How to use the Zoom Scheduler extension for Firefox

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

It is possible to schedule Zoom meetings directly from Google Calendar when using the Zoom Scheduler extension for Firefox. Through the use of the extension, you are able to start an instant meeting or schedule a meeting for a later date. The meeting joining link and details can be added to the calendar event and can be sent as an invitation through Google Calendar, which will allow the attendee to join with a single click from their calendar event.

As an alternative method of scheduling meetings, you can also use the following methods:

  • The Zoom desktop client or Zoom mobile app can be used to schedule appointments
  • From the Zoom web portal, you can schedule an appointment
  • The schedule can be accessed through the plugins in Chrome, Outlook, and Firefox

In this article, we will cover the following topics:

  • How to install the Firefox extension
  • How to use the Firefox extension
  • How to schedule a meeting from Google Calendar
  • Firefox extension scheduling options
  • How to display scheduling options each time
  • How to fix the Session Has Expired message

Prerequisites for the Zoom Scheduler extension for Firefox

  • For Windows or macOS, Mozilla Firefox 48.0 or later must be installed
  • In the Firefox Add-ons store, you can download the Zoom Scheduler extension
  • Log in to your Zoom account by using your Google account, work email address, and password, or SSO (Single Sign-On) method
  • Meetings can be scheduled using Google Calendar

How to install the Firefox extension

  1. Click on the Add-ons tab in Firefox.
  2. Search for Zoom Scheduler in the search box at the top of the page.
    There will be a page displaying the Zoom Scheduler extension once you click on it.
  3. To add this extension to Firefox, click the + Add to Firefox button.
  4. Click on the Add button at the bottom of the permission window to accept the permissions.

How to use the Firefox extension

  1. A button will be added to your Firefox browser when you install Zoom Firefox extension. The Zoom Firefox extension can be accessed by clicking the Zoom extension button in the top right corner of your screen.
  2. Using one of the Google sign-in methods, an email address, a password, or SSO, you can sign in to your Zoom account.
    Upon signing in to the Firefox extension, you will be able to access the following additional options:

    • Schedule a Meeting: A new event will appear on Google Calendar as soon as you click on Schedule a Meeting on the left side of the screen.
    • Start a Meeting: You can select to start the meeting with or without video by hovering over Start a Meeting. Take advantage of instant meetings by learning more about them.
    • Name/email address: The Zoom profile page can be accessed by clicking on your name or email address.
    • The gear icon can be found by clicking on the following link: To access the Zoom meeting settings, click on the gear icon at the top right of the Zoom window.

Notes:

  • There is a sync between your Zoom web portal settings and your scheduler settings.
  • There is the ability to choose whether other users with scheduling privileges will have access to your meetings that are marked as private in Outlook or Google Calendar when you assign them scheduling privileges in the Zoom web portal. The user will be unable to see the meeting topic, invitation link, or list of attendees if the user is unable to manage private events.

How to schedule a meeting from Google Calendar

In order to schedule a Zoom meeting directly within a Google Calendar event, you will need to install an extension that allows you to add a meeting directly within the calendar event. It is automatically added to the event details once the join URL and meeting details have been scheduled.

Note: Zoom Scheduler is an extension that syncs your Zoom web portal meeting settings with the Zoom Scheduler extension.

  1. The calendar event can either be created by creating a new one or by editing an existing one.
  2. There are additional options available for the event when you open it.
    • A new calendar event can be created by clicking More Options when creating a new event.
    • A calendar event that already exists can be edited by clicking the pencil icon next to it.
  3. Make it a Zoom Meeting by clicking on the Make it a Zoom Meeting button.
  4. Using this method, a Zoom meeting will be created using your default settings and the meeting details will be automatically filled in in the description of the meeting.
  5. Guests can be invited, notifications can be configured, and other optional calendar event options can be adjusted depending on your needs.
  6. Save the file by clicking on the Save button.

Note: It is recommended that you edit the calendar entry and change the date/time of the meeting if you are rescheduling a Zoom meeting from Google Calendar. The calendar event should not be dragged and dropped or copied to another calendar entry or you will lose all the details of the meeting.

Firefox extension scheduling options

If you use the Firefox extension to schedule meetings, you will be able to see the meeting scheduling options each time you schedule a meeting, or you can have the extension automatically schedule the meeting with the settings that were set up when you last scheduled a meeting.

