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Zoom: Scheduling for Other Users

Zoom web conferencing, 2021. Be aware that different versions of Zoom will vary in appearance and functionality.
Zoom users can schedule meetings for each other. This may be helpful for staff assistants who need to schedule Zoom meetings for their supervisors/directors. A licensed account is required for both users, which can be requested by contacting itech@plu.edu.

Expand each section below to see its content.


To allow users to schedule Zoom meetings on your behalf:
  1. Navigate to plu.edu/zoom. Login to your PLU Zoom account.
  2. Click Settings from the column to the left.
  3. In the Meeting tab under Other, click the plus icon next to Assign scheduling privilege to. A new pop-up will appear.

  4. Enter the email address of the user(s).
  5. Click Assign.
If added successfully, the user will appear in the list. They may need to logout and login again before they can schedule for you.


To schedule for another user in the Zoom Web Portal:
  1. Navigate to plu.edu/zoom. Login to your PLU Zoom account.
  2. Click Schedule a Meeting to the top-right.
  3. Click the drop-down next to Schedule for, and select the user to schedule the meeting for.
  • If this drop-down doesnt appear, or the user isn't listed in the drop-down, the other user still needs to grant you scheduling privileges as described above.

  • Enter other meeting details as desired.
  • When done, Click Save. 
    • The meeting will be scheduled for the other user. Be aware that it will only appear in their Upcoming Meetings, and not yours. 

    To check the upcoming meetings for other users:
    1. Navigate to the Meetings tab in the Zoom Web Portal.
    2. Click the drop-down to the top-right, which has Myself by default, and select their name. Their scheduled meetings will appear in the list.
    • If this drop-down doesnt appear, or the user isn't listed in the drop-down, the other user still needs to grant you scheduling privileges as described above.



    Scheduling Zoom meetings within Google Calendar requires scheduling privileges as described above, as well as the Zoom for G Suite add-on. The user also needs to share their Google Calendar with the scheduler.

    To share a Google Calendar:
    1. Navigate to calendar.google.com. Ensure youre logged in with your PLU account.
    2. Hover over your calendar from the panel to the left, click the three-dot button that appears, and select Settings and Sharing from the pop-up.
    3. Click the Add people button under Share with specific people.
    4. Enter the email address of the desired scheduler.
    5. Click the Permissions drop-down, and select Make changes to events.
    6. Click Send. The scheduler will receive an email invitation for the calendar.
    7. The scheduler needs to click Add this calendar from the email invitation in order to access it.

    To schedule for another user in Google Calendar:
    1. After getting scheduling permission, access to the users Google Calendar, and installing the Zoom for G Suite add-on, navigate to calendar.google.com.
    2. Select the calendar of the user you want to schedule for from the panel to the left. Uncheck the boxes for the other calendars to avoid confusion.
    3. Click the desired date/time for the meeting in the calendar grid. A pop-up will appear.
    4. Enter a name for the meeting.
    5. Click the Add video conferencing drop-down, and select Zoom meeting. A Zoom meeting will be automatically generated and joining information will populate.
    • It may take a few moments for the meeting to generate.

  • (Optional) Click More options and configure other settings as desired, and invite guests.
  • When done, click Save.

    • The meeting should appear in the calendar of the user who the meeting was scheduled for, as well as their Zoom account. Be aware that it will only appear in their Upcoming Meetings, not yours.


    If you receive error messages when trying to schedule for other users in Google Calendar, or if the meetings arent appearing for the user in their Zoom account, please try the following recommendations:
    • If you have a personal Gmail account, or if youre using a shared computer and users have their own Gmail, be sure to use a separate web browser for each account. Google may get confused if multiple Google accounts are logged in. To ensure that youre only using your PLU account, click your profile icon to the top-right. If additional accounts are listed here, click the Sign out button and login with only your PLU account from now on.
    • Schedule meetings directly within Zoom itself, such as from the Zoom Web Portal, instead of through Google Calendar. Meetings scheduled within Zoom can be added to Google Calendar.

    iTech logo
    Need support? Contact itech@plu.edu or visit www.plu.edu/itech.

    Keywords:
    schedule, permission, privilege, meeting, virtual, online, web conference, video 
    Doc ID:
    106527
    Owned by:
    Janelle B. in Pacific Lutheran Univ
    Created:
    2020-10-08
    Updated:
    2023-08-04
    Sites:
    Pacific Lutheran University
    Section dedicated to software supported by PLU