How Do I Schedule Meetings? Follow

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Published November 2016

Schedule Options

Zoom offers multiple options to schedule a meeting. 

  1. Open your Zoom application and log into Zoom.
  2. Click on the Schedule icon.
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  3. This will open the scheduler window where you can select your meeting settings.
    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.
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      • 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.
    • Schedule: Click here 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 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

2. Recurring meetings, example using Google Calendar

Recurring.png

  1. Open your Zoom application and log into Zoom.
  2. Click on the Schedule icon.
    Screen_Shot_2017-09-22_at_6.21.38_PM.png
  3. This will open the scheduler window where you can select your meeting settings.
    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.
    • Schedule: Click here 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.

Login at My Meetings, and selecting Schedule A Meeting. Once selected, you will be prompted with the meeting options.

  • Topic: Choose a topic/name for your meeting.
  • When: Select a date, and time of your meeting.
  • Timezone: By default, zoom will use your computers time zone setting. To change the time zone, click on the highlighted link.
  • Recurring meeting: Choose if you would like a recurring meeting (i.e. the meeting ID will be persistent for the recurring meetings).
  • Video (when joining meeting): default video to on or off for host and/or participants
  • Audio Options:  choose whether to allow users to call in via Telephone, VOIP, 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.
  • Schedule: Click here to finish scheduling

Once finished, you can either select Add To Calendar to choose the calendar system of your choice or select Copy The Invitation to send out the invitation to your Zoom meeting.

Open your Zoom application, login, and select the Schedule icon

Once you opened the Scheduler, you can input the options for you meeting.

  • Topic: Choose a topic/name for your meeting.
  • When: Select a date, and time of your meeting.
  • Timezone: By default, zoom will use your computers time zone setting. To change the time zone, click on the highlighted link.
  • Recurring meeting: Choose if you would like a recurring meeting (i.e. the meeting ID will be persistent for the recurring meetings).
  • Video (when joining meeting): default video to on or off for host and/or participants
  • Audio Options:  choose whether to allow users to call in via Telephone, VOIP, 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.
  • Calendar: Add to any selected calendar and send out invites to particpants.
  • Schedule: Click here 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 information such as date, time, and meeting URL into an email that you may send to invitees.

Begin by logging into the Zoom application and selecting Schedule or Host A Meeting

Then select Schedule a Meeting

From here you can input the various meeting options available

  • Topic: Choose a topic/name for your meeting.
  • When: Select a date, and time of your meeting.
  • Timezone: By default, zoom will use your computers time zone setting. To change the time zone, click on the highlighted link.
  • Recurring meeting: Choose if you would like a recurring meeting (i.e. the meeting ID will be persistent for the recurring meetings).
  • Video (when joining meeting): default video to on or off for host and/or participants
  • Audio Options:  choose whether to allow users to call in via Telephone, VOIP, 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.
  • Calendar: Add to your Android Calendar
  • Schedule: Click here to finish scheduling

You will then be prompted to invite attendees.

  1. Login to the Zoom app on your iOS device.
  2. Tap Start or Schedule a Meeting.
    bfabcfc2-8cf2-458e-8d9c-3e3567f4c8fb.png
  3. Tap Schedule Meeting.
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  4. You will then be able to choose your Meeting Settings, including date and time.
    IMG_3867.PNG
    • Topic: By default, this will show your name's Zoom meeting. Enter a topic/name for your meeting.
    • Start: 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.
    • Host Video On: Toggle this to choose if you want the host video on by default when joining the meeting. 
    • Attendee Video On: Toggle this to choose if you want the attendee video on by default when joining the meeting. 
    • Audio Options:  Choose whether to allow users to call in via Telephone, VOIP, or both
    • Password (Optional): You can select and input your password here. Participants will be required to input this before joining your scheduled meeting.
    • 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.
    • Use PMI: 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. 
    • 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. 
    • Done: Click here to finish scheduling.
  5. After clicking done, you will be promoted to add the meeting to your iOS calendar and you can invite attendees if desired.
    f556070e-caa6-4d15-a739-b23dd50d8434.png

 

Note

Non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can re-start the same meeting ID as many times as you would like, within the 30 day period.  

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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