Scheduling privilege

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Scheduling privilege is designed for a user or an executive admin to:

  • Assign or delegate a user or multiple users in your account to schedule meetings on your behalf. 
  • Schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. If both users have a webinar license, they can also schedule webinars for you.

You and the assigned scheduler must both be Licensed or On-Prem, and users with Scheduling Privilege are able to manage and act as an alternative host for all meetings.

It is even possible to use scheduling privilege between linked master/sub accounts

Notes:

  • If you receive a 3003 error when editing or canceling a meeting for another user, ensure that scheduling privileges have not been modified. Also, ensure that you and the user you are scheduling for are both Licensed users.
  • When you assign scheduling privileges to other users in the Zoom web portal, you can choose if these users can manage your meetings that are marked as private in Outlook or Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list.

This article covers:

Prerequisites for scheduling privilege

  • Both users must be Licensed or On-Prem
  • Both users must be on the same account, or linked master/sub accounts
  • For webinars, both users must have the webinar add-on
  • If scheduling for another user through a Zoom plugin, add-in, or add-on, install the latest version:

How to set up scheduling privilege 

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Settings.
  3. Click the Meeting tab.
  4. Under Other, click Add next to Assign scheduling privilege to.
  5. Under Users, enter a username or email address in the text box.
  6. (Optional) Click Add to add more users or email addresses to assign scheduling privilege.
  7. (Optional) Select the Can manage my private events check box if you want a user(s) to manage your private events and view its details.
    Note: Users on client versions 5.9.0 or higher will see private events but with details hidden if they are not allowed to manage your private events.
  8. Click Save.

If the user was assigned successfully, they will appear under Assign Scheduling Privilege to. However, they will need to sign out of the Zoom desktop client and sign in again before they will be able to schedule for you. 

If scheduling privilege cannot be assigned because the user is not on your account or is not a Licensed user, you will receive an error message.

How to schedule for another user (Zoom plugins, add-ins, and add-ons)

Before you start, make sure to set up scheduling privilege and install the latest version of the plugin, add-in, or add-on.

Note: You can also set up calendar integration if you want to see Zoom meetings scheduled in third-party calendars to display on the desktop client.

Outlook add-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook add-in.

  1. Schedule a meeting using the Outlook add-in.
  2. While in the calendar event window, click Zoom then Settings.
  3. In the Schedule For drop-down menu, select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Outlook plug-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook plug-in.

  1. Schedule a meeting using the Outlook plug-in.
  2. While in the calendar event window, click Change Settings in the tool bar.
  3. Click the Schedule For check box, then select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Other plugins and add-ons

Follow these PDF guides to learn about scheduling for another user: 

Note: When you schedule for another user using a plugin, add-in, or add-on, the meeting will be scheduled for yourself. As a result, the meeting will not appear in Zoom for the person you're scheduling for. After scheduling the meeting in the third-party platform, follow these steps to change the user that the meeting was scheduled for:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the meeting that you scheduled in the third-party platform.
  4. Click Edit this Meeting.
  5. In the Schedule For drop-down menu, select the user that assigned you scheduling privileges, then save the changes to the meeting. 
    The meeting will appear for the user when they sign in to the Zoom web portal, desktop client, or mobile app.

How to schedule for another user (Zoom)

The user given scheduling privilege will need to sign out of the Zoom client and sign in again for the scheduling privilege option to appear.

  1. Sign in to the Zoom desktop client.
  2. Click Schedule .
    This will open the scheduler window.
  3. Find the Schedule for section, found below the Topic section, and choose the user you want to schedule for from the drop-down menu.
  4. Adjust other meeting settings as needed. 
  5. Click Save to finish, and open up the calendar you have selected.
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. In the top-right corner, click Schedule a Meeting.
  4. In the Schedule For section, click the drop-down menu and choose the user you want to schedule for. 
  5. Adjust other meeting settings as needed. 
  6. Click Save to finish.

The user given scheduling privilege will need to sign out of the Zoom client and sign in again for the scheduling privilege option to appear.

  1. Sign in to the Zoom mobile app.
  2. Tap Schedule .
  3. Tap Advanced Options.
  4. Tap Scheduling Privilege.
  5. Tap the name of the user you want to schedule the meeting for.
  6. Adjust other meeting settings as needed. 
  7. Tap Done to finish scheduling.

How to transfer a meeting between users

If you have scheduled a meeting for someone, but need to reschedule the meeting so that someone else is the host, scheduling privilege can help. You can edit meetings and change the host as many times as needed before the session starts. Any changes to the meeting while the meeting is active will not be reflected until the meeting is restarted. 

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Find and click on the topic of the meeting you need to adjust. 
  4. Click Edit
  5. In the Schedule For section, click the drop-down and select a new host. 
    Note: You must already have scheduling privilege for both the current host and the user you wish to assign this meeting to. 
  6. Click Save

Once the meeting is transferred between users on the Zoom web portal, the meeting should now appear on the list of upcoming meetings for the new host on the Zoom web portal, desktop client, and mobile app. If the event was exported to or scheduled directly in a calendar service, such as Outlook or Google Calendar, please make sure the new host has also been invited to the calendar event. 

Note: This is also possible with webinars, but requires all users (both hosts and the user with scheduling privilege) have the webinar add-on. 

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