Using the Zoom Scheduler extension for Firefox

Prerequisites for the Zoom Scheduler extension for Firefox

• require Firefox 48.0 or later on Windows or macOS
• to install the Zoom Scheduler extension
• Sign in with a Google account, work email and password, or Single Sign-On (SSO)
• through Google Calendar

How to install the Firefox extension

• Click on Add-ons in Firefox.
• Search for Zoom Scheduler.
  Click on it.
• Then, click the Add to Firefox button.
• After reviewing the permissions window, click the Add button.

How to use the Firefox extension

• You will see a new button when you install the Zoom Firefox extension. Clicking the Zoom extension button will open the Zoom Firefox extension at the top right of your screen.

• Sign in to your Zoom account using either the Google sign-in method, your email and password, or SSO. Once signed in, you will have additional options in the Firefox extension:
  • 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 the gear icon to open the Zoom meeting settings.
• Notes:
  • Zoom’s web portal syncs with your calendar settings.
  • In the Zoom web portal, you can choose whether other users will be able to manage your meetings that are marked as private in Outlook or Google Calendar. They cannot see the meeting topic, invite link, or attendee list if they can’t manage private events.

  How to schedule a meeting from Google Calendar

  With the Zoom extension, you can schedule a meeting directly in any Google Calendar event. The join URL and meeting details are automatically added to the event details once it is scheduled.

  Note: Zoom Scheduler synchronizes your Zoom web portal meeting settings with the Zoom Scheduler extension.

  1. Create a new calendar event or edit an existing calendar event.
  2. Open the additional options for the event.
     • For a new calendar event, click More Options.
     • For an existing calendar event, click the Pencil icon.
  3. Click Make it a Zoom Meeting.
  4. This will create a Zoom meeting using your default settings and populate the meeting details in the description.
  5. Invite guests, configure notifications, and adjust other optional calendar event options as needed.
  6. Click Save.

  Note: If you are rescheduling a Zoom meeting from your Google Calendar, change the meeting date/time in the calendar entry. Calendar events should not be dragged or dropped or the details copied to a different calendar entry.

  Firefox extension scheduling options

  The Firefox extension scheduling options can be displayed every time you schedule a meeting or you can automatically schedule the meeting with the settings from the last meeting you scheduled with the extension.

  • 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:
    • Generate Automatically: Generate a random unique meeting ID.
    • Personal Meeting ID: Use your Personal Meeting ID.
  • 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 the 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
  • You can also choose another licensed Zoom user to host the meeting on your behalf if you are unable to do so. 
    It is possible for meeting hosts to allow alternative hosts to add or edit polls if they enable the setting for Allow alternative hosts to add or edit polls. You must have Zoom client 5.8.0 or higher to use this feature. Feel free to contact us if you’re unsure whether the alternative host role is right for you. Attend a meeting to find out more.

  How to display scheduling options each time

  As a default, the meeting will be scheduled using the options you used for your last meeting. If you prefer, you can display different options for every meeting.

  1. Just click the extension icon next to your address bar.
  2. Choose Settings from the menu.
  3. Enable the Custom schedule option.
  4. If you use the scheduler extension to schedule a meeting, the scheduling options will now appear.

  How to fix the Session Has Expired message

  You need to re-login to the Firefox extension if you receive the message “Your Zoom Firefox Extension session has expired.”.

  1. Select the Zoom extension icon in your address bar.
  2. Log into your Zoom account.
  3. Sign In with Google, use your email and password, or Sign In with SSO based on your profile.