How Do I Schedule Meetings? Follow

Video

Published November 2016

Overview

Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings except for settings that an administrator has locked for all users in the account or for all members of a specific group.

Note:  After November 4, 2017 enabling Zoom features uses Tiered Settings. Previously configured settings for the Meeting feature will continue to work in the same way. Changes made by an administrator might affect the meetings scheduled.

  1. Open your Zoom client and sign into Zoom.
  2. Click on the Schedule icon.
    WindowsClient.PNG
    This will open the scheduler window.
  3. Select your meeting settings. Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    Screen_Shot_2017-09-22_at_11.04.39_PM.png
    • Topic: Choose a topic/name for your meeting.
    • Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time. 
    • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, zoom will use your computer's time zone. Click on the drop down to select a different time zone. 
    • Recurring meeting: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session.
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: 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 Options:  choose whether to allow users to call in via Telephone Only , VOIP Only (computer audio), both, or 3rd Party Audio (if enabled for your account). 
    • Require Meeting Password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Advanced Options: Click on the arrow to view additional meeting options.
      advancedoptions-windows.gif
      • Enable join before host: 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.
      • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated. 
      • Record the meeting automatically: 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/recordings). 
      • 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.
      • Alternative Hosts: Enter the email address of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence. Read more about Alternative Host.
    • Calendar: Add to any selected calendar and send out invites to participants.
  4. Click Schedule to finish, and open up the calendar you have selected.
Note: Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL into an email that you may send to invitees.
 
Add to calendar
After you are done setting up your Scheduled meeting, Click the Schedule icon at the lower right-hand side of the window.
  1. Non-recurring meeting (one-time) example, using Google Calendar
    d32f360a-35c0-4053-b7c0-2fe67b6740d9.png
  2. Recurring meetings, example using Google Calendar
    Click on Repeat to open up recurrence options in Googlegoogle-recurring.gif
  1. Open your Zoom client and sign into Zoom.
  2. Click on the Schedule icon.
    Screen_Shot_2017-09-22_at_6.21.38_PM.png
    This will open the scheduler window.
  3. Select your meeting settings. Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    Screen_Shot_2017-09-22_at_10.13.15_PM.png
    • Topic: Choose a topic/name for your meeting.
    • Start: Select a date and time for your meeting. 
    • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, zoom will use your computer's time zone. Click on the drop down to select a different time zone. 
    • Recurring meeting: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session.
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: 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 Options:  choose whether to allow users to call in via Telephone Only , VOIP Only (computer audio), both, or 3rd Party Audio (if enabled for your account). 
    • Require Meeting Password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Advanced Options: Click on the arrow to view additional meeting options.
      advancedoptions.gif
      • Enable join before host: 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.
      • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated. 
      • Record the meeting automatically: 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/recordings). 
      • 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.
      • Alternative Hosts: Enter the email address of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence. Read more about Alternative Host.
    • Calendar: Add to any selected calendar and send out invites to participants.
  4. Click Schedule to finish, and open up which ever calendar you have selected.
Note: Choosing Other Calendars will allow you to copy and paste the scheduled meeting details into an email that you may send to invitees.
  1. Sign into the Zoom web portal at My Meetings, and select Schedule A Meeting.
    schedule-web.gif
  2. Select the meeting options.  Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    • Topic: Choose a topic/name for your meeting.
    • Description: Enter in an option meeting description.
    • When: Select a date and time for your meeting. 
    • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, Zoom will use the time zone that you sent in your Profile. Click on the drop down to select a different time zone. 
    • Recurring meeting: Check if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session. This will open up additional recurrence options.
      • Recurrence: Select how often you need the meeting to recur: Daily, Weekly, Monthly, or No Fixed Time. It can recur up to 50 times. If you need more than 50 recurrences, use the No Fixed Time option.
      • The other recurrence options will depend on how often the meeting recurs. You can configure the meeting to end after a set amount of occurrences or have the recurring meeting end on a specific date.
    • List this Meeting in Public Event List: If your account has the Public Event List enabled, check this option to include this meeting in the list.
    • Registration: Check this option if your meeting will require registration. Instead of a join link for your participants, you will be provided a registration link. Read more about meeting registration.
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: 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 Options:  choose whether to allow users to call in via Telephone only, Computer Audio only, Telephone and Computer Audio (both), or 3rd Party Audio (if enabled for your account). 
    • Dial in From: If Telephone only is enabled for this meeting, click Edit to select the dial-in countries that you would like included in the invitation. By default, this includes your Global Dial-In Countries listed in My Meeting Settings
    • Require Meeting Password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Enable join before host: 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.
    • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated.
    • Default to HD Video: If you enable this option, the participant view will always default to HD video automatically (if the feature is available via the Account Settings).
    • Record the meeting automatically: 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/recordings). 
    • Advanced Options: Click the arrow to view additional meeting options.
      • 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.
      • Alternative Hosts: Enter the email address of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence. Read more about Alternative Host.
  3. Click Save to finish.

