Overview

Zoom offers several ways to schedule meetings. The host manages the scheduled meeting options, except for settings that the administrator has locked for all users or all members in the account.

• Schedule from the Zoom desktop client or mobile app
• Create a schedule from the Zoom  web portal
• Schedule from plug-ins ( Chrome, Outlook, Firefox )
• Create a Schedule for Others-  Executive Assistants PDF Guide ( Outlook, Google )

Windows | Mac

• Open the Zoom client and sign in to Zoom.
•  Click the schedule icon.

• This will open the scheduler window.
• Choose a meeting setting. Some of these options may not be available if disabled or locked in the Off position at the account or group level.

• Topic:  Select a topic/name for the meeting.
• Start: Select the date and time of the meeting. You can start the meeting anytime before the scheduled time.
• Duration: Select the approximate duration of the meeting. This is for scheduling only. The meeting does not end when this time passes.
• Time zone: By default, Zoom uses your computer’s time zone. Click the drop-down to select another time zone.
• Recurring Meeting: Select this to hold a meeting regularly. In other words, the same meeting ID is used for each session.
• Host Video: Select whether to turn host video on or off when joining a meeting. The host has the option to start the video, even if it is off.
• Participant Video: Choose whether to turn participant video on or off when joining a meeting. Even if you select Off, participants have the option to start the video.
• Voice Options:   Choose whether to call the user by phone only, VOIP Only (computer voice), both, or third-party audio (if enabled for your account).
• Require meeting password:  Here you can select and enter the meeting password. Participants must enter this before joining a scheduled meeting.
• Advanced Options: Click the arrow to display additional options for the meeting.

• 1. Allow participation before host join: Participants can join the meeting in the absence of the host, or before joining the meeting will end after 40 minutes with a Basic (free) subscription.
  2. Mute participants when entering a room: Mute all participants in the conference, if pre-host participation is not enabled.
  3. Use personal meeting ID:  Check here to use a personal meeting ID . If not selected, a unique meeting ID will be randomly generated.
  4. Record meetings automatically: Check here to record meetings automatically. Choose to record locally (computer) or in the cloud ( zoom.us/recordings ).
  5. Next Schedule: If you have the ability to create another user‘s schedule, you can select the user to set the schedule from the drop-down.
  6. Alternate Host: Enter the email address of another Zoom user with a PRO license in the host’s account so that you can start a meeting when the host is out. Read more about alternative hosts.
• Click Schedule to complete and open the selected calendar.

Add to Calendar

When you have set up your scheduled meeting, click the schedule icon at the bottom right of the window.

1. The non-periodic (one-time) meeting example uses the Google Calendar.

Example of a regular meeting using Google Calendar

Click Repeat on Google to open the repeat option.

web

• From My Meetings, sign in to the Zoom portal and select Schedule a new meeting.
• Select a meeting option. Some of these options may not be available if disabled or locked in the Off position at the account or group level.
  1. Topic:  Select a topic/name for the meeting.
  2. Description: Optionally, you can enter a description of the meeting.
  3. Date and time: Select the date and time of the meeting.
  4. Duration: Select the approximate duration of the meeting. This is for scheduling only. The meeting does not end when this time passes.
  5. Time Zone: By default, Zoom uses the time zone sent in your profile. Click the drop-down to select another time zone.
  6. Recurring Meetings: Check to hold the meetings regularly. In other words, the same meeting ID is used for each session. This opens additional options for the iteration.
     • Repeat: Select how often to repeat the meeting. Daily, weekly, monthly or no fixed time. You can repeat up to 50 times. If you need to repeat more than 50 times, use the No Fixed Time option.
     • Other recurrence options depend on how often the meeting is repeated. You can set a meeting to end after a set number of times or to end a recurring meeting on a specific date.
  7. Show this meeting in the public event list:  If you have enabled the public event list for your account,  select this option to include the meeting in the list.
  8. Register: Check this option if you need to register for the meeting. Registration links will be provided instead of participation links. Read more about meeting registration.
  9. Host Video: Select whether to turn host video on or off when joining a meeting. The host has the option to start the video, even if it is off.
  10. Participant Video: Choose whether to turn participant video on or off when joining a meeting. Even if you select Off, participants have the option to start the video.
  11. Voice options:  Choose whether to call the user by phone only, computer audio-only, both phone and computer audio, or third party audio (if enabled for your account).
  12. Next From Dial-in: If Phone Only is enabled for this meeting, click Edit and select the countries where you want to be able to dial in as invitations. By default, this includes the global dial-in country listed in My Meetings Settings.
  13. Require meeting password:  Here you can select and enter the meeting password. Participants must enter this before joining a scheduled meeting.
  14. Allow participation before host join: Participants can join the meeting in the absence of the host, or before joining the meeting will end after 40 minutes with a Basic (free) subscription.
  15. Mute participants when entering a room: Mute all participants in the conference, if pre-host participation is not enabled.
  16. Use personal meeting ID:  Check here to use a personal meeting ID. If not selected, a unique meeting ID will be randomly generated.
  17. The default setting for HD video: When this option is enabled, participant views are always automatically initialized to HD video (if the feature is available in the account settings).
  18. Record meetings automatically: Check here to record meetings automatically. Choose to record locally (computer) or in the cloud ( zoom.us/recordings ).
  19. Advanced Options: Click the arrow to display additional options for the meeting.
      • Next Schedule: If you have the ability to create another user‘s schedule, you can select the user to set the schedule from the drop-down.
      • Alternate Host: Enter the email address of another Zoom user with a PRO license in the host’s account so that you can start a meeting when the host is out. Read more about alternative hosts.
• Click  Save to complete.

