Schedule Your Meeting
Set the Date, Time, and Duration of your meeting. The time zone should be the same as the meeting host. Attendees join time will vary by time zone. Duration allows for easy time-blocking on calendars and
does not limit your actual event live time.
Will you host this meeting again?
Schedule a Recurring Meeting. Best if you are hosting a series or set of meetings. Choose a specific daily time, a custom weekly schedule, a specific day of the month, or set to “no-fixed” time for maximum
flexibility.
Requiring Registration for a Recurring Meeting
Customize registration enablement. Which meetings will Registration allow your attendees to access?
● Attendees register once and can attend any of the occurrences - Registration allows registrants to attend all of the occurrences. All dates and times of the meetings will be listed and the registrant will be registered for all occurrences.
● Attendees need to register for each occurrence to attend - Registrants need to register separately for each occurrence to attend. They can only choose one date and time on the registrant page.
● Attendees register once and can choose one or more occurrences to attend - Registrants register once and can choose one or more occurrences to attend. They will need to select which dates and times they would like to attend and they will only be registered for those occurrences. They can choose multiple options.
Customize Your Meeting Options
• 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. Executive Admins* will find this feature very useful!
• Meeting Passwords – Meetings and Webinars can require passwords for an added layer of security. Joining participants will be required to input this before joining your meeting. Passwords may be alphanumeric and are case sensitive.
• Video – Choose if you want the host’s or the participants’ webcams on or off when joining the meeting. If you choose ‘off’ for the host or participants, the host and participants will have the option to start their video in the meeting.
• Audio – We prefer to select ‘Both’ to allow participants to use any computer devices or telephone to listen and talk on the meeting. Edit Dial-in options by clicking the edit button and offer your international attendees a local number they can call into for meeting audio.
Meeting Options
• Enable join before host – Allow participants to join the meeting without you or before you join.
• Mute participants upon entry – This will mute all participants as they join the meeting. Participants will have the option to un-mute their microphone in the meeting.
• Enable waiting room – Allows the host to control when participants join the meeting by placing them in a waiting room. By default, the waiting room will take precedence and will not allow join before host functionality, even if “join before host” is checked.
• Only authenticated users can join – Restrict access to the meeting so that only signed-in users can join.
• Record the meeting automatically – Check this if you want the meeting to be automatically recorded. Select if you want to record locally or record to the cloud.
• Alternative Hosts – The alternative host option allows you to schedule meetings and designate another Pro user on the same account to start the meeting or webinar if you are unable to.
This user will receive an email notifying them that they’ve been added as an alternative host, with a link to start the meeting.
Click Save to Finish
Invite Your Attendees
Once finished, you can either select a calendar option to add the scheduled meeting to your calendar or
select ‘Copy The Invitation’ to send out the invitation to your Zoom meeting.
Other Meeting Scheduling Options - Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings except for settings that an administrator has locked for all users in the account or for all members of a specific group.
Outlook Add-In – The Zoom Scheduler Add-in allows you to easily add a Zoom meeting to any new or existing calendar event.
Google Calendar Add-On – The Zoom for Google Calendar Add-In allows you to you can seamlessly schedule, join, and manage meetings right from Google Calendar.
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