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Using the Zoom Scheduler extension for Chrome

ByCorporate Guider Home, Zoom

 

Participants can schedule Zoom meetings directly from Google Calendar by using the Zoom Scheduler Extension for Chrome. Using the extension, you are able to schedule a meeting for a future date and time or begin an instant meeting. The link and details regarding meeting registration are added to the calendar event and can also be sent as an invitation to the attendee via Google Calendar, so they can simply join the meeting from their calendar whenever it is convenient and convenient for them.

Meetings can also be scheduled using the following additional methods:

  • Use the Zoom mobile app or desktop client to schedule meetings
  • Directly on Zoom’s website
  • (accessible through Chrome, Outlook, Firefox) Using the Zoom mobile app or desktop client

Prerequisites for the Zoom Scheduler Extension for Chrome

  • Chrome (Google Chrome)
  • Download Zoom Chrome extension
  • Sign in with your Google account, work email and password, or use Single Sign-On (SSO)
  • Scheduling meetings with Google Calendar

How to install the extension

Installing the Zoom Scheduler extension from the Chrome Web Store is required before you can schedule meetings using the Chrome extension or directly in Google Calendar. On the extension window, click Add to Chrome.

How to use the extension

  1. An icon will appear in your Chrome address bar when you install the Zoom Chrome extension. Clicking the icon will open the Zoom Chrome extension.
  2. Sign in to your Zoom account using the Google sign-in method, your email address and password, or SSO.
  3. A Chrome Extension will appear with the following options:
    • Schedule a Meeting: Click Schedule a Meeting to open up a new event on Google Calendar.
    • Start a Meeting: Hover over Start a Meeting to choose to start with video or start without video. Learn more about instant meetings.
    • Name/email address: Click your name or email address to open your Zoom profile page.
    • Gear icon : Click on the gear icon to open the Zoom meeting settings.

How to schedule a meeting from Google Calendar

Any Google Calendar event can be turned into a Zoom meeting by scheduling a meeting directly in the event. The join URL and meeting details will be automatically added to the event details once it has been scheduled.

Notes:

  • Zoom Scheduler synchronizes the default meeting settings from Zoom’s web portal.
  • In the Zoom web portal, you can choose whether other users are allowed to schedule meetings that are marked as private in Outlook or Google Calendar. The users cannot see the invite link, meeting topic, or attendees list if they cannot manage private events.
  1. Edit an existing calendar event or create a new one.
  2. Select additional options for the event.
    • Click More Options for a new calendar event.
    • If the event is already scheduled, click the pencil Choose Zoom Meeting as the meeting type.ng.
  3. The Zoom meeting will be created with your default settings and the meeting details will be populated in the description.
  4. Guests may be invited, notifications may be configured, and other calendar event options may be adjusted as needed.
  5. Save the changes.

Note: To reschedule a Zoom meeting from Google Calendar, edit the calendar entry and change the meeting date/time. The meeting details should not be copied to another calendar entry or dragged and dropped.

Chrome extension scheduling options

Each time you schedule a meeting, the Chrome extension scheduling options will appear, or you can automatically schedule a meeting based on the settings of your last meeting.

  • Schedule For: If you have scheduling privilege for another user, you will be able to choose who you want to schedule for from the drop down. Learn more about scheduling privilege.
    Note: Confirm all settings when scheduling for another user, as their default settings are not automatically applied.
  • Meeting ID: Choose which type of meeting ID you would like to schedule the meeting with:
  • Security: Choose the security options to best secure your meeting:
    • Passcode: Enter a meeting passcode. Joining participants will be required to input this before joining your scheduled meeting.
      Note: The meeting passcode must meet complexity requirements set by your admin.
    • Waiting Room: Enable Waiting Room for the meeting.
    • Only authenticated users can join: Restrict access to the meeting so that only signed-in using can join.
  • Encryption: Choose the type of encryption you want to use for your meeting:
    • Enhanced encryption: Encryption keys stored in the cloud
    • End-to-end encryption: Encryption keys stored on your local device
      Note: End-to-end encryption does not support all Zoom features. Please take note of those limitations when scheduling an end-to-end encrypted meeting.
  • Video
    • Host: Choose if you would like the host’s video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
    • Participants: Choose if you would like the participants’ videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
  • Audio: Allow users to call in using Telephone only, Computer Audio only, Both telephone and computer audio, or 3rd Party Audio (if enabled for your account).
  • Options: Configure additional meeting options and features:
    • Require registration: Attendees will be required to complete a registration form before receiving the link to join the meeting. Registration questions and other settings can be configured on the web portal.
    • Allow participants to join anytime: Allow participants to join the meeting without you or before you join. The meeting will end after 40-minutes for Basic (free) subscribers.
    • Mute Participants Upon Entry: If join before host is not enabled, this will mute all participants as they join the meeting.
    • Request permission to unmute participants: Participants will be prompted to provide the host with consent to be unmuted at will by the host. If declined, the host will still have the option to Ask to unmute.
    • Enable focus mode when meeting starts: Automatically start the meeting with focus mode enabled, in order to provide fewer distractions to all meeting participants. This feature requires client version 5.9.0 or higher.
    • Add watermark that identifies the viewing participant: Add a watermark on shared content during the meeting. Learn more about adding a watermark.
    • Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud (zoom.us/recording).
    • Show in Public Event List: Add this meeting to your Public Event List (if enabled for your account). Learn more about the Public Event List.
    • Approve or deny entry to users from certain regions and countries: Host can either allow only participants from specific counties/regions to join, or block all participants from specific counties/regions.
    • Include Invite Link in location field: The join link for the meeting will be included in the location field of the calendar event, as well as in the description.
    • Enable additional data center regions for this meeting
  • Alternative Hosts: Enter the email address of another Zoom user who is Licensed, on your account to allow them to start the meeting in your absence.
    Note: If the meeting host wants to add alternative hosts to their meeting, they can enable the setting to Allow alternative hosts to add or edit polls. This feature requires Zoom client version 5.8.0 or higher. If you’re not sure that alternative host is the right role for you, learn about roles in a meeting.

How to display scheduling options each time

By default, the meeting will be scheduled with the options that you used for your last meeting. However, you can have the scheduling options appear each time.

Note: Scheduling options will only appear when you click Make it a Zoom Meeting from within the full calendar event scheduling page. If just clicking that button in the smaller, quick-scheduling window, default Zoom meeting settings will be used.

  1. Click the extension icon next to your address bar.
  2. Click the Settings icon.
  3. Select the Allow me to specify schedule options each time check box to enable it.
    The scheduling options will now appear each time you schedule a meeting with the scheduler extension.

How to fix the Session Has Expired message

If you receive the following message “Your Zoom Chrome Extension session has expired.”, you need to login to the Chrome extension again.

  1. Click the Zoom extension icon next to your address bar.
  2. Sign in to your Zoom account.
  3. Choose the login method that applies to your profile: either Sign In with Google, use your email and password, or Sign In with SSO.

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