Scheduling meetings in zoom App

 

 

Meetings can be scheduled via Zoom using a variety of methods. During a scheduled meeting, a meeting host has complete control over the options, except for settings that an administrator has locked for all users in an account or for all members of a particular group.

• The meeting can be scheduled from either the desktop client or the Zoom mobile app.
• The meeting can also be scheduled from the Zoom web portal.
• A PDF Guide to help Executive Assistants (Outlook, Google) schedule meetings for someone else

The following instructions will help you schedule meetings using our extensions and plugins:

• Scheduling from the Outlook add-in
• Scheduling from the Outlook plugin
• Scheduling from the Chrome Google Calendar extension
• Scheduling from the Firefox Google Calendar extension
• Scheduling using the G Suite Google Calendar add-in

Notes:

• The Zoom web portal syncs your scheduler settings.
• If you see the asterisk (*), this means your admin has restricted access to the setting/options, or there are additional prerequisites. You may not be able to view these settings. For more information, click the embedded links.
• It is recommended that you install Zoom’s Calendar add-in for your calendar service if you are setting up the calendar and contact integration. Rather than using the Zoom desktop client when scheduling or editing meetings, make sure to use your third-party calendar service instead.
• Whenever you schedule a meeting with your Personal Meeting ID and you insert a custom topic name, this is not reflected in the meeting report in any way.

Windows | macOS | Linux

1. Please open the Zoom client and sign in to Zoom.
2. Choose the Schedule option from the menu.
   A window called the scheduler will appear.
3. Here you can select the meeting settings you want to use. If they are disabled and locked to off position at the account level or at the level of the particular group, some of these options might not be available to you.
   • Topic:
   •  Type a title for your meeting or enter a topic.
   • Date & Time:
     • Start:
     • The meeting must be scheduled at a specific date and time, but remember that you can start the meeting at any time before the scheduled time. It is also possible to manually enter a time before the scheduled time. The minute field, for instance, can be filled with 15 minutes.
     • Time Zone:
     • Zoom uses the time zone that is set on your computer by default. If you would like to change the time zone, click the drop-down menu.
     • Recurring meeting:
     •  Choose whether you would like to have recurring meetings (the meeting ID will remain the same for all recurring meetings).
   • Meeting ID
     • Generate Automatically:
     • Randomly generate meeting IDs.
     • Personal Meeting ID*:
     •  You will use this.
   • Security
     • Passcode:
     •  Provide a meeting passcode. You will ask participants to enter it before they can join your meeting.
       Note:
     • The complexity requirements must be set by your admin.
     • Waiting Room:
     • You should enable the meeting waiting room.
     • Only authenticated users can join:
     • Participants should only be able to join the meeting if they are logged in.
       Note:
     •  By selecting the option Sign in with specified domain, you will not be able to add any domain that is on the domain block list.
   • Encryption:
   • The standard Enhanced encryption option (encryption keys stored in the cloud) and End-to-end encryption (encryption keys stored locally) are both available during your meeting.
   • Video
     • Host:
     • As a meeting participant, you can choose whether the host’s video should be on or off when joining the meeting. Regardless of whether you choose to turn it off, the host will still have the option to start their video.
     • Participants:
     • When you are joining the meeting, you can choose whether you would like to see the participants’ videos on or off. Regardless of whether you choose to turn off the option, the participants will still be able to start their videos.
   • Audio*:
