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Join a Zoom Meeting from a Zoom Room | IT@Cornell.Hosting online meeting with Zoom | OCIO
You have the option of saving the recurring meeting schedule as part of the template if you plan to have recurring meetings. Note: When you save meeting templates, the time and date of the meeting as well as any host settings are not being saved. In order to create a meeting with similar settings for the future, you can choose that template when you want to create meetings in the future.
There are 40 preset meeting templates that you can choose from. First, you need to create a meeting template by configuring the meeting to suit your needs and saving it. You can do this by doing the following:. Depending on how many meeting templates you have saved, you may be able to view or delete them on the Meeting Templates tab. Each meeting template can hold up to 40 attendees. When — Select a date and start time for your meeting.
Duration — Estimate how long you think the meeting is going to take. Recurring Optional — Check this box if you plan on setting up a recurring meeting. More options will appear for you to set up the recurrence pattern. Registration Optional — Check the Required box if you want attendees to register for the meeting.
More information can be found in the section below about using the Registration feature. Passcode Required — Zoom will automatically generate a passcode for your meeting, but you can change it. The host can determine who is allowed to enter using the Participants Panel. Require authentication to join - Checking this box means that participants will only be able to join the meeting if they are logged in to a Zoom account.
Users who are not logged in to the specified accounts will be excluded from the meeting. Note: The "Authentication Exception" feature can be used to specifically invite one or more non-Tufts users e. For more information, see the "Using Authentication Exceptions" section. Video — Determine whether you want to start the meeting with video automatically connected for the host and participants. This gives participants the option to join the meeting with audio connected either over the phone or their computer using VoIP, or Voice over Internet Protocol.
Meeting Options — The following options are available. Allow participants to join early — This allows participants to join the meeting before the host does. Participants will be able to unmute themselves at any time. Breakout Room pre-assign - Allows the host to create breakout rooms and specify who will go in each room before the meeting. Automatically record meeting - If checked, the meeting will begin recording as soon as it starts. Some of your meeting participants might be abroad!
Alternative Hosts Optional — Designate participants to serve as alternative hosts for your meeting. Alternative hosts must have Tufts Zoom accounts. If alternative hosts join your meeting before you, they will get the Host role. If they join after you, they will be given a Co-host role. Click the Save button. A confirmation page will appear with all of your meeting info.
Using Authentication Exceptions. Using Authentication Exceptions In the scheduling form, make sure the Require authentication to join option is enabled. For each of these participants, provide their name and non-Tufts email address e.
Your authentication exceptions will now be listed in your scheduling form. Continue filling out the rest of the form. Inviting Participants via Outlook. After following the directions in the previous section to schedule a Zoom meeting, a confirmation page will appear. Click Copy the invitation. Another window will appear with a summary of the meeting information.
Click the Copy Meeting Invitation button. Open Microsoft Outlook. Open your Calendar and create a new Meeting. Paste the Zoom meeting info into the body of the meeting invite. In the Subject field, enter your meeting topic. Set the invitation date and times to match your Zoom meeting.
Click Send. The meeting will be saved to your calendar. When people accept your invitation, it will be added to their calendars as well. Using the Registration Feature. Enabling the Registration Feature When scheduling a meeting, check the box next to Required in the Registration section. Configuring Registration Options Log in to tufts.
Find your scheduled meeting in the Upcoming Meetings page and click on the meeting topic. A page will load with information about the meeting. Scroll down to the bottom of the page. There will be tabs for Registration, Email Settings, and Branding. Brief descriptions of some settings that can be configured within each of these tabs are provided below. Registration — Manage registration options, such as whether registrations are approved automatically or manually by the scheduler.
You can also determine what questions are asked in the registration form. Email Settings — Determine whether or not a confirmation email is sent to registrants when their registration is confirmed.
You can also edit the subject and some of the contents of the confirmation email. Branding — Upload banner and logo images. The banner will appear on the invitation page for your event. The logo will appear on the invitation page, registration page, and email invitation to the meeting.
Within the Registration tab, click the Edit button in the Manage Attendees section. A window will load with information about the registrants for your upcoming meeting.
In the Pending Approvals tab, check the boxes next to individual registrants. You can also select all of the Pending Approvals at once using the checkbox in the top row. Click Approve or Deny. Giving Scheduling Permissions to Someone Else. Granting scheduling permission: Log in to tufts. Click Settings in the left-hand navigation menu. Scroll down to the Schedule Privilege options, located in the Other section. Click Edit. Click Add. In the blank field that appears, type the name of the person you want to give scheduling permissions to.
Suggestions will appear from the Tufts Directory, which you can select from. Note: Do NOT check the box in the "Can manage my private events" field unless you want to give this person the ability to view the details of events that you have marked as "private" in Outlook or Google Calendar. See Zoom's Help Center for more information.
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Scheduling a Meeting.
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