How to schedule Zoom meetings

This post was most recently updated on July 29th, 2022

You can schedule a meeting with Zoom using a number of different methods. There is no control for the host when it comes to the settings for their scheduled meetings, but an administrator may lock specific settings for all members of the account or just members of a specific group.

  • The Zoom desktop app and mobile app can be used to schedule meetings
  • both via the Zoom website and the Zoom desktop app
  • Scheduling another person’s calendar – Outlook and Google guides for executive assistants (Outlook, Google)

Notes:

  • From the Zoom web portal, you are able to sync your scheduler settings.
  • When the asterisk (*) appears next to a setting or option, it means the setting or option is restricted to admins, or that the setting has additional requirements. In this case, the setting may not appear. More information about the setting can be found in the embedded links.
  • It is recommended that you install the Zoom add-in for your calendar service if you have set up integration of your calendar and contacts. Instead of using our Zoom desktop client, you should use your third-party calendar service when scheduling or editing meetings.
  • The custom topic name that you chose when you scheduled the meeting using your Personal Meeting ID won’t be reflected in your report when the meeting is scheduled and reported.

Windows | macOS | Linux

  1. Access Zoom’s desktop client by logging in to your account.
  2. Select the Schedule icon to get started.

    A window with the scheduler will appear.
  3. The meeting settings will appear. In some cases, some of these options might not be available if they are disabled at the account or group level and/or set to the off position.
    • Topic: Specify a meeting topic and create a meeting name.
    • Specify the date and time of the meeting.
      • Start: It is important to select the date and time for your meeting. However, you should note that you may start your meeting at any point before the  webinar page. Here you will see a list of scheduled time. It is also possible for you to manually enter any time you wish. In the minutes field, for instance, you can enter 15 at any time.
      • This is because of the following time zones: Zoom will default to using the time zone of your computer by default. You can change it by selecting a different time zone from the drop-down menu.
      • Recurring meeting: Regardless of whether you’d like to schedule a recurring meeting (the meeting ID for every session will remain the same), you can do this here.
    • Meeting ID
      • Generate Automatically: We are able to generate an ID for a meeting based on a random number.
      • Personal Meeting ID*: This is the ID you used for signing up for the meeting.
    • Security
      • Passcode: You will need to enter a meeting passcode in order to access the meeting. Any users who wish to participate in your meeting will have to enter this before they are allowed to do so.
      • Note: In order to participate in your meeting, the passcode needs to be complex enough to meet your admin‘s requirements.
      • Waiting Room:
      • Make sure that you enable the meeting’s waiting room.
      • Only authenticated users can join: Ensure that only users who are signed in to the company can enter the meeting.
      • Note: It is not possible to sign into Zoom with a specified domain when you select Sign in with specified domain. Only domains that are included in the domain blocking list can be added.
    • Encryption: The customer has the option of choosing between standard Enhanced encryption (encryption keys stored on the cloud) and End-to-end encryption (encryption keys stored on your local device).
    • Video
      • Host: During the joining process, you can choose whether or not to have the host’s video on. Even if you choose not to start the video, the host will still be able to start it.
      • Participants: As you join the meeting, you have the option to turn on or off the participants’ videos. You can choose to turn off the participants’ ability to start videos, but the participants will be able to do so.
    • Audio*: Whether you want users to use only telephones, computer audio only, combined audio, or 3rd Party Audio (depending on if your account allows it).
