You can schedule Zoom meetings in advance and provide attendees with the joining information in advance. There are three ways to schedule a meeting, with Zoom:
Scheduling Meetings for Yourself
Creating a New Meeting
Before scheduling with this option, make sure that your Zoom account has been paired with your calendar. This will ensure that your Zoom meetings get added to the calendar instantly, and that the calendar syncs with the Zoom app seamlessly.
- Open Zoom on your device
- From the Home screen, select Schedule
- A window with many scheduling options will open. Here, you can title the meeting, set the date, duration, and whether it is recurring. You can also add attendees' email addresses and select which calendar you want to schedule in
- For more advanced settings, select Meeting Settings under Event Type
- Under Meeting Settings, you can select a meeting ID, meeting security, access advanced settings like enable Q&A or muting participants on entry, and you can also add alternative hosts. Once you have selected the settings you want, select Save
- Select Save when you have finished customizing your meeting. It will appear on any integrated calendars, in addition to the calendar in the Zoom app
Editing a Meeting
Editing a meeting can be done in two ways, depending on if you have the Calendar and Meetings tabs merged in your Zoom desktop app.
If they are merged:
- Navigate to your Calendar tab in the app, and locate the meeting you wish to edit. Click on the meeting
- Select the pencil icon at the top of the screen
- Edit the sections of the meeting that you want to change. These sections are the same as when you were scheduling a meeting.
- Select Save
If they are not merged:
- Navigate to the Meetings tab in the app and locate the meeting you want to edit
- Click on the meeting
- Select Edit
Creating a New Meeting
- Open Google Calendar, and create a new event
- Select Add Video Conferencing
- Select Zoom Meeting
Login may be required
Login required may appear selecting Zoom Meeting.
If this happens:
- Select Log In
- Follow the instructions to sign in to Zoom and connect your account
- You will see your Zoom meeting information appear, along with a Join Zoom Meeting link. Additional joining options will also appear in the menu.
- You can also select the Zoom icon on the right sidebar of Calendar for additional meeting settings
- Invite guests using the guest list on your event
- When you have finished customizing your meeting, select Save and Send
Editing a Meeting
You can return to Google Calendar and edit your meeting as needed, similar to editing other calendar enteries.
Scheduling Meetings for Someone Else
Once you have scheduling privileges for a user, you are able to schedule a meeting on their behalf. To schedule a meeting on someone’s behalf:
- If you have permission, you can schedule meetings on behalf of others.
- Select My Account
- Select Schedule
- In the drop-down beside Schedule For, select the person you want to schedule for
- Fill out the rest of the meeting details and then select Save
Alternative Hosts
Alternative Hosts are a meeting role added to an invitee during the scheduling process. If someone is an Alternative Host, they are able to start the meeting in lieu of the Host by using the email invitation they receive when given the role.
Though Alternative Hosts can start a meeting instead of the Host, they cannot schedule on behalf of someone else. Also, meetings they are the Alternate Host of will not be present on their calendars.
Visit Zoom Support’s article on Designating an Alternative Host for more information.
More Information
For additional assistance, please visit the Zoom Knowledge Base for additional articles. You can also contact the IT Help Desk.