Submit a Help Request (804) 828-2227 | itsc@vcu.edu

Zoom Conferencing - Schedule A Meeting

Scheduling meetings in Zoom is a simple process, as outlined in this brief video tutorial:

Here's a look at the controls and entry fields on your "Schedule" menu:

 

 The most important piece is the start date and time.  The "duration" can be your best estimate; your meeting will not be terminated at the end of whatever time period you enter.

If you choose the "recurring meeting" option, the meeting is essentially "on" all the time, so you can reconvene whenever you like.  This could be useful if, for example, you want to set up a meeting for a class that meets several times a semester, and you don't want to create a new event for each and every class session.

If you choose "enable join before host", your participants will be able to enter the meeting without your presence.  Otherwise, with this boxed left unchecked, participants will be placed into a "waiting room" and shown a message that says the meeting will begin once the host arrives.

 If you move to the "Meetings" menu, you'll see the number for your "Personal Meeting ID (PMI)."

This is a 10-digit number unique to your account that can be used as many times as you like.  If you check the box beneath it, all instant meetings you start will use this same number.  This is handy if you want people to be able to always find you in the same "place" without having to send them a new conference ID number every time you meet.  If you choose to leave the box un-checked, every new meeting will be assigned a unique ID number.

If you've scheduled any meetings, they will be listed in addition to your Personal Meeting (which is perpetual).

In the "Schedule" menu, you'll find the option to schedule a meeting through Google Calendar or MS Outlook.  The event will be added to your calendar and you'll be provided with a pre-worded invitation to send to your participants, explaining how to join the meeting.

With the "Contacts" menu, you'll be presented with a list of your Google contacts.  Click on a contact to send them an Instant Message inviting them to your Zoom meeting.