Zoom - Scheduling on Behalf of Others



Zoom Schedule on Behalf of Others

This document is for information on how to utilize the Zoom Platform to schedule Zoom Meetings on others behalf.
**note: To provide another user access for scheduling in your Outlook Calendar, you need to follow these instructions.

Every user has the ability to share with others access to schedule on their behalf. Those wishing to schedule for someone else, may not update settings to do so themselves. The user sharing their Zoom Meeting abilities must be the one to update their profile settings in the Web Portal.

Assigning Scheduling Privileges


Navigate to the Profile Setting page of your account

https://princeton.zoom.us/profile/setting


and scroll down to the bottom of the page, under the section titled Other -> Schedule Privilege

From here, you can click the + button beside “Assign scheduling privilege to” and add the user that you wish to give rights to for scheduling on your behalf.

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Click the Assign button.

*Note the selected users being assigned scheduling privileges should log out and then back into Zoom to see the updates on their account.


Scheduling On Behalf of Others

Once the user has been assigned Scheduling privileges, there are three ways to schedule for others.

Zoom Web Portal

The user can navigate to their web portal to schedule a meeting:
https://princeton.zoom.us/meeting/schedule
The user can then see the option to select themselves or the other users that have assigned them scheduling privileges.

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Simply, select the user and complete the settings for the meeting and initiate the setup by clicking Save.

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Zoom Desktop Client


The user can use the Zoom Desktop Client to schedule a meeting on behalf of the other user.
Open the Zoom Client and navigate to the home tab.

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Click on the Schedule button to open the scheduling section

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This will open the settings window for scheduling a Zoom meeting.
From here, you will now see the Schedule For section and you can select either yourself or those that have assigned you scheduling privileges.

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From this point, you can set the meeting settings as you wish using the provided options available.

*Note when selecting for the other user(s), it will import the profile settings for that individual so some options may vary from your own settings.


Zoom Outlook Add-In


Within Outlook, the user can create a calendar Invite to setup a Zoom meeting on the behalf of the user that has assigned them the scheduling privileges.

Note this does not schedule from their Outlook calendar, unless access through outlook has already been granted for that same user. The user must also have the Outlook Add-In Enabled

Simply open a new event/appointment within the Outlook Calendar.
Then input the details of the meeting (title, time, etc). Once that has been completed, on the top right hand side of the ribbon bar, select the Zoom Add-In Icon

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If the user has not logged in yet for the Zoom Outlook Add-In, see this help page: How to Setup the Zoom Outlook Add-In.

Once the user is logged in to the Zoom Outlook Add-In, you can choose to select the Gear Wheel Settings which will open a