Once finished, you can either select a calendar option to add the scheduled meeting to your calendar or select Copy The Invitation to send out the invitation to your Zoom meeting.
31688042-b7bb-4dba-9528-616441f912db.png

Copy the Invitation will open up a window where you can copy the full invitation to send out via email.
453053fa-3615-4878-a12e-4e08c0a18a06.png

 

  1. Sign into your Zoom application, then select the Schedule icon.
    Screen_Shot_2017-10-04_at_2.38.44_PM.png
    This opens the Scheduler.
  2. Select the options for you meeting. Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    Screen_Shot_2017-10-04_at_2.39.05_PM.png
    • Topic: Choose a topic/name for your meeting.
    • Start: Select a date and time for your meeting. 
    • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, zoom will use your computer's time zone. Click on the drop down to select a different time zone. 
    • Recurring meeting: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session.
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: 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 Options:  choose whether to allow users to call in via Telephone Only , VOIP Only (computer audio), both, or 3rd Party Audio (if enabled for your account). 
    • Require Meeting Password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Advanced Options: Click on the arrow to view additional meeting options.
      linux-advancedoptions.gif
      • Enable join before host: Allow participants to join the meeting without you or before you join. The meeting will end after 40-minutes for Basic (free) subscribers.
      • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated. 
      • Only signed-in users from specified domains can join: Check this option if you want users to be required to be signed into their Zoom account under a specified domain.
    • Calendar: Add to any selected calendar and send out invites to participants.
  3. Click Schedule to finish, and open the calendar you have selected.

Note: Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL into an email that you may send to invitees.

  1. Log into the Zoom application.
  2. Select Schedule.
    9625185d-a927-4691-8569-50deec2d648e.png
  3. Select the meeting options. Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    64c23a84-8369-4cbd-a364-88a720187260.png
    • Topic: Choose a topic/name for your meeting.
    • When: Select a date, and time of your meeting.
    • Timezone: By default, zoom will use your device's time zone setting. To change the time zone, click this field.
    • Repeat Choose if you would like a recurring meeting, i.e. the same meeting ID for all occurrences. 
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: 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 Options:  choose whether to allow users to call in via Telephone Only , VOIP Only (computer audio), or both. 
    • Password: You can select and input your password here. Joining participants  will be required to input this before joining your scheduled meeting.
    • Enable join before host: Allow participants to join your meeting before you. Note: The meeting will end after 40-minutes for Basic/Free subscriber.
    • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated. 
    • Add to Calendar: Toggle to add to your Android Calendar
  4. Tap Schedule to finish scheduling.
    You will then be prompted to invite attendees.
  1. Log into the Zoom app on your iOS device.
  2. Tap Schedule.
    b3ca9e4f-9662-4a8b-9e41-d3c4ab1bf76a.png
  3. Select the meeting options. Note that some of these options might not be available if they were disabled and locked to the Off position at the Account or Group level.
    IMG_0614.JPG
    • Topic: By default, this will show your name's Zoom meeting. Enter a topic/name for your meeting.
    • Starts: Select the date and time of your meeting.
    • Duration: Choose the approximate length of your meeting. This is for scheduling purposes only. The meeting will not end after this length of time has passed.
    • Timezone: By default, zoom will use your device's time zone setting. Tap on this field.
    • Repeat: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session.
    • Use personal meeting ID: Choose this if you want to use your Personal Meeting ID. If you do not choose this option, a random, unique Meeting ID will be generated. 
    • Host Video On when starting: Toggle this to choose if you want the host video on by default when joining the meeting. 
    • Attendee Video On when joining: Toggle this to choose if you want the attendee video on by default when joining the meeting. 
    • Audio Option:  Choose whether to allow users to call in via Telephone, VOIP, or both
    • Meeting Password (Optional): You can select and input your password here. Participants will be required to input this before joining your scheduled meeting.
    • Advanced Options: Click here to view additional meeting options.
      • Allow join before host: Allow participants to join your meeting before you join the meeting. Note: The meeting will end after 40-minutes for Basic/Free subscriber.
      • Record the meeting automatically: Choose if you want to record the meeting automatically. 
      • Schedule for: If you have scheduling privilege for another Zoom user, you will have the scheduling privilege option and can choose who you want to schedule for. 
      • Alternative Hosts: Enter in the email address of any other Pro users on your account who you want to be able to start the meeting in your absence. Read more about Alternative Hosts
  4. Tap Done to finish scheduling.
    You are prompted to add the meeting to your iOS calendar, where you can invite attendees.
    f556070e-caa6-4d15-a739-b23dd50d8434.png

 

Notes

  • A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30 day period.  
  • A recurring meeting ID will expire 365 days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences.
  • Scheduled meetings can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the 30 day period for a non-recurring meeting, has not been used for over 365 days for a recurring meeting, or has been deleted from your Zoom account. An instant meeting link will expire as soon as the meeting is over. 
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