before changing settings. If they do not match, follow the Zoom Web Portal instructions above.
    Only signed in users can join toggle button highlighted
  4. Add your guests.
    *Regardless of what email system they use they will get this invitation in their email and on their calendars.
  5. Click Save for your meeting.

What Your Guests Can Expect

  1. If your guests do not have the Zoom Client installed on their computer
    1. When your guests click on the link to enter the meeting, they will be prompted to download the Zoom app to enter the meeting from their browser.
    2. If there no download automatically appears, they can click on download and run Zoom.
      download and run Zoom link highlighted and arrow points to downloaded file
  2. If your guests already have the zoom app on their computer
    1. They can click open or run in the pop up. If a popup does not appear they can click Launch Meeting.
      Launch meeting option highlighted and Open button from alert shown
  3. If your guests are connecting from a mobile device
    1. They will be prompted to either download the Zoom App or launch the meeting if they already have the app installed.
      Download from App Store option highlighted on mobile device as well as If Zoom app is installed, launch meeting option

Information for Your Guests

Note : Guests should be encouraged to, before the meeting, download the Zoom Client or Mobile app from the Zoom Download Center; doing so ahead of time will allow them to get into the meeting once it's time more quickly and easily. They will not be required to create an account with Zoom.

Note : Guests will not be able to enter the meeting by clicking join from your browser.
Join from your browser link crossed out with a red x

Note : Chromebook users can join using the Zoom Chromebook App

Provide your guests with the information on how to get into a meeting as a Guest.

Your guest may also join a test room to ensure their computer/device is ready to use Zoom.

Supported By


Customer Engagement and Support
This KB Article References:
This Information is Intended for:
Instructors, Staff
Estimated Read Time:
4 minutes
This Content Last Updated:
05/08/2025