      • Dial in From: To include the names of dial-in countries in the meeting invitation, if Telephone or Both are selected as meeting options, click Edit. If you have given your global dial-in countries a place in your meeting settings, then this includes them by default.
    • Calendar: Add the meeting to a calendar service so that participants can be invited and notified.
      • Outlook: You can create an event in Outlook by opening the desktop app for the program.
      • Note:When using Outlook through the Windows client, the program will appear.
      • iCal: Launch iCal and set up a meeting in the calendar.
      • Note: When you use a Mac, you’ll see the iCal application.
      • Google Calendar: Using your default browser, open your Google Calendar account and create an event for the meeting.
      • Other Calendars: Open a new window where you will be able to copy and paste the meeting text into the user’s preferred method of communication. In addition to using email applications to download and open ICS files, you can also use many third-party tools to do this.
    • Advanced Options:
    •  By clicking on the arrow, you can view more meeting options.
      • Enable participants to join the meeting before the meeting is scheduled to start: It is possible for participants to join the meeting without you by allowing them to join before you join the meeting. Besides being able to choose the start time for the event, you are also able to choose how much time is available for participants to join the event. This option allows for choice of 5 minutes, 10 minutes, 15 minutes, or Anytime.
      • Note: Accounts that are on the Basic plan are limited to 40-minute meetings.
      • Mute participants on entry: Participants will be muted as soon as they join the meeting if Join before Host is not enabled. Once they join the meeting, participants have the option to unmute themselves.
      • Note:See the options for managing participants to determine how to mute all the participants in the meeting currently.
      • Request permission to unmute participants: In order to be unmuted at will by the host, participants will have to consent to having their voices unmuted by their host. The waiting room , the screen will change to the following screen. Please wait until the host still has the option to unmute the caller if the request is declined.
      • Automatically record meeting:You have the option of recording whether you would like to do so locally (to your computer) or online.
      • Enable focus mode when meeting starts: Automatically ensure that focus mode is enabled for the entire meeting, so that the participants are not distracted by other distractions. You will need to have version 5.9.0 of the client to enable this feature.
      • Select any additional data center regions for this meeting.
      • Approve or deny entry to users from certain regions and countries:In addition, the host has the option of allowing only certain counties/regions to participate, or blocking all participants from those counties/regions.
      • Schedule for*: As a scheduling privileged user, if you are able to choose which user you want to schedule for via the drop-down menu, you will be able to choose their name from the drop-down menu.
      • Note: The Zoom web portal lets you decide whether you want to allow other users to manage Outlook or Google Calendar meetings that are marked as private and that must be managed through the Zoom web portal. The users cannot access the meeting topic, invite link, or attendee list if they are not able to manage private events.
      • Show in Public Event List: Adding the event to a public calendar associated with your vanity URL will make the meeting public for everyone to see.
      • Alternative hosts: In order to let someone else on your account begin a meeting in your absence, you need to enter the email address of another licensed Zoom user on your account. The checkbox Allow alternative hosts to add and edit polls can also be selected if the feature has been enabled. Version 5.8.0 or later of the Zoom client is required to enable this feature.
      • Interpretation (available only on Windows and macOS)*: Allow the meeting to be interpreted in a foreign language.
  4. You can now save the meeting after finishing the steps above and then add it to the selected calendar service.
    Note:

