This provides basic instructions for scheduling a Zoom conference to take place at a later time and for adding the conference to Google calendar.
Problem
Staff and other members occasionally want to schedule Zoom conferences to occur at a later date, to invite others to the conferences, and/or to include the conference on the ProgCode calendar.
STEP-BY-STEP INSTRUCTIONS:
1. Open your Zoom program (make sure that you're signed in on a paid Zoom account, if the meeting length is more than 40 minutes).
2. Select "Schedule" from the Zoom menu.
A scheduler window will open (next step)
3. Select meeting settings from the Scheduler window.
Topic: You can replace the default topic to one of your choice.
Start: Select a date and time for your meeting. Note that Zoom will use the time zone on your computer.
Duration: Choose the meeting length. This will show when saved to a calendar and in Zoom invites, but the meeting will not end at the expiration of the chosen length.
Time Zone: Zoom uses your computer's time zone by default, but you can change to a different time zone here.
Recurring meeting: By selecting this, the meeting ID (Zoom conference link) will remain the same for each session.
Host Video: Choose if you would like the host video on or off when joining the meeting. Host can start or stop host's video after joining.
Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Participants can start or stop their videos after joining.
Audio Options: Choose whether to allow users to call in via Telephone Only , VOIP Only (computer audio), both, or 3rd Party Audio (if enabled for your account).
Require Meeting Password: Choose only if you want to require participants to enter a password before joining the meeting.
Calendar: For ProgCode meetings, select "Google", so that you can edit the meeting later from the admin@progcode.org account.
When you're done, select "Schedule" at the bottom of the Scheduler window.
4. Once you've clicked "Schedule", Zoom will open your browser to whatever calendar you chose on the Scheduler (usually Google).
Zoom will prompt you to log in. Select the admin@progcode.org account. If you're signed in on a different gmail account, Zoom will post the meeting to the calendar for that account.
5. Zoom will prompt you to authorize Zoom to access the ProgCode admin Google Calendar. Select "Allow".
6. Zoom will open your calendar and show details about the meeting, including the video link, which you may copy and share with anyone. You may edit "Event details" (including some selections made in the Scheduler window in Step 3 above) and "Guests" (more in the next step). You may grant guest participants permissions under "Guests can".
7. You can add guest participants individually by typing their e-mail addresses in "Add guests". You'll have the option of sending them an e-mail in the next steps.
8. If you've saved e-mails as groups in Google Contacts, you can add groups by typing the group name in "Add guests".
9. When you're satisfied with the Details and Guests information, select "Save" in the upper-right of the display. Zoom will ask "Would you like to send invitations to guests?"
10. If you elect to send invitations, Zoom will let you know whether listed guests' e-mail addresses are outside of the "progcode.org" account. Invite them by selecting "Invite External Guests", or select "Continue Editing" if you'd like to remove them or invite others.
11. When your final selection is made in Step 10 (above), the event will appear in your calendar.
12. You can edit the event by selecting it in the Calendar and then selecting the pencil icon to open the event. If you edit the event and save the edit, you'll be asked whether to update the invitations to guests.
Scheduling A Zoom Meeting
Description
This provides basic instructions for scheduling a Zoom conference to take place at a later time and for adding the conference to Google calendar.
Problem
Staff and other members occasionally want to schedule Zoom conferences to occur at a later date, to invite others to the conferences, and/or to include the conference on the ProgCode calendar.
STEP-BY-STEP INSTRUCTIONS:
1. Open your Zoom program (make sure that you're signed in on a paid Zoom account, if the meeting length is more than 40 minutes).
2. Select "Schedule" from the Zoom menu.
A scheduler window will open (next step)
3. Select meeting settings from the Scheduler window.
When you're done, select "Schedule" at the bottom of the Scheduler window.
4. Once you've clicked "Schedule", Zoom will open your browser to whatever calendar you chose on the Scheduler (usually Google). Zoom will prompt you to log in. Select the admin@progcode.org account. If you're signed in on a different gmail account, Zoom will post the meeting to the calendar for that account.
5. Zoom will prompt you to authorize Zoom to access the ProgCode admin Google Calendar. Select "Allow".
6. Zoom will open your calendar and show details about the meeting, including the video link, which you may copy and share with anyone. You may edit "Event details" (including some selections made in the Scheduler window in Step 3 above) and "Guests" (more in the next step). You may grant guest participants permissions under "Guests can".
7. You can add guest participants individually by typing their e-mail addresses in "Add guests". You'll have the option of sending them an e-mail in the next steps.
8. If you've saved e-mails as groups in Google Contacts, you can add groups by typing the group name in "Add guests".
9. When you're satisfied with the Details and Guests information, select "Save" in the upper-right of the display. Zoom will ask "Would you like to send invitations to guests?"
10. If you elect to send invitations, Zoom will let you know whether listed guests' e-mail addresses are outside of the "progcode.org" account. Invite them by selecting "Invite External Guests", or select "Continue Editing" if you'd like to remove them or invite others.
11. When your final selection is made in Step 10 (above), the event will appear in your calendar.
12. You can edit the event by selecting it in the Calendar and then selecting the pencil icon to open the event. If you edit the event and save the edit, you'll be asked whether to update the invitations to guests.
Optional Information
Reference link(s)
Instructions on the Zoom website.