Scheduling a Zoom Meeting Solution

 

Zoom Account Passwords – permission will be granted to you through LastPass– PLEASE DO NOT SHARE WITH HOST

 

1. Referencing the ticket, confirm the following details for the meeting:

                a. Title

                b. Date

                c. Time and Time Zone

                d. Duration

                e. Recurrence

 

2. If the requester/host asks about any additional features for the meeting such as: mute on entry, recording, polls, breakout rooms, etc.  Please address these and make sure you know how they want them configured

**NOTE: If you are running Zoom Support and set a timer on the Breakout Rooms in Zoom, you CANNOT extend that time once the Breakout Rooms are going. Everyone will be brought back into the Main Room, and you will have to resend them to their Breakout Rooms.

 

3. Begin searching the meeting schedules of the zoom accounts to find one with an opening for the designated time slot.  Always allow for a 30 minute buffer before or after the meeting times you are scheduling. 


4. Once you've picked the account, schedule the meeting.

                a. Enter the title and put the duration in parenthesis at the end.

                b. In the description field, enter the name of the requester/host.

                c. Enter the date and start time followed by the duration and time zone.

               

d. If necessary configure the recurrence and any requested features or settings.

                e. Finally, save the meeting and copy the invitation.

 

5. Before replying to the ticket. Browse to the Profile page of the zoom account and take note of the host key.

 

6. Reply to the ticket using the “Zoom Meeting Invite Reply” canned response.

                a. Delete the ###### and enter the host key zoom account.

                b. Delete the meeting invite place holder and paste in the meeting invite.

 

CANNED RESPONSE

 

I created your zoom meeting.  The meeting can be started without a host.  Please use host key: ###### to claim host after you've joined.  This step is optional and only necessary if you want greater control over the meeting.

 

The image below outlines the procedure.

 

 

 

Here is the invite information you can send to participants in your Outlook invite:

 

<PLACE MEETING INVITE HERE>

 

ALTERNATIVE CANNED RESPONSE: If meeting is under 30 minutes

This meeting sounds like a great fit to be scheduled on a personal Zoom Free account.  Zoom Free allows you to easily host a half hour call with up to 100 participants (time limit is 40 minutes).  Set up a Zoom Free account if you don’t already have one.  It’s pretty intuitive, but here’s an under 10 minute training with tips on how to use your account.

 

Setting it up this way allows you to have full control over scheduling and  host privileges, and also keeps the paid Zoom Pro lines free for longer calls.


If you still feel that your call needs a Zoom Pro line, please respond and we will work to get your call scheduled.


Zoom Protocols (Internal)

After Zoom meeting set up:

Please confirm the following has been set up:

☐ The details from the request match.

☐ There are no duplicate meetings happening in the same zoom account.

☐ A note in the invitation email to the requester that this information has been checked.

☐ A note to the host advising they should check in at least 15 minutes before the meeting to confirm everything is working on their end. This will give Admin time to adjust as necessary.