    • There will need to be a recurring meeting set up in your calendar service if you are scheduling a recurring meeting.
    • You will be able to copy the meeting schedule information such as the meeting time, the date, and the URL from one calendar to another using the Other Calendars menu choice.

Web

  1. To access Zoom’s web portal, simply log in with your Zoom username and password.
  2. From the Meetings page, choose the Meetings option. Then click the Schedule button.
  3. Then select the types of meetings you would like to host.  The following features may not be available if certain settings are disabled or set to the off position at account or group level, depending on the accounts or groups settings.
    • Topic: Please provide the topic of your meeting or a title for your meeting.
    • Description: You may include a description of your meeting.
    • Use a template: Make use of a meeting template.
    • When: Schedule and select whether your meeting will take place at a predetermined time. The time can be manually entered into the box and the time selected by pressing enter. If you want to enter 15 minutes for example, you can just enter 15 and press enter.
    • Duration: Please select how long the meeting is expected to last. You are doing this to help schedule the meeting. Once the meeting reaches the specified duration, it will not end.
    • Time Zone: The time zone that you specify will be used as default by Zoom. Alternatively, you can choose a time zone from the drop-down menu.
    • Recurring meeting:There is also the option to mark the meeting as recurring (the meeting ID will remain the same in each session). In this way, additional options for recurrence will become available.
      • Recurrence: If you would like the meeting to repeat every day, weekly, monthly, or if there is no fixed time, select that option below. You can schedule meetings for up to 50 recurrences, so if you plan on scheduling more than 50 meetings, choose the No Fixed Time option.
      • Depending on how often the meeting occurs, the other recurrence options will be available. There is an option to be notified when the meeting ends after a specified number of times or to schedule the meeting to end on a specific date.
    • List this meeting in the Public Events List: Using the vanity URL, you can add a public event to the meeting’s calendar.
    • Registration: This option is available if you require attendees to register prior to the meeting. This means that instead of providing your participants with a link to join, you will provide them with a link to register. If it is necessary to register for a reoccurring meeting and registration is required, choose one of the following options:
      • Registrants can attend as many occurrences as they wish: Attendees can register for one event and attend any other occurrence. Each meeting will be listed with the dates and times of all meetings and registrants will be registered to attend all meetings.
      • Attendees need to register for each occurrence to attend: Each occurrence needs to be registered independently on the registrar’s site. On the registrant page, the user can only choose one time and date.
      • Attendees register once and can choose one or more occurrences to attend: It is possible for registrants to select one or more of the occurrences to attend at a time when registering. In order to register, the individual will need to select which date and time are convenient for them, and then only those instances will be registered. It is possible to choose more than one option.
    • Schedule For*: If youuse the OpenAppointment feature and have access to scheduling privileges for another user, you will be able to select your desired user from the drop-down menuu.
    • Note:
    •  Depending on how you assign permissions to other users within the Zoom web portal, you will be able to choose whether or not they will be able to manage your meetings in Outlook or Google Calendar when they are marked as private. As a result, users cannot see the invitation link, meeting topic, or attendees list if they cannot manage private events.
    • Meeting ID
      • Generate Automatically: A unique meeting ID is generated based on a random number.
      • Personal Meeting ID*: The meeting ID assigned to your personal account will be used.
    • Security
      • Passcode: This is the code that must be entered in order to access the meeting. If anyone wishes to participate in the meeting, participants must type in the code before joining.
      • Note: Your admin must set some requirements regarding the complexity of the meeting passcode.
      • Waiting Room: This feature must be enabled for the meeting.
      • Require authentication to join: It is recommended that only users who have signed up for the meeting can join the meeting.
      • Note: It is not possible to add any domains that are listed on the domain block list under Log in with specified domain when you choose Sign in to Zoom with specified domain.
    • Video
      • Host: When joining a meeting, you can choose whether to have the host’s video on or off. It will still be possible for the host to begin their video even if you choose off.
      • Participants: When joining the meeting, you will have the option to turn on or turn off the participants’ videos. Nevertheless, you will have the option to let your participants start their videos, even if you decide to turn off the option.
    • Audio*: This will allow you to provide users with a choice of calling in only via telephone, computer audio only, both methods, or 3rd Party Audio (if it is enabled).
      • Dial in From: Click Edit to select the countries where the participants may dial in for the meeting if Telephone or Both is enabled in the meeting settings. In the Global Dial-In Countries section in your meeting settings, this entails the countries linked to your Global Dial-In.
    • Meeting options
      • Allow participants to join before start time:Allow participants to join the meeting without you or before you join. If enabled, you can also choose how far in advance of the scheduled start time you wish them to be able to join: 5 minutes, 10 minutes, 15 minutes, or Anytime.
        Note:If you are a Basic account holder, the meeting will end after 40 minutes.
      • Mute participants on entry: As soon as participants join the meeting, mute their headsets if there isn’t a join before host setting. Once participants join the meeting, they can unmute themselves.
      • Note: See the options to manage participants in order to mute all participants in the current meeting.
      • The watermark will identify the person viewing the presentation.:  During a meeting, the participant may choose to superimpose a portion of his or her own email address over the content being viewed by the meeting participants and the video of the person who has chosen to display their screen. It is up to you as an administrator to enable this by default so that it cannot be changed by you.
      • Breakout Room pre-assign*: Allocate breakout rooms in advance to participants.
      • Automatically record meeting:  Whenever you are recording a video, you can decide whether you want to record it locally or online.
      • Enable focus mode when meeting starts: In order to provide participants with fewer distractions, it is sensible to start the meeting automatically with the focus mode on to provide participants with fewer distractions. However, this feature is only available in Zoom client version 5.9.0 and more recent versions.
      • Enable additional data center regions for this meeting*
      • Approve or block entry to users from specific regions/countries: In addition, you can either permit a user from a specific region to attend your meetings, or you can do the opposite and block users from that region from attending your meetings. Based on the IP address of the user, you can determine the country and region of the user.
      • Note: When you set up your web portal, you can specify the default region and country.
      • Alternative hosts: To allow another Licensed Zoom user on your account to start the meeting in your absence, you must give them the email address of the Licensed Zoom user on your account. If you enable this option, you will also have the option to allow other hosts to add or edit polls when the switch is selected. Zoom 5.8.0 or higher is needed in order to enable this feature.
      • Interpretation (only supported in Windows and macOS clients)*: You have the option of enabling language interpretation for your meeting.
  4. Please save when finished.

