Zoom offers different setting to schedule a meeting. The host has control over the settings of his or her scheduled meetings, except for settings that an administrator has locked up for all users or all members of a specific group.

• Schedule it from the desktop client or in the Zoom mobile application.
• Schedule it from a Zoom web portal.
• Schedule it for another user: PDF guides for executive assistants (Outlook, Google)

1. Open the Zoom client and log in.
2. Click on Schedule and the scheduler window will open.
3. Select your meeting settings. Please note that some of these options may not be available if they are disabled and locked in the “disabled” position at account or group level. ​  
   • Topic: enter the name or topic for the meeting.
   • Start: set a date and hour for the meeting. The meeting can be started at any time before the scheduled time.
   • Duration: enter the estimated duration of the meeting. This setting is intended for programming purposes only. The meeting won’t end until this period of time has elapsed.
   • Time zone: by default, Zoom will use the computer's time zone. Click on the drop-down menu to select a different time zone.
   • Recurring meeting: choose whether to set up a recurring meeting (the meeting ID will be the same for each meeting).
   • Video
   • Host: choose whether to enable or disable host video when joining the meeting. Even if you choose to disable the feature, hosts will still be able to start the video.
   • Participants:choose whether to enable or disable video of participants. Even if you choose to disable the feature, participants will still be able to start the video.
   • Audio: choose whether you want to allow users to shout over the phone only, over the computer audio only, over both or via third party audio (if enabled in your account).
   • Advanced settings:click on the drop-down arrow to see additional features for the meeting.
   • Require meeting password: here you can select to use a password and enter the meeting password. Participants will need to enter it before joining the scheduled meeting.
   • Note:The meeting password must meet the following requirements.
     • Maximum 10 characters
     • Passwords are case sensitive
     • We recommend the use of alphanumeric characters and the following special characters @ * _ -
     • The Zoom desktop client supports the use of alphanumeric characters and the following special characters: @ * _ -
     • The Zoom web portal allows any type of characters, with the exception of the following: & <> \
   • Enable join before host: allows participants to join the meeting without the host or before the host joins. The meeting will end after 40 minutes for basic (free) account users if 3 or more people join.
   • Mute participants before joining the meeting:if the option to join before the host is not enabled, all participants shall be muted as they join the meeting. Participants can reactivate the audio themselves after joining a meeting. 
   • Note: To mute all participants present in the meeting, see option for managing participants.
   • Using a meeting personal ID: check this option if you want to use your meeting personal ID. If not selected, a unique meeting ID will be randomly generated.
   • Record the reunion automatically:check this option if you want the meeting to be recorded automatically. Select this option if you want the recording to be made locally (on your computer) or in the cloud (zoom.us/recording).
   • Publish to public event list:publish the meeting in the public meeting/webinar list for all to see. We recommend that you add a meeting password to protect it.
   • Schedule for: if you have scheduling privileges for another user, you can choose the person you want to schedule a webinar for from the drop-down menu.
   • Alternative hosts:enter the email address of another licensed Zoom user in your account to allow them to start the meeting when you are away. Learn more about alternative hosts.
   • Calendar:select a calendar service to add the meeting and send invitations to participants.
   • Outlook:an .ics file will be generated and opened in Outlook, Windows Mail or iCal. 
   • Google Calendar:the user’s default browser will launch and the invitation will open in Google Calendar.
   • Other calendars: a new window will open, from where you can copy the text of the meeting and paste it into the communication method of your choice. 
4. Click Schedule to finish and open the selected calendar service and add it to the meeting.

​Note

• If you schedule a recurring meeting, you must set the recurrence in the calendar service.
• If you choose Other calendars, you can copy and paste the scheduled meeting information, such as the meeting date, time and URL.