Meetings and Webinars

Zoom allows you to schedule recurring meetings with a single meeting ID and consistent settings. These can be set to repeat daily, weekly, or monthly. You can also schedule recurring meetings with no fixed time, allowing participants to join at their convenience.

• Recurring meeting IDs remain active for 365 days after the last use.

Resource

• Scheduling a Recurring Meetings 

Once you schedule a meeting, a unique Meeting ID is generated. If you export the meeting to your calendar, Zoom automatically adds the join instructions to the invitation.

You can edit the calendar invite text to include additional details like:

• Course information
• Privacy policies
• Alternate access instructions

Note: Changes made to a meeting in progress will not apply until the meeting is ended and restarted.

Resource

• Make Changes to a Scheduled Zoom Meeting 

Zoom’s Scheduling Privilege feature allows users (such as executive assistants or team members) to schedule meetings on behalf of someone else.

• You can delegate one or more users to schedule and manage your Zoom meetings.
• You can also schedule meetings or webinars for someone who has granted you Scheduling Privilege.
• Both users must have a UND Zoom account.
• Assigned schedulers can also serve as an alternative host.

Resource

• Using Scheduling Privilege

Meetings and webinars share many core features, but they’re designed for different use cases:

• Meetings are ideal for interactive collaboration where all participants can share video, audio, and screens.
• Webinars are best for larger, presentation-style events where only hosts and panelists interact, and attendees watch in view-only mode.

If you’ve scheduled a meeting and later decide it’s better suited as a webinar, you can request a Webinar License from UND Zoom administrators.

Important Notes

• Webinar licenses are limited and approved on a case-by-case basis.
• Submit requests at least 48 hours in advance of your event.
• If the license is applied close to your event date, you can still create a meeting and send invitations in advance.
• Once the license is granted, your scheduled meeting can be converted into a webinar without needing to resend links.

Zoom allows you to join a test meeting to:

• Practice joining a session
• Test your audio and video settings

Note: If you are using the Zoom mobile app, you can still use the test meeting option to check your setup.

Join a Test Meeting

If you don’t have a microphone, speaker, or internet connection, you can join by phone using traditional teleconferencing.

This is useful if:

• Your device doesn’t support audio
• You’re on the go without smartphone access
• You can’t connect to the internet

Resource

• Joining a Zoom Meeting by Phone

The Zoom desktop client includes a feature that allows users to join or monitor multiple meetings or webinars simultaneously. This is especially useful for support staff who need to keep track of several sessions at once.

To enable this feature:

• Use the join URL or visit zoom.us/join and enter the meeting ID
• Note: The Join button in the Zoom app will only work for the first meeting

Resource

• Joining Different Meetings Simultaneously 

Participants who are unable to install Zoom can join a meeting or webinar using the Zoom web client on their desktop web browser. The Zoom web client offers limited functionality.

When clicking a meeting link, select Join from your browser (this option may appear after canceling the download prompt). Participants will be prompted to enter their name and then be able to join the meeting.

Resource

• Enabling or Disabling Show a "Join From Your Browser" Link 

Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings—except for settings that an administrator has locked for all users in the account or for all members of a specific group.

Resources

• Scheduling Meetings
• Schedule a Meeting from the Web or Desktop video 

For meetings or webinars that require registration, hosts can view and manage registrants before the session begins. This allows you to:

• Approve or deny registrants 
• Monitor participant interests
• Resend confirmation emails
• Block unwanted attendees

Resource

• Managing Meeting and Webinar Registration

This option lets participants join a meeting before the host arrives. You can set this to:

• Allow entry anytime
• Allow entry 5, 10, or 15 minutes before the scheduled start time

If you do not select "Join Before Host," participants will see this message: “The meeting is waiting for the host to join.” If you're the host, you’ll see a login prompt to start the meeting.

Resource

• Allowing Participants to Join Before Host

When scheduling a meeting, you can assign another licensed UND Zoom user as an Alternative Host. This user can:

• Start the meeting on your behalf
• Manage participants as co-host

An email notification is sent to this user notifying them that they've been added as an alternative host, with a link to start the meeting—unless this notification is disabled in your settings.

Note: If you're not sure that "alternative host" is the right role for you, review Zoom's roles in a meeting.

As a host or co-host, you can manage participants' audio settings to reduce distractions:

• Mute/unmute individuals or all participants
• Prevent participants from unmuting themselves
• Use “Ask All to Unmute” to prompt users
• Enable “Request Permission to Unmute” at scheduling, which will prompt the participants for pre-approval to be unmuted by the host

Note: Due to privacy and security reasons, Zoom does not allow hosts to unmute participants without consent.

Resource

• Muting and Unmuting Participants in a Meeting

Pin Video

• Pin video allows the host to disable active speaker view and only view up to 9 specific speakers.
• Participants can choose to pin one video on their end.
• Pinning a video does not affect cloud recordings. Only the host's view and layout will be recorded.  

Resource

• Pinning Participants' Videos 

Spotlight Video

The host can highlight up to 9 participants as the active speakers for everyone in the session. This feature is often used to spotlight a keynote speaker.

Zoom provides a variety of tools to encourage participant interaction:

• Polls
• Reactions
• Chat
• Breakout rooms
• Whiteboards (if enabled)

Hosts can use these tools to enhance student or audience engagement during their session.

With UND's Zoom Enterprise license, you can host up to two meetings simultaneously. However:

• Both meetings must be started by the original host
• Alternative hosts cannot start the second meeting
• The host may transfer hosting privileges and leave a meeting to begin another

Resource

• Hosting Multiple Meetings Simultaneously