Meetings and Webinars Scheduling

Scheduling Meetings

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.

See the Scheduling meetings help article or the How to schedule a meeting video for more information.

Scheduling Recurring Meetings

Zoom allows you to schedule meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. You can also set a recurring meeting to be used at any time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started.

See the Scheduling Recurring Meetings help article for more information.

Meetings versus Webinars

The Meeting and Webinar platforms offer similar features and functionality but have some key differences.

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance.

Webinars are designed so that the host and any designated panelists can share their video, audio and screen. Webinars allow view-only attendees. They have the ability to interact via Q&A, Chat, and answering polling questions. The host can also unmute the attendees. Attendees in webinars, can not rename themselves as well.

See the Meetings versus webinars help article for a feature comparison chart.

Requesting and Converting a Zoom Meeting into a Webinar

To use UND’s Zoom web collaboration platform to host 500 or 1,000 seat webinars, faculty and staff can request a “webinar” license from the UND Zoom administrators.

Webinars differ from meetings in the following ways:

Host can assign up to 50 video panelists
Host must specifically turn on audio/video for attendees
Attendees cannot share their screens
No breakout rooms
Question & Answer (Q&A) tool

For more, review the feature comparison.

Webinar attendees receive video and audio content by default but cannot share their video or audio unless the host promotes them to “Panelist”, for more see the Zoom Help Center’s Promote Attendee.

UND Zoom administrators may not be able to apply the webinar license to your account until the day of your event. If this is the case, you are able to create a meeting and send out the meeting invitations ahead of time to your participants. When your webinar license gets applied, you are able to convert your meeting to a webinar.

Managing Meeting and Webinar Registration

Hosts of meetings and webinars with registration can view and manage their registrants before the session is scheduled to start, allowing them ensure unwanted guests are not allowed in and to prepare for the audience that will be awaiting them. They can approve or deny registrants when using manual approval, or even resend confirmation emails.

See the Managing meeting and webinar registration help article for more information.

Converting Meetings and Webinars

The meeting and webinar platforms offer similar features and functionality but have some key differences. Meetings are designed to be a collaborative event where all parties can see, hear, and share with each other, whereas webinars are designed so that the host and designated panelists can share and view-only attendees can watch the presentation. Compare meeting and webinar features side by side.

If you have scheduled an event as a meeting or webinar that would be better suited as the other, you can request a Webinar License from the UND Zoom administrators.

Note: Due to the limited number of "webinar" licenses available, UND Zoom administrators must consider requests on a case-by-case basis. Submit your request at least 48 hours in advance.

Recovering a Deleted Meeting or Webinar

You can recover deleted meetings for up to one week after it was deleted. If you recover a meeting or webinar, invitations, links, and meeting/webinar IDs sent prior to deletion will still work.

Meetings or webinars permanently deleted from the trash can cannot be recovered.

See Recovering a deleted meeting or webinar for instructions.

Allow Participants to Join Before Host

The allow participants to join before host feature permits attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you select this option, then the participants can join the meeting before the host joins or without the host. This can be enabled to allow participants to join anytime before the scheduled start time, or just 5, 10, or 15 minutes before the scheduled start time.

If you do not select join before host, the participants will see a pop up dialog that says "The meeting is waiting for the host to join." If you are the host, there is a login button to login and start the meeting as the host.

See the Allow Participants to Join Before Host help article for additional information.

Using Personal Meeting ID (PMI)

Your Personal Meeting Room is a virtual meeting room permanently reserved for you that you can access with your Personal Meeting ID (PMI) or personal link, if applicable. You can start instant meetings with your PMI, or you can schedule a meeting that uses your PMI.

Your Personal Meeting Room is ideal for use with people you meet with regularly. However, because it is always accessible with the same Meeting ID and personal link, it should not be used for back-to-back meetings or people you do not meet with regularly. Once a participant has the link to your PMI, they can join it at any time the meeting is in use, unless you lock the meeting or use the Waiting Room feature to admit participants individually.

See the Using Personal Meeting ID (PMI) help article for more information.

Update A Scheduled Meeting

Anytime you schedule a meeting, a Meeting ID is generated. If you export the meeting to your your calendar, the join instructions are automatically pasted to the calendar invitation.

You can edit or add to the pre-populated invitation text that is in your calendar invite to match your needs, such as providing more information, or a link to your privacy policy.

Note: Any edits to a meeting that is currently in progress will not take effect. The meeting must be ended and restarted for the changes to take effect.

See the How do I update a scheduled meeting? help article for more information.

Alternative Host

When scheduling a meeting, the host can designate another Licensed user on the same account to be the alternative host. The alternative host can start the meeting on the host's behalf. This user will receive an email notifying them that they've been added as an alternative host, with a link to start the meeting. If this email notification is disabled in the Zoom web portal, the alternative host will not receive an email to start the meeting.

Note: If you're not sure that alternative host is right role for you, learn about roles in a meeting.

See the Alternative Host help article for information on designating an alternative host and limitations.

Scheduling Privilege (Schedule on Behalf of Another Person)

Scheduling privilege is designed for a user or an executive admin to:

You can assign or delegate a user or multiple users in your account to schedule meetings on your behalf.
You can also schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. If both users have a webinar license, they can also schedule webinars for you.
You and the assigned scheduler must have a UND Zoom account.
Users with Scheduling Privilege on your account will be able to manage and act as an alternative host for all meetings.

See the Scheduling Privilege help article for more information.

Setting up Registration for a Meeting

Scheduling a meeting that requires registration will allow participants register with their e-mail, name, other questions, and custom questions, allowing you to capture more information about your attendees. Once this is scheduled, you can manage your registrants, resend confirmation emails, and can also generate meeting registration reports if you want to download a list of people that registered.

See the Setting up Registration for a Meeting help article for more information.

Polling for Meetings

The polling feature for meetings allows you to create single choice or multiple choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

See the Polling for Meetings help article or watch the How to Use Zoom Polls video for more information.

Advanced Polling and Quizzing for Meetings

The polling feature for meetings allows you to create single choice or multiple choice polling questions, while advanced polling add matching, ranked choice, short answer, and long answer options. You can also set correct answers to have the poll function as a quiz.

You will be able to launch the poll during your meeting and gather the responses from your participants. Full details of the poll results, such as each participant's answers and submission times, are contained in the polling reports, which are available after the meeting by default, but can also be made available during the live session. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

See the Advanced Polling and Quizzing for Meetings help article more information.