When complete, select the calendar option to add the scheduled meeting to the calendar or select Copy Invitation to send an invitation to the Zoom meeting.

In the window that opens using Copy Invitation, you can copy the full invitation and send it by e-mail.

iOS | Android

• Log in to the Zoom app on your iOS device.
• Tap [  Schedule ].

Select a meeting option. Some of these options may not be available if they are disabled or locked in the Off position at the account or group level.

• Topic: By default, the Zoom in name of the host is displayed here. Enter the topic/name of the meeting.
• Start: Select the date and time of the meeting.
• Duration: Select the approximate duration of the meeting. This is for scheduling only. The meeting does not end when this time passes.
• Time Zone: By default, Zoom uses your device’s time zone settings. Tap this field.
• Repeat: Select to hold the meeting regularly. In other words, the same meeting ID is used for each session.
• Use personal meeting ID: Select this to use a personal meeting ID. If you do not select this option, unique meeting IDs are randomly generated.
• Turn on waiting room , the screen will change to the following screen. Please wait until the host video at the start: Select whether to turn host video on or off by default when joining a meeting.
• The during the participation of the participant’s video-on: the time to participate in the meeting, and choose whether to turn on or off the participants of the video by default.
• Voice Options:   Select whether the user places a call using Phone, VOIP, or both.
• Meeting set up a password at the individual meeting, go to the settings tab and enable it. This setting will give you an option to set your Password (optional):  Here you can select Password and enter it. Participants must enter this before joining a scheduled meeting.
• Advanced Options: Click here to display additional options for the meeting.
  • Allow the host to join in front: Allow participants to join the meeting before the host joins. Note: The meeting ends after 40 minutes for Basic / Free registrants.
  • Automatically record meetings: Select to record meetings automatically.
  • Next Schedule: If you have the Create Schedule right for another Zoom user, you have the Schedule permission option and you can select the user to set the schedule from the drop-down.
  • Alternate Host: Enter the email addresses of other PRO users on your account who can start a meeting when you are away. Read more about alternative hosts.

Attention : 

• Non-repeating meeting IDs expire 30 days after the meeting is scheduled. Within 30 days, you can resume a meeting with the same meeting ID as many times as you like.
• The recurring meeting ID expires 365 days after the last meeting starts. You can reuse the meeting ID in subsequent sessions.
• Scheduled meetings can start at any time before the scheduled time. The link will not expire or become invalid unless it has been 30 days since the non-repeating meeting, has not been used for more than 365 days of the regular meeting, or has not been removed from the Zoom account. Instant meeting links expire as soon as the meeting is over.
• Outlook for Executive Assistants. Pdf  (1000 KB)
• Google for Executive Assistants.pdf  (1 MB)

Read it also –

Frequently Asked Questions

How do I schedule a zoom meeting for the first time?

1. The Zoom web portal can be accessed by signing in to your account.
2. Select Meetings from the drop-down menu.
3. Select the Schedule a Meeting option from the drop-down list.
4. Select a date and time when you would like your meeting to take place.
5. There are a few more settings you can choose from (optional) if you want to change them.
6. Save the file by clicking on the Save button.

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