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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 wih 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
- Locate the meeting you wish to edit, then select it
- Select Edit
- 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
- You will be prompted to Save again in Google Calendar with the updated information
Creating a New Meeting
- Using your UNLV Mail (@unlv.edu) address and your ACE ID, login to the Zoom Web client
- In the upper right, select My Account
- In the left navigation, select Meetings
- Select Schedule a Meeting
- In the Schedule Meeting window:
- Enter the Topic (title), When (date/start time), and Duration. If this will be a reoccuring meeting, enable Recurring meeting
- OIT recommends generating a Meeting ID automatically, however, you can also use your Personal Meeting ID
- For Security, OIT recommends the Passcode option for the most flexability and security. Note that if you select Only authenticated users can join, only other UNLVMail users will be able to join as students and guests do not have Zoom accounts.
- Select other settings as desired
- Select Save when done
- Select Copy Invitation. You can email or message guests this invitation text, which includes the meeting link, passcode, and other join options. If you have enabled calendar sync with Google Calendar, your meeting will automatically appear in Google Calendar.
Editing a Meeting
- Locate the meeting you wish to edit, then hover over it to make the Edit button appear
- Select Edit
- 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
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
If you want someone else to schedule Zoom meetings on your behalf, you can assign them as a delegate.
- Log in to the Zoom web portal
- Select My Account
- Select Settings
- Under Meetings, select Other
- Scroll down to the header Schedule Privilege
- Beside Assign Scheduling Privilege to, select Add
- Enter the UNLVMail address for the person you wish to add. If you want this person to also see meetings you mark as private, check the box.
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.
Meeting Templates
Meeting Templates allow you to retain settings to make scheduling future meetings with the same settings easier. A template retains all settings except: Meeting Time, Meeting Date, Alternative Host settings.
To create a template:
- Log into Zoom Web client
- Select My Account
- On the left navigation bar, select Meetings
- Locate the meeting you wish to create a template of, then select its Topic
- Under Details, scroll down and select Save as Template
To access templates you've created:
- Log into Zoom Web client
- Select My Account
- On the left-hand navigation bar, select Meetings
- Select the Meeting Templates tab
There are two ways to schedule a new meeting using a template you created.
Using the "Schedule a Meeting" Button
- In Meetings, select Schedule a Meeting
- After setting your Topic, When, Duration, Time Zone, Recurrence, and Registration settings, you will find the option for Template
- Click the Select a Template bar, and select the template you wish to use from the drop-down
Using the "Meeting Templates" Tab
- In your Meeting Templates tab, locate the meeting template you wish to use
- Select the Use this Template button
- You will be taken to a scheduling page, with the template already applied
- Customize your meeting, then Schedule it
NOTE: When using templates, you cannot use your Personal Meeting ID (PMI). You can only use the Generate Automatically option for IDs when scheduling.
Need Additional Help?
For additional assistance, please visit the Zoom Knowledge Base for additional articles. You can also contact the IT Help Desk.