   • Depending on your account settings, you can offer users the option of calling in using the telephone only, computer audio only, both, or 3rd Party Audio (if enabled).
     • Dial in From:
     •  To include country-specific dial-in information in the meeting invitation, if Telephone or Both are enabled for this meeting, click Edit to select the dial-in countries to include. You can choose to include your Global Dial-In Countries in your meeting settings by default.
   • Calendar:
   • Add the meeting to a calendar service and send invitations to participants.
     • Outlook:
     •  Create an event in the Outlook desktop app.
       Note:
     •  Outlook will appear when using the Windows client.
     • iCal:
     • Create an event in iCal.
       Note:
     • When using macOS, you’ll see iCal.
     • Google Calendar:
     •  Create an event on Google Calendar using your default browser.
     • Other Calendars:
     • It is easier for you to copy and paste the meeting text into your preferred communication method after opening a new window. There is also the option to download an ICS file which can be opened in most email software applications.
   • Advanced Options:
   • View additional meeting options by clicking the arrow.
     • Allow participants to join before start time:
     • It is possible for participants to join before or without you attending the meeting. Those who join the meeting at least three times will end the meeting after 40 minutes for Basic (free) users. In addition to enabling the option, you can also choose whether participants will be able to join 5 minutes, 10 minutes, 15 minutes, or Anytime up to 15 minutes before the scheduled start time.
     • Mute participants on entry:
     • As soon as a participant joins the meeting, if join before host is not enabled, the participant will be muted. Once the participant joins the meeting, he or she can unmute himself or herself.
       Note:
     • See the options to manage participants for muting all the participants currently present in a meeting.
     • Request permission to unmute participants:
     •  Participants will be asked to provide a consent form that will allow the host to unmute them at their discretion. Even if the host declines to unmute, the host has the option of asking for it to be done.
     • Automatically record meeting:
     • Depending on your needs, you can choose whether to record locally (to your computer) or in the cloud.
     • Enable focus mode when meeting starts:
     •  Automatically start the meeting with focus mode enabled, so that all meeting participants will be less distracted by interruptions. The software version is required for this feature to operate.
     • Enable additional data center regions for this meeting*
     • Allow or deny access to users from certain regions and countries:
     •  Hosts can either allow participants from specific regions/countries to join or block all participants from those areas/countries.
     • Schedule for*:
     • In the drop-down menu, you can choose who you want to schedule for if you have scheduling privileges for another user.
       Note:
     •  You can choose whether you want other users to be able to manage meetings that are marked as private in Outlook or Google Calendar when you assign scheduling privileges to them in the Zoom web portal. The users are not able to view the invite link, meeting topic, or attendee list if they can’t manage private events.
     • Show in Public Event List:
     •  Your meeting will be added to a public calendar associated with your vanity URL.
     • Alternative hosts:
     • You will need to give another Zoom user who is a licensed member of your account the opportunity to use your account in your absence if you are not available.
     • The following interpretation (supported only for the Windows and Mac platforms)*:
     •  Select the language that you wish to have interpreted for your meeting.
4. Finish by clicking Save, then open the selected calendar service to add the meeting.
   Note:
   • You should set the recurrence in your calendar service if you are scheduling a recurring meeting.
   • By selecting Other Calendars, you can copy and paste information about scheduled meetings, including date, time, and URL.

