Scheduling privilege in Zoom App

This post was most recently updated on September 22nd, 2022

In order to use the scheduling privilege, a user or an executive administrator needs to be able to:

  • Set up a meeting on your behalf through the use of a user or group of users assigned to your account.
  • Schedule meetings on behalf of a user (or multiple users) who have given you the scheduling privileges to schedule meetings on their behalf. It is also possible to schedule webinars for both users if they both have webinar licenses.

Regardless of the scheduling provider, you must be a Licensed or On-Premise user, and users with Scheduling Privilege can be assigned to the meeting as an alternate host if the primary host is not available.

Linked master/sub accounts can even be used to share scheduling privileges between them.

Notes:

  • When you are trying to edit or cancel a meeting for another user, you might receive a 3003 error message indicating that the scheduling privileges have been modified. Make sure that you are both a Licensed user as well as the user you are scheduling for, as well.
  • You can select whether or not the other users you want to assign scheduling privileges to can manage meetings in Outlook or Google Calendar that are marked as private when you are assigning them scheduling privileges in the Zoom web portal. It will be impossible for the users to view the invite link, meeting topic, or attendee list if they cannot manage private events.

Prerequisites for scheduling privilege

  • It is necessary for both users to be licensed or to be on-premises
  • Both users must be logged in to the same account, or both users must be logged into linked accounts to work together
  • It is necessary for both users to have the webinar add-on in order to participate in webinars
  • Please install the latest version of Zoom Plugins, Add-Ins, or Add-Ons if you are scheduling for another user through one of these methods:
    • Outlook plugin
    • Outlook add-in (On Windows 10 1909 and Outlook for Mac 2016, version 16.24 and up, scheduling privileges will be supported for the add-in, as well as Outlook for Mac 2016 versions 16.1 through 16.48)
    • Chrome/Firefox plugins
    • G Suite add-on

Read it also –

Scheduling Privilege And Alternative Hosts In Zoom App
Channel Privileges For External Users In Zoom App
Claiming Host Privileges In Zoom Rooms With The Host Key

 

How to set up scheduling privilege

  1. Log in to the Zoom web portal by entering your username and password.
  2. The Settings button can be found in the navigation menu.
  3. To open the Meetings tab, click on it.
  4. Click on Add next to the option Assign scheduling privileges to the person under Other.
  5. It is necessary to enter a username or email address in the text box located under Users.
  6. Click the Add button if you would like to assign scheduling privileges to more users or email addresses.
  7. If you wish a user(s) to be able to manage your private events and view their details, you can enable the Can manage my private events check box (optional).
    Note: There is an option for users who are not allowed to manage your private events to view private events, but details of the event will not be displayed if they are using client versions 5.9.0 or higher.
  8. Save the changes by clicking the Save button.

A user will appear under Assign Scheduling Privilege to if they have been successfully assigned scheduling privileges. The Zoom desktop client needs to be signed out of before they are able to schedule for you until they sign in again once they have signed out.

There will be an error message displayed if you attempt to assign scheduling privileges to a user that is not on your account or that is not a Licensed user of your account.

How to schedule for another user (Zoom plugins, add-ins, and add-ons)

It is extremely important that you set up scheduling privileges before starting the process, as well as installing the most recent version of the plugin, add-on, or add-in.

Note: Alternatively, you can integrate the Zoom desktop client with the third-party calendar server so that Zoom meetings that are  webinar page. Here you will see a list of scheduled in your third-party calendar can be shown on the desktop client as well.

Outlook add-in

Learn how to schedule for another user by following the scheduling privilege PDF guide. As an alternative to using the Outlook add-in, you can also follow these steps in order to schedule for another user.

  1. The Outlook add-in can be used to schedule a meeting.
  2. The Zoom and Settings buttons can be found in the calendar event window, once you have clicked Zoom.
  3. Select the user for whom you want to schedule the meeting from the drop-down menu in the Schedule Meeting For section.

Note: The Office 365 support site has information on how to give someone else access to your Outlook calendar if you want them to do that.

Outlook plug-in

Here is a PDF guide that will teach you how to schedule another user by following the scheduling privilege PDF guide. It is also possible to schedule a meeting in the Outlook plug-in for another user by following these steps.

  1. Using the Outlook plug-in, you will be able to schedule a meeting.
  2. Click on Change Settings in the tool bar of the calendar event window while you are in the calendar event window.
  3. When the Schedule For check box appears, select the user for whom the meeting needs to be scheduled by clicking on the check box.

Note: The Office 365 support site has information on how to give someone else access to your Outlook calendar if you want them to do that.

Other plugins and add-ons

You can learn how to schedule for another user by following the PDF guides below:

  • Chrome/Firefox plugins
  • G Suite add-on

Note: In the event that you use a plugin, add-in, or add-on to schedule a meeting for another user, the meeting will actually be scheduled for you. As a result, you will not be able to schedule the meeting for the person who you are scheduling it for in Zoom. To change the user that was scheduled for the meeting after the meeting has been scheduled on the third-party platform, follow these steps:

  1. You will need to sign in to the Zoom web portal.
  2. Select Meetings from the navigation menu on the left side of the screen.
  3. Using the third-party platform, click the meeting that you have scheduled.
  4. Click on Edit this Meeting in order to make changes to it.
  5. The next step is to click on the Schedule For drop-down menu and select the person whose scheduling privileges you have been granted, and then click on Save Changes to save the changes.
    When a user signs into the Zoom web portal, desktop client, or mobile app, the meeting will be available for them to join immediately.

How to schedule for another user (Zoom)

Windows | macOS | Linux

For the scheduling privilege option to appear, the user has to sign out of the Zoom client and sign in again in order to be given scheduling privileges.

  1. You will need to sign in to the Zoom desktop client.
  2. Click on the Schedule button.
    The scheduler window will open once you click on this button.
  3. Located beneath the Topic section, you will find the Schedule for section, where you can choose the user of the meeting you wish to schedule for from the dropdown menu that appears.
  4. Other meeting settings can be adjusted as needed as well.
  5. As soon as you have finished, click Save, and you will be able to access your calendar.

Web

  1. You will need to sign in to the Zoom web portal.
  2. You can find Meetings in the navigation menu at the top of the page.
  3. Click on the Schedule a Meeting button in the top-right corner of the screen.
  4. Click the drop-down menu in the Schedule For section and choose the user you want to schedule for in the drop-down menu that appears.
  5. Depending on the needs of the meeting, adjust the other meeting settings as necessary.
  6. To finish, click on Save at the bottom of the page.

Android | iOS

For the scheduling privilege option to appear, the user has to sign out of the Zoom client and sign in again in order to be given scheduling privileges.

  1. Log in to the Zoom mobile app on your mobile device.
  2. Then tap the Schedule button.
  3. Click on the Advanced Options button.
  4. Select Scheduling Privileges and then tap on it.
  5. If you want to schedule a meeting for a specific user, you will need to tap the name of the user.
  6. Other meeting settings can be adjusted according to your needs.
  7. To complete the scheduling process, you need to tap on Done.

How to transfer a meeting between users

You may be able to reschedule a meeting that you scheduled for someone that you need to make sure that another person is hosting the meeting if you have scheduling privileges. In addition, meetings can be edited as often as you need and the host can be changed at any point before the session begins. The changes you make to the meeting during the course of the meeting will not be reflected in the agenda until the meeting has been restarted.

  1. To access Zoom’s web portal, you need to sign in.
  2. Click on the Meetings link in the navigation menu.
  3. Find the topic of the meeting that needs to be adjusted and click on it.
  4. Click on the Edit button.
  5. Alternatively, you can click the drop-down menu in the Schedule For section and choose a different waiting room , the screen will change to the following screen. Please wait until the host to schedule for.
    Note: It is mandatory for you to have scheduling privileges both for the current host and for the user to whom you want to assign this meeting.
  6. Then click on the Save button.

As soon as the Zoom web portal has been used to transfer a meeting from one person to another, the meeting should now become visible to the new host on the calendar of upcoming meetings when the meeting is transferred from one user to another. Please make sure the new host has also been invited to the calendar event if the event was exported to a calendar service or scheduled directly in such a service as Outlook or Google Calendar.

Note: It is also possible to do this with webinars, however, the webinar add-on must be installed by all users (the host and the user who has scheduling privileges) in order to do this.


Frequently Asked Questions

 

You can access schedule privileges by going to “Settings”, “Other”, and then “Schedule Privileges”. It is possible to delegate the permission of scheduling Zoom meetings to someone else by clicking “Assign scheduling privilege to”. If you use your account information, then you will find that under “I can schedule for other people” you will be able to access a list of all your users whose schedules you can schedule for you on behalf.
 
Adding scheduling privileges to your account
  1. To access Zoom’s web portal, you will need to sign in.
  2. On the left hand side of the screen, click Settings.
  3. Click the plus sign (+) next to the statement “Assign scheduling privileges to” and then click the plus sign (+) to assign the scheduling privileges to that user.
  4. There is a box where you can enter up to three email addresses, separated by a comma, in the field provided.
  5. Assign the task by clicking the Assign button.
In Zoom Settings Privileges you can select the person (such as your manager) to be the host of a Zoom Meeting so that s/he is in control of the Zoom Meeting room and has complete control over the Zoom meeting. In any Google Calendar app, Outlook app, Zoom app, or any other application that supports scheduling, when you have scheduling privileges, you can schedule meetings for that person in any way you like.
 
If the host of the Zoom meeting has setup specific settings for the meeting and the host is not present, then it is possible to join or start a Zoom meeting without the host present. In order to allow participants to join a meeting before the host begins the meeting, the host must disable the feature of the waiting room when scheduling a meeting.

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