Meeting Templates Follow

Overview

When you schedule a meeting, you can save the settings for that meeting as a template for scheduling future meetings. The template includes settings like enabling join before host, automatic recording, and alternative hosts. For recurring meetings, you also have the option to save the recurrence schedule as part of the template.

After you save a meeting as a template, you can select that template when you want to create a meeting with similar settings. You can select from up to 40 saved meeting templates.

This article covers:

Prerequisites

  • Zoom account

Creating a Meeting Template

To create a meeting template, you configure and save a meeting with the settings you need, then save that meeting as a template. To create a meeting template:

  1. Sign in to Zoom web portal.
  2. Click Meetings.
  3. Click Schedule a New Meeting.
  4. Choose any settings that you would like to apply to the template.
    • Topic: Choose a topic/name for your meeting.
    • Description: Enter an optional meeting description-- this will be displayed on your registration page.
    • 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. It is not possible to schedule a registration meeting with No Fixed Time.
      • 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 to require registration.
    • Meeting ID: Choose Generate Automatically. Meeting Templates cannot be used with your Personal Meeting ID (PMI).
    • 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.
      Note: The meeting password must meet these requirements.
      • 10 characters maximum
      • Passwords are case sensitive
      • We recommend using alphanumeric characters and these special characters:  @ * _ -
      • The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ -
      • The Zoom web portal allows any characters, but the these characters are not allowed: & <> \
    • 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. 
    • 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).
    • 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) users if 3 or more people join the meeting.
    • Mute participants upon entry: If join before host is not enabled, this will mute all participants as they join the meeting.
    • Enable waiting room: Allows the host to control when participants join the meeting by placing them in a waiting room.
    • Only signed-in users can join this meeting: Restrict access to the meeting so that only signed-in using can join.
    • Default to HD Video: If you enable this option, the participant view will always default to HD video automatically (if the feature is available in 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/recording).
    • 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.
  5. Click Save.
  6. Click Save as a Meeting Template.
  7. Specify the Template Name, then click Save as Template.

Scheduling a Meeting From a Template

After you have created one or more meeting templates, you can schedule a new meeting that includes all of the settings from that template. Note that the new meeting does not include the dates. To schedule a meeting from an existing template:

  1. Sign in to Zoom web portal.
  2. Click Meetings.
  3. Click Schedule a New Meeting.

  4. Choose a previously saved template from Use a template menu.

    Basic and advanced settings from the template are copied into the newly created meeting.
  5. Update the meeting name and description (if needed), and update the date/time information or recurrence information if you saved this in the template.
  6. Change any other settings, then click Save.
    Note: If you have saved one or more meeting templates, you can view or delete them from the Meeting Templates tab. You can save up to 40 meeting templates.
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