Web

1. Log in to Zoom’s web portal.
2. Select Meetings, then click Schedule a Meeting.
3. Choose a meeting option from the list.  If some of these options are disabled and locked to the off position by the account or group administrator, then some of these options might not be available.
   • Topic:
   •  Please provide a topic or name for your meeting.
   • Description:
   • You can provide a brief description of your meeting.
   • Use a template:
   •  You can use a template for your meeting.
   • When:
   •  You need to select a date and time for your meeting. The time can be entered manually and pressed enter to select the time. An example would be to enter 15 minutes in the minutes field.
   • Duration:
   • You can select a general idea of how long the meeting will last. It’s just so that it’s easier to schedule the meeting. You don’t have to end the meeting after this amount of time has passed.
   • Time Zone:
   • Zoom uses the time zone you have set in your profile by default. If you wish to change the time zone, you will need to click on the drop-down menu.
   • Recurring meeting:
   • You have the option of setting up recurring meetings (the meeting ID will remain the same for each session) by checking the appropriate box. You will then have additional options for recurring meetings.
     • Recurrence:
     •  Depending on the frequency of the meeting, you can choose between Daily, Weekly, Monthly, or No Fixed Time. Meetings can recur as many as 50 times, so if you need meetings to recur more often than 50 times, choose the No Fixed Time option.
     • Depending on how often the meeting recurrences, other recurrence options will be available to you. You have the option of defining the recurring meeting to end after a specific number of occurrences, or you can set the recurring meeting to end on a specific date.
   • List this meeting in the Public Events List:
   •  Adding the meeting to a public calendar associated with your vanity URL will make the meeting visible to the public.
   • Registration:
   • Select this option if registration is required for the meeting. You will be provided with a registration link instead of a join link for your participants, so that they can register. In the event that registration is required and the meeting is recurring, you should select one of these options:
     • Registrants can attend all of the events: Registrants can attend all of the events: Registered participants can attend all the events. There will be a list of all the dates and times on which the meeting will be held and the registrant will be able to attend all of the meetings.
     • Registrants must register separately for each event that they wish to attend: Registrants must register separately for each event that they wish to attend. They can select only one time and date when registering.
     • Attendees register once and can choose one or more occurrences to attend:
     • The registrant registers once and can select one or more events to attend. In order to be registered, they must choose the dates and times they wish to attend and they will only be able to attend those events. There are several options available.
   • Schedule For*:
   • In this case, you will be able to choose who you would like to schedule for from the dropdown menu if you have scheduling permissions for another user.
     Note:
   • In the Zoom web portal you can choose if you would like to grant other users the right to schedule meetings that are marked as private in Outlook or Google Calendar, when they are assigned scheduling privileges. There will be no invitation link, meeting topic, or attendee list if the users are not permitted to manage private events.
   • Meeting ID
     • Generate Automatically:
     •  You can generate a random ID for the meeting automatically.
     • Personal Meeting ID*:
     • This is the ID you used during registration.
   • Security
     • Passcode:
     • Please enter the meeting passcode. In order to participate in your scheduled meeting, other participants will need to enter this code.
       Note:
     • It is the admin’s responsibility to determine what level of complexity is appropriate for a meeting passcode.
     • Waiting Room:
     • Make sure the meeting has Waiting Room enabled.
     • Require authentication to join:
     • Make sure that only users who have signed up for the meeting can participate in the meeting.
       Note:
     • In case you select Log in to Zoom with specified domain, you won’t be able to use any domains included in the domain block list when you select Sign in to Zoom with specified domain.
   • 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*:
   • You can choose whether a user can call in using the Telephone only, Computer Audio only, both, or even using 3rd Party Audio (if that option is available on your account).
     • Dial in From:
     •  To select the dial-in countries to be included in the invitation, click Edit if Telephone or Both is enabled for this meeting. In your meeting settings, you will see that this includes your global dial-in countries as well.
   • Meeting options
     • You can allow participants to join the meeting before it begins:
     • Before the meeting begins, you can allow participants to join the meeting without you. If 3 or more people attend the meeting in the free Basic version, the meeting ends after 40 minutes. The option to allow them to join in advance of the scheduled start time, if turned on, can also be selected: 5 minutes, 10 minutes, 15 minutes, or Anytime before the scheduled start time of the meeting.
     • Mute participants on entry:
     •  During a meeting, mute participants as they join if join before host is not enabled. Once participants join the meeting, they are able to unmute themselves.
       Note:
     • For information on how to mute all participants currently taking part in a meeting, please see the options to manage participants.
     • Add a watermark that identifies the viewing participant:
     •  Using superimposed images, a meeting participant could overlay a portion of their own email address on top of the shared content they are viewing as well as a video showing the person sharing their screen. This feature can be enabled by default and you will not be able to change it.
     • Breakout Room pre-assign*:
     •  Assign breakout rooms to participants in advance.
     • Automatically record meeting:
     • Choose whether to record the video on your local computer or if you wish to record it in the cloud.
     • Enable focus mode when meeting starts:
     • Automatically start the meeting with focus mode enabled, so that all meeting participants will be able to focus on what’s important. To use this feature, you must have the client version 5.9.0 or higher.
     • Enable additional data center regions for this meeting*
     • Approve or block entry to users from specific regions/countries:
     •  Users from specific regions can join your meetings. This can be done either by allowing them to join; or by blocking them from attending. Your IP address determines whether a user is in a particular region.
       Note:
     • Your web portal settings allow you to change the default region/country.
     • Alternative hosts:
     • To allow someone else to begin the meeting on your behalf in the absence of you, please enter the email address of another licensed Zoom user on your account.
       Note:
     • The meeting host can enable the option to allow alternate hosts to add and edit polls to the meeting in order to include alternative hosts in the meeting. Version 5.8.0 of Zoom is required to take advantage of this feature. The best way to find out if this is the right role for you is to attend a meeting where you can learn about different roles.
     • You have the option to enable language interpretation for the meeting (only available on Windows and macOS clients)*.
4. Save to finish.