  • Schedule For: As soon as you click the dropdown menu, you will be able to select who you want to schedule for from the dropdown list if you have scheduling privilege for another user. Take a look at the scheduling privileges page to learn more.
  • Note: The settings that you choose for another user will not be automatically applied when scheduling for another user, so it is important to confirm all settings manually.
  • Meeting ID: In order to schedule a meeting, you will need to select the type of meeting ID you would like to use:
    • Generate Automatically: A unique meeting ID will be generated based on a random number generator.
    • Personal Meeting ID: If you do not have a Personal Meeting ID, you can use the one you already have.
  • Security: In order to make your meeting as secure as possible, you can choose from the following security options:
    • Passcode: If you do not know the meeting passcode, please enter it here. Before joining your scheduled meeting, joining participants will be required to enter this information before they can participate.
    • Your admin will need to determine the complexity of your meeting passcode in order to approve it.
    • Waiting Room: The meeting can be enabled to have a waiting room.
    • The meeting can only be joined by authenticated users: Enable authentication for all users so that they can participate in the meeting.
  • Encryption: Select the type of encryption you would like to use for your meeting based on the following:
    • Encryption with enhanced security: Keys are stored in the cloud and can be accessed from anywhere
    • End-to-end encryption: Keys for encryption are stored on your local device as part of the encryption process
    • Note: There are some Zoom features that are not supported by end-to-end encryption. When setting up an end-to-end encrypted meeting, it is imperative that you keep these limitations in mind.
  • Video
    • Host: As soon as you connect to the meeting, you will have the option of turning on or off the host’s video. There will still be an option for the waiting room , the screen will change to the following screen. Please wait until the host to start their video even if you choose to turn it off.
    • Participants: When you join a meeting, you will have the option of enabling or disabling the participant videos based on your preferences. It is important to note that even if you choose off, the participants will be able to start their videos if they so choose.
  • Audio: Depending on your account settings, you can allow users to make calls using either telephone only, computer only, both telephone and computer audio, or 3rd Party Audio (if your account supports this option).
  • Options: Adding more features and options to the meeting can be done by configuring the following:
    • Require registration: To be able to join the meeting, attendees will need to fill out a registration form before it will be possible for them to receive a link. On the web portal, you can configure registration questions as well as other settings related to registration.
    • Allow participants to join anytime: If you do not wish to take part in the meeting, you can allow participants to join before or without you. Those who subscribe to Basic (free) will be able to attend the meeting for a total of 40 minutes.
    • Mute Participants Upon Entry: It is important to note that if the join before the host option is not enabled, all participants will be muted as soon as they join the meeting.
    • Unmuting participants requires permission from the following people: Participants will be asked if they consent to being unmuted at will by the host at any time by providing the host with their consent. There will still be an option for the host to ask to be unmuted if the request is declined.
    • Enable focus mode when meeting starts: Make sure that the focus mode is enabled automatically when the meeting is started, in order for everyone to participate in the meeting with fewer distractions. It is required that you use the latest version of the client in order to use this feature.
    • In order to identify the viewer, you need to add a watermark such as the following: The shared content during a meeting can be watermarked with a watermark. Check out our watermarking guide to learn more about how to add one.
    • Using an automated meeting recording system, the following steps can be taken: Please check this box if you would like to have the meeting automatically recorded if you want it to be. In this option, you can choose to record your meeting locally (on your computer) or to sync it with the cloud (zoom.us/recordings).
    • Show in Public Event List: It would be helpful if you added this meeting to your Public Event List (if your account has this feature enabled). Check out the Public Event List for more information about what it is and how to use it.
    • If a user from a particular region or country is denied entry, please explain why: Depending on the host, all participants from the selected counties/regions can be allowed to join or only those from the specified counties/regions can be blocked.
    • The Invite Link should be included in the location field as follows: In the description of the calendar event, as well as in the location field, we will include the join link for the meeting which will be included in the location field as well.
    • This meeting needs to be enabled for more data centers regions to be able to participate
  • Alternatively, you can host your website at the following locations: Using another Zoom user’s email address on your account who is also a licensed user, you can allow them to start the meeting on your behalf while you are away from the meeting.
  • Note: In order to allow alternative hosts to add or edit polls within a meeting, the meeting host needs to enable the setting Allow alternative hosts to add or edit polls within the meeting. It is required that the Zoom client version 5.8.0 or higher be installed in order to use this feature. The alternative host role may not be the right role for you if you’re not sure whether or not it’s right for you. Find out more about the roles that people play in meetings by watching this video.

How to display scheduling options each time

Typically, the options for scheduling the meeting will be the same as those you used when you scheduled your last meeting. The scheduling options can, however, be displayed every time you want to schedule an appointment.

  1. You will find the extension icon in the address bar of your browser.
  2. You will find the Settings icon on the left hand side of the screen.
  3. The schedule options should be permitted to be specified each time I specify a time.
  4. You will now have the option to schedule your meeting using the scheduler extension each time you schedule a meeting with that extension.

How to fix the Session Has Expired message

There may have been a problem with your Zoom Firefox Extension session, if you receive the message “Your Zoom Firefox Extension session has expired.”, then you need to sign in again to the Firefox extension.

  1. Next to your address bar, you will find an icon that represents Zoom extension.
  2. Log into your Zoom account by using your email address and password.
  3. You have the option of signing in with Google, using your email address and password, or you can use the Single Sign-On method that is most convenient for your profile.