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Zoom: Scheduling Meetings

Zoom web conferencing, 2020. Be aware that different versions of Zoom will vary in appearance and functionality.

Refer to Zoom: Zoombombing & Meeting Security for details about how to set up a secure Zoom meeting.

Zoom meetings can be scheduled within the Zoom Client, the Zoom Web Portal, and through a Google Calendar browser extension. Alternatively, instructors using Sakai for their course can utilize the Zoom Meetings tool within Sakai.

Click the following sections to expand their content.

To schedule a Zoom meeting in the Zoom Client:

  1. Open the Zoom Client and click the “Schedule” button. A new window will appear.

  2. Configure settings as desired, including the date and time (see the Meeting Settings section below for more details).
  3. We recommend selecting the “Google Calendar” option under “Calendar.”
  4. Click “Save.”

If the Google Calendar option was selected, it will open as a new event in a new browser tab with the join link posted in the details. Invite participants via email address in the “Guests” field, or copy and share the join link.

When it’s time to start the meeting, open Zoom and click the “Start” button next to the meeting in the scheduled list. Alternatively, click the join link from the Google Calendar event. After starting a meeting, configure settings, such as the microphone and camera, as desired with the options to the bottom of the window.

To start a meeting on-the-fly, click the “New Meeting” button from the homepage of the Zoom Client.

To invite participants during a meeting:

  1. Click the up-arrow next to “Participants” from the Zoom toolbar, and select "Invite."
  2. Use one of the following methods to invite participants:
  • Contacts: search for the desired users, select them, then click “Invite.”
  • Email: select the Gmail option and an invitation email will open in a new browser tab. Send this email to desired participants.
  • Copy Invite Link/Invitation: click one of these options to the bottom-left and paste the information into an email, chat message, or other form of communication.

If a passcode was enabled for the meeting, it will appear to the bottom-right of the Invite window. 

To end a meeting, click “End” or “Leave” to the bottom-right of the window. Then, either select "Leave Meeting" to allow the meeting to continue after departing, or "End Meeting for All" which will close the meeting for all participants.

We recommend using the Zoom Client to access all features. However, if the Zoom Client isn't available to you or can’t be installed, meetings can be conducted through their website ( Be aware that meetings hosted through a web browser won't be able to record to video.

To schedule a Zoom meeting from the Zoom Web Portal:

  1. Navigate to and click “Schedule a Meeting” to the top-right. Login if needed.
  2. Configure settings as desired, include the date and time, and click “Save.”
  • To increase security, we recommend enabling a passcode or Waiting Room.
  • Copy the link next to “Join URL” and send this to guests, such as through an email.
    • Alternatively, click the Google Calendar option and invite guests via email address to the calendar event.

    When it’s time to start the meeting, locate the meeting in the Meetings tab from the column to the left and click “Start.”

    To start a meeting on-the-fly from the Zoom Web Portal:

    1. Navigate to, hover over “Host a Meeting” to the top-right, and select one of the options that appears. Login if prompted.
    2. If prompted to open the Zoom software, click “Cancel.” Then, click the “click here” link. Click the link with the text “start from your browser,” which should appear at the bottom of the window.

    With the Zoom for GSuite add-on, Zoom meetings can be easily scheduled and added directly to events within Google Calendar. Guests that are added to the event will be able to access the Zoom join link. To get started, install the Zoom for GSuite add-on.

    To schedule a Zoom meeting within Google Calendar (after installing the add-on):

    1. Navigate to Google Calendar (
    2. Locate the desired date/time and click within the calendar grid to create a new event.
    3. Click the “Add video conferencing” button, and select “Zoom Meeting” from the drop-down that appears. The Zoom join link and information will be added to the event.

    4. Click “More options.”
    5. Configure settings as desired, including entering a name and adding guests.
    6. Click “Save.”

    The following settings are options when scheduling a meeting. Be aware that the available settings depend on how the meeting is being scheduled. To access all meeting settings, schedule the meeting from the Zoom Web Portal. Meeting settings for a scheduled meeting can be accessed at anytime in the "Meetings" tab in the portal.

    Description: Optionally enter a meeting description.

    When: Select the date and time for when your meeting should begin. The time picker can be set only in 30 minute increments. The meeting can be started by the host soon before or after this time. 

    Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.

    Time Zone: US Pactific Time will be set by default. Click on the drop down to select a different time zone. 

    Recurring meeting: Check if you would like a recurring meeting. The meeting ID will remain the same for each session, and the “When” date and time selected above will define the first session. This checkbox will also reveal more Recurrence options. Note that unlike Google Calendar, each meeting in the series of recurring meetings cannot be edited independently; for instance, an edit to a setting in one meeting in the recurring series would also apply to all the other meetings in that series. 

    Registration: Checking the Required checkbox is generally not recommended unless there is a compelling reason to require registration. Requiring registration adds additional steps for participants to join the meeting, such as filling out a form. Participants would then only be able to join the meeting from the link in the email they received. Read more about meeting registration.

    Security: Select Passcode, Waiting Room, or both. A passcode of up to 10 characters may be used. In setting a passcode, participants will not need to know the passcode if they join the meeting by clicking Join in the Zoom Meetings tool in Sakai. Participants will not need to know the passcode if the "Embed passcode in invite link for one-click join" setting is on in user settings.  

    Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 

    Participant Video: 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 Options:  Choose whether to allow users to call in via Telephone only, Computer Audio only, or both. 

    Allow participants to join anytime: Allow participants to join the meeting without you or before you join. If the Waiting Room is enabled, participants won't be able to join before the host. Note that if you check “Waiting Room” as a security measure, setting the meeting option, “Enable join without host,” will be somewhat meaningless, especially if you intend for participants to meet without a host; with “Waiting Room” enabled, participants would not be able to join a meeting without a host having first started the meeting and then the participant would wait in the waiting room until manually admitted by the host.

    Mute participants upon entry: If “Enable join before host” is not checked, this setting will mute all participants as they join the meeting.

    Require authentication to join: Check this if you want to require all participants to authenticate through Zoom Single Sign On (SSO). If set, participants will need to follow specific authentication steps when joining meetings, the details for which are in the article How do I join upcoming meetings?  

    Breakout Room pre-assign: Breakout Rooms can be configured beforehand, which can be useful for group projects. Emails of participants are required to pre-assign Breakout Rooms.

    Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select if you want it to be “On the local computer” of you or an alternative host or “In the cloud” ( Note that cloud recordings may only be available for a limited amount of time.

    Alternative Hosts: Enter the email address of another instructor to allow them to start the meeting in your absence; however, note the email address entered here must be based on the instructor’s ePass username (instead of an email alias, for instance). 

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    Keywords:web conferencing, virtual meeting, distance learning, online, video, call, chat, remote   Doc ID:98946
    Owner:Misty B.Group:Pacific Lutheran University
    Created:2020-03-16 15:19 PDTUpdated:2021-02-05 12:01 PDT
    Sites:Pacific Lutheran University
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