Android | iOS

1. Log in to Zoom on your mobile device.
2. Select Schedule.
3. Select a meeting option. If they were disabled and locked to the off position at the account or group level, some of these options might not be available.
   • Topic:
   • Please type the topic or name for your meeting.
   • Date, From, To:
   •  Please choose a date and time for your meeting.
   • Time Zone:
   •  Zoom will automatically use the time zone of your device when you connect. Tap this field if you wish to change the time zone.
   • Repeat:
   • You can select whether or not you would like a recurring meeting (the same meeting ID for every instance), and then select the frequency of the meeting: Every Day, Every Week, Every 2 Weeks, Every Month, Every Year.
   • Use Personal Meeting ID (PMI):
   • The Personal Meeting ID option is checked if you want to use your own meeting ID. If you do not select this option, a random meeting ID will be generated.
   • Security
     • Require Meeting Passcode:
     • The participant must enter the passcode for the meeting that has been set up by you at the beginning of the meeting.
       • Passcode:
       • Please enter a passcode that your scheduled meeting participants will need to enter before they can join you.
     • Enable Waiting Room:
     •  Before admitting participants to the scheduled meeting, send them to the waiting room.
     • Only Allow Authenticated Users:
     • Only users who are signed in can join the meeting.
       Note:
     • If a domain is included on the domain block list, you cannot add it.
     • Encryption:
     • Your meeting can be encrypted using either the Standard Enhanced encryption (keys are stored in the cloud) or End-to-end encryption (keys are stored on your local device).
       Note:
     • Some features cannot be used when end-to-end encryption is used.
   • Meeting Options
     • Host Video On:
     • When joining a meeting, you can turn the host’s video on or off. You can still let the host start their video even if you choose off.
     • Participant Video On:
     • You can choose whether to allow participants to view their videos. Regardless of whether you choose off, the participants will still be able to start their video.
     • Audio option
       • Pick your audio connection:
       • In order to make it possible for users to use the phone call option, you must allow them to use only device audio, telephone audio, telephone and device audio, or 3rd party audio (if your account supports this).
       • Select dial-in country*:
       • You can choose the dial-in numbers that will appear in the meeting invitation. If you want to rearrange the order of the countries, you can drag them around.
     • Allow Join Before Host:
     • When you allow participants to join before you, the meeting will run smoothly. When three or more people join the meeting, the meeting will end after 40 minutes for users on the Basic (free) plan.
     • Join Before the Meeting Start Time:
     • The Join Before Host feature lets you specify how early you wish your participants to be able to join the session: 10 minutes prior to the scheduled start time, 15 minutes prior to the scheduled start time, or Anytime prior to the scheduled start time.
     • Request permission to unmute participants:
     •  It will give meeting attendees the option of approving the possibility of the host unmuting them prior to the meeting.
     • Automatically Record Meeting:
     • Meetings will be automatically recorded.
     • Enable Focus Mode:
     • Enable focus mode before the meeting starts, so participants will be less distracted. A version of the mobile app higher than 5.9.0 is required.
     • Record location:
     •  It is possible to choose to record to a Local Computer (to your computer) or to a Cloud Computer.
     • Additional data center regions*
     • Approve or deny entry to users from certain regions and countries:
     •  An Internet host can either only let participants from certain counties/regions join the meeting, or block all participants from certain counties/regions from joining the meeting.
     • List in the Public Event List:
     • You can add the meeting to your account’s public meetings and webinars calendar by adding the meeting to your account’s calendar
     • Schedule For*:
     • If you have been granted scheduling privileges for another user, you can select that user from the drop down menu in order to schedule them.
     • Alternative hosts:
     •  The meeting can be started by other users in the same organization, if you decide to leave.
   • Add to Calendar:
   •  The meeting can be added to your default calendar application.
4. To schedule the meeting, tap the Done button.

Notes:

• A meeting ID that is not recurring will expire 30 days after the meeting has been scheduled. The meeting ID will remain valid for another 30 days if you restart the same meeting within the 30 days. Before the meeting ID expires, you have the option to restart the meeting as many times as you wish before it expires.
• It is important to remember that the recurring meeting ID expires 365 days after the last occurrence of a meeting. The recurring meeting ID can be used again for future meetings.
• It is possible to start a scheduled meeting in advance of the scheduled time. In the event of a non-recurring meeting, the links will not expire or become invalid unless they have been inactive for a period of 30 days, have been inactive for a period of 365 days, or have been deleted from your Zoom account. As soon as the instant meeting has ended, the link to that meeting will expire.