Scheduling Zoom Meetings
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Scheduling Zoom Meetings

You must be signed in to your Zoom account to add or delete a scheduled meeting.

  1. Click the Zoom button in DTA, to display the Zoom panel.
  2. If you are not already signed in to your Zoom account, click Sign in and enter your details.

Schedule a new Zoom Meeting

To create a new scheduled meeting:

  1. Click the Schedule a meeting  button to display the meeting options.

  1. Enter a topic for the meeting. (Mandatory)
  2. Use the calendar and clock to set the meeting start and end times.
    (See Setting the Date and Time for Zoom Meetings)
  3. Add a meeting agenda. (Optional)
  4. Click Meeting Settings and choose the options required for this meeting.
    (See Meeting Settings)
  5. Click Schedule when done.
  6. The meeting will then appear in the list of upcoming meetings.

Setting the Date and Time for Zoom Meetings

The calendar and clock are used to select the Zoom meeting start and end date and time.

Meetings can be scheduled to start on the hour, or at 15 minute intervals after the hour.

  

Select the date in the calendar, and then the hour from the twenty-four hour display, and then choose the quarterly interval for the minutes.

Meeting Settings

Meeting Option

Description

Recurring meeting

Select when the meeting should recur: Daily / Weekly / Fortnightly / Monthly / Quarterly

Select when the meeting should stop recurring

Set custom password

Enter a custom password for this meeting.

Enable waiting room / Join before host

Places meeting attendees into a meeting room prior to the host joining, or allows meeting attendees to join the meeting before the host joins.

Scheduled Meeting Buttons

Button

Description

Delete meeting.

Copy the meeting invite to the clipboard.

Recurring meeting.

View a Scheduled Meeting

The Zoom panel displays the next two scheduled meetings. If there are more than two scheduled meetings, the Show all meetings button will be displayed.

To view a scheduled meeting:

  1. Click on one of the upcoming meetings to select it, or

  1. Click Show all meetings to display any additional meetings that have been scheduled, and then select the required meeting.

Sharing a Zoom Meeting Invitation

To share a Zoom meeting invitation:

  1. Click on one of the upcoming meetings, or click Show all meetings to display any additional meetings that have been scheduled.

 

  1. Click the Copy Invitation  button, to copy the meeting link to your clipboard.
  2. The copied link can then be pasted into an email, or text message.

Join a Scheduled Meeting as the Meeting Host

There are two ways that a meeting host can join a scheduled meeting.

  1. Click the Start button when the meeting notification appear. The notification is displayed at the time the meeting is scheduled to start.

  1. Or, click on the required meeting in the list of scheduled meetings.

  1. Click the Start button.

Delete a Scheduled Meeting

To delete a scheduled meeting:

  1. Click on the meeting that you want to delete in the Upcoming Meetings panel, or click Show all meetings to display other scheduled meetings.
  2. Click the delete meeting  button.

When prompted:

 or 

  1. Click the Delete button to confirm deletion of a single non-recurring meeting, or
  2. Click the Delete All button to confirm the deletion of all recurring meetings.

Note: Zoom does not provide the option to delete single instances of recurring meetings, all meeting instances will be deleted.

Zoom Meeting Notifications

Meeting hosts are alerted by a notification in DTA, at fifteen minutes, and five minutes before the start of a Zoom meeting.

 

If a meeting host is already participating in a meeting, and another meeting is scheduled to start, the host is asked to confirm if they want to leave the existing meeting to join the new meeting.