Android | iOS

  1. Open the Zoom mobile app and sign in with your Zoom account.
  2. Click on the Schedule button.
  3. Choose an option for the meeting. If some of these options were disabled or locked to the off position on the account or group level, some of these features might not be available.
    • Topic: Please specify a topic or name for your meeting.
    • Date, From, To: Please select the date and time the meeting will take place.
    • Time Zone: Zoom will automatically use the time zone of the device you are using. The time zone can be changed by tapping this box.
    • Repeat: If you would like the meeting to recur, you will be asked to choose that meeting ID for each occurrence. Choose one of the recurrence patterns: Every Day, Every Week, Every 2 Weeks, Every Month, Every Year.
    • You may use your PMI number to assist you: As an alternative, the meeting ID will be generated by a random machine instead, if you don’t specify one. When setting this option, a random meeting ID will be generated instead if this is not specified.
    • Security
      • Require Meeting Passcode: For participants to enter the meeting, they need to enter the meeting’s passcode you set up for them.
        • Passcode: If you are requiring participants to enter a passcode before joining your conference call, please fill in the data box to the right.
      • Enable Waiting Room: Before allowing participants into the scheduled meeting, you should send them to the waiting room first.
      • Only Allow Authenticated Users: Access to the meeting should be restricted so that only users who are signed in to their accounts are able to join.
      • Note: There is no way to add a domain to a block list that includes banned domains.
      • Encryption: You have the option of choosing either the standard Enhanced encryption (encryption keys stored in the cloud) or the End-to-end encryption (encryption keys stored on your local device) for your meeting.
      • Note: It is possible to disable some features when you use end-to-end encryption.
    • Meeting Options
      • Host Video On: When joining the meeting you can turn on or off the host’s video. It is important to note that the host has the option of starting their video even if you choose off.
      • Participant Video On:When joining the meeting, you can turn the participants’ videos on or off. The participants will still be able to start their video even if the recording option is decided to be off.
      • Audio option
        • – Select your audio connection:Provide users the option of calling in on their device using audio only, Telephone only, Telephone and Device Audio, or 3rd Party Audio (if enabled for your account).
        • Select dial-in country*: In the meeting invitation, you can select the dial-in numbers you want to appear. If you need to rearrange the order of the dial-in numbers, simply tap and drag each country.
      • Allow Join Before Host: Enable the participation of the participants prior to the participant’s presence.
      • Note:
      •  In the case of Basic accounts, the meeting will end after 40 minutes.
      • Join Before the Meeting Start Time: You may choose how far in advance you would like them to be able to join before the scheduled start time if Join Before Host is enabled: five minutes, ten minutes, fifteen minutes, or at any time.
      • Please unmute participants by requesting permission: It allows a meeting attendee to choose whether they wish to have the host get their consent before making a decision to unmute them.
      • Automate recording of the meeting: The meeting will automatically be recorded.
      • Enable Focus Mode: Automatically enable the focus mode during the start of the meeting, so that participants are less likely to be distracted from their work.
      •  Note: There is a limitation on this feature, which is available only in mobile app versions 5.9.0 and greater.
      • Record location: It will ask you if you would like to record locally (to your computer) or if you would like to record to the cloud.
      • Additional data center regions*
      • It allows you to grant or deny access to users that are located in specific regions: Depending on the host’s preference only certain participants from particular counties/regions will be allowed to participate or all participants from these regions will be blocked.
      • List in the Public Event List: Make the meeting available on your calendar of public meetings and webinars when creating your account
      • Schedule For*: It is possible to select who you want to schedule for from the dropdown menu if you have the ability to schedule for another user as well.
      • In the absence of the meeting host, alternative hosts can be selected from within the same organization and allowed to start the meeting on your behalf.. In addition to enabling the option to Allow alternative hosts to add or edit polls, you can also select the check box to allow them to do so. The Android app version 5.8.3 or higher is required for the use of this feature. The Zoom client version 5.8.0 or higher must also be used.
    • Add to Calendar: In your default calendar app, add this meeting to the agenda.
  4. To schedule the meeting, tap Done.

Notes:

  • In the case of a non-recurring meeting, the meeting ID will expire 30 days after the specific meeting date has passed. The meeting ID will remain valid for another 30 days if you restart the same meeting within that period of time. Before the meeting ID expires, you will be able to restart the same meeting ID as many times as you want.
  • There will be an expiration date of 365 days from the start of the last recurring meeting on the recurring meeting ID. Normally, the meeting ID can be used to create subsequent meetings.
  • Scheduled meetings can be started before their scheduled times as well as during them. It is not necessary to remove the links from your account for them to become invalid except in cases where the non-recurring meeting has been past the 30-day deadline, the regular meeting has not been used for more than 365 days, or the Zoom account has been removed. As soon as the meeting is completed, the instant meeting link will no longer be active.