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Depending on the level of security required for your meeting, you can either a Force sign in with a Zoom account e. Please note that if you are using a recurring meeting, this changes the setting for all the meetings using this link. If you require an external participant to host a meeting or webinar then you will need to register them with an Imperial College account, as highlighted on our Accessing Zoom webpage. Waiting rooms can be used to manage your participants in Zoom, ensuring only those that you wish are allowed to attend a meeting.

Participants can be moved from the waiting room into the meeting by using the Manage Participants option. Participants can be invited on mass by selecting Admit all , or individually by selecting each name in the queue. If waiting rooms are not enabled, all participants will automatically be admitted to the meeting.

Visit the Zoom web pages for further guidance on using waiting rooms. Whilst in a Zoom meeting you can share any content from your computer or device with participants. Select the Share Screen icon in the meeting options at the bottom of the screen. Select the screen you want to share. You can also choose an individual application that is already open on your computer.

Choose a particular window to share and select Share. Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, select Exit Full Screen in the top-right corner or press the Esc key. Please note that by default only meeting hosts or co-hosts can share content. For more information, including sharing via a Mac device, can be found on the Zoom support pages.

Whilst in a Zoom meeting you can manage the participants attending the meeting. Select the Participants icon in the meeting options at the bottom of the screen to display the participants list. Hover over a participant and select More to bring up the following options:. Visit the Zoom support webpages more information on managing participants in a meeting. There is no limitation on the number of co-hosts you can have in a meeting.

Please note that co-hosts are unable to start a meeting on behalf of the host. A co-host can perform the following tasks:. To designate co-hosts during a meeting:. To remove a co-host, follow steps above and select Withdraw Co-host Permission. For more information on the co-host controls please read the Zoom guidance web pages. Alternative Hosts provide individuals with the ability to start a meeting on the host’s behalf.

If an alternative host starts a meeting, they will receive the same privileges as the original host. If the host already started the meeting, the alternative host will join as a co-host. Alternative hosts can be designated when scheduling or editing a meeting see above for scheduling meeting instructions :. When you add an alter n ative host to a mee tin g, they will receive an email confirming that they have been added as an alternative host.

This email will also provide a calendar link that can be saved and a link to start the meeting. Please note that any meeting you have been added to as an alternative host will not appear in your upcoming meetings in Zoom; therefore it is recommended that you add the meeting to your calendar manually when the email confirming you as an alternative host is received. Participants must be informed that they are being recorded and recordings must be managed in a manner compliant with GDPR.

The following steps should occur:. Ed-Tech and a select number of administrative staff have access to meeting recording data for all Zoom meetings to be able to assist staff with their Zoom usage in Panopto.

Staff who have extra Panopto privileges should only be accessing sessions relevant to their area and when they have permission to do so.

Ed-Tech and a select number of administrative staff have access to meeting usage data for all Zoom meetings to be able to generate attendance reports and assist staff with their Zoom usage.

Please be aware that meeting participants are viewable to these other members of the college. Staff who have extra Zoom privileges should only be accessing sessions relevant to their area and when they have permission to do so. You are unable to change your Zoom display name permanently. Your name will appear in Zoom as it appears in other centrally supported s ervices such as Office If your name needs updating across all College systems then you will need to contact either Registry if a student or HR if a staff member.

I t is possible for meeting hosts to allow participants to rename themselves on a per meeting basis. If this is not enabled by the Scheduler then it will not be possible for a participant to rename themselves in a meeting. To enable participants to change their display name in a meeting the meeting scheduler will need to complete the steps below :. If the meeting scheduler has allowed it, you can change your display name in a Zoom meeting.

Follow the steps below to change your name after entering a Zoom meeting. Please note that if you are unable to rename whilst in a meeting, then this is due to the feature not being enabled by the meeting host.

Zoom offers multiple ways to schedule meetings. Desktop Client Zoom app 1. Input the meeting details and select Save at the bottom of the screen. You can then copy the URL or add to your calendar to share with participants. Recurring meeting Zoom allows you to schedule meetings with multiple occurrences so that each occurrence uses the same meeting ID and settings.

Enter the meeting Topic , Start time and Duration. Select the Recurring meeting check box. Select Save to open the calendar you have selected and set up your recurring meeting. Via the Web Portal Sign in to the Zoom web portal. In the navigation menu, select Meetings. Select Schedule a Meeting. Below the Time Zone option, make sure the Recurring meeting option is checked. Edit the recurrence. This includes the number of times the meeting occurs and how often it occurs.

Scheduling privileges You can assign or delegate a user or multiple users in your account to schedule meetings on your behalf. Set up scheduling privileges. Another way to share the meeting invitation is to go to the Meetings tab and select the meeting you’ve just scheduled. Topic: By default, Zoom will set the topic as [Your Name]’s Zoom Meeting, but you can change it to more accurately describe what will be discussed.

Is it a catchup between friends? A weekly progress meeting with your team? Choose something descriptive so that coordinating calendar reminders will let attendees know the general subject of the meeting at a glance. Click the box next to Recurring meeting for Zoom meetings that happen at a similar time and date every week. Note that Zoom meetings are created in your time zone, and for anyone that adds the meeting to their calendar the time will automatically be adjusted to their time zone.

Zoom notes that your Personal Meeting ID is a virtual meeting room that’s always resolved for you. It’s ideal for people you meet with regularly, once someone has a link to your Personal Meeting ID they can join any time the meeting is being used. Passcode: This security setting helps to ensure that only intended guests can access your meeting. Zoom will automatically generate a passcode of random numbers or letters, but you can change it to something that’s easier to remember.

Waiting Room: Another security setting, this one requires the host to admit users one by one to the meeting. Video: Select on or off for the host and participants to determine whether or not their video feed will be turned on when joining. If you choose on, the host and participants can still choose to turn off their video feed, and vice versa. Advanced Options: Pretty self-explanatory, advanced options will vary depending on the type of Zoom account you have.

They can include allowing participants to join at anytime, muting participants upon entering the meeting, and automatically recording the meeting on the local computer. More Button Icon Circle with three horizontal dots. It indicates a way to see more nav menu items inside the site menu by triggering the side menu to open and close.

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Twitter LinkedIn icon The word “in”. LinkedIn Fliboard icon A stylized letter F. Flipboard Link icon An image of a chain link. It symobilizes a website link url. Copy Link. You can schedule a Zoom meeting on the website, desktop app, or mobile app. As you set up your Zoom meeting, you can customize the time, date, topic, and privacy settings. Once scheduled, you can share the meeting invite via text, email, and more.



How to Schedule a Zoom Meeting and Set It up in Advance

Schedule on behalf of another user. On the next page, you have the option to add the meeting to your Google Calendar, Outlook Calendar, or Yahoo Calendar. Schedule a meeting in the Zoom app, using the steps listed above.