Scheduling meetings

Scheduling meetings

Overview

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.

For instructions on scheduling using our plugins and extensions, see:

Note: The asterisk (*) means your admin can restrict access to the setting/options, or the setting has additional prerequisites. These settings may not be visible. Click the relevant embedded links for more information.

  1. Open your Zoom client and sign in to Zoom.
  2. Click on the Schedule icon.

    This will open the scheduler window.
  3. Select your meeting settings. Note that some of these options might not be available if they were disabled and locked to the off position at the account or group level.
    • Topic: Enter a topic or name for your meeting.
      • Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time. You can also manually enter any time. For example, you can enter 15 in the minutes field to schedule a time in a 15-minute increment.
      • Time Zone: By default, Zoom will use your computer’s time zone. Click the drop-down menu to select a different time zone.
      • Recurring meeting: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session).
    • Meeting ID
      • Generate Automatically: Generate a random unique meeting ID.
      • Personal Meeting ID*: Use your Personal Meeting ID.
    • Security
      • Passcode: Enter a meeting passcode. Joining participants will be required to input this before joining your scheduled meeting.
        Note: The meeting passcode must meet complexity requirements set by your admin.
      • Waiting Room: Enable Waiting Room for the meeting.
    • Video
      • Host: Choose if you would like the host’s video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
      • Participants: Choose if you would like the participants’ videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
    • Audio*: Allow users to call in using Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
    • Calendar: Select a calendar service to add the meeting to and send out invites to participants.
      • Outlook: Open the Outlook desktop app and create an event for the meeting.
        Note: You will see Outlook when using the Windows client.
      • iCal: Open iCal and create an event for the meeting.
        Note: You will see iCal when using a macOS.
      • Google Calendar: Open Google Calendar in your default browser and create an event for the meeting.
      • Other Calendars: Open a new window, where the meeting text can be copied pasted into the user’s preferred communication method. You can also down an ICS file which can be opened in most email applications.
    • Advanced Options: Click on the arrow to view additional meeting options.
  4. Click Save to finish, and open the selected calendar service to add the meeting.
    Note:

    • If you are scheduling a recurring meeting, you will need to set the recurrence in your calendar service.
    • Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL.

Notes:

  • A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30-day period.
  • A recurring meeting ID will expire 365 days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences.
  • Scheduled meetings can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the 30-day period for a non-recurring meeting, has not been used for over 365 days for a recurring meeting, or has been deleted from your Zoom account. An instant meeting link will expire as soon as the meeting is over.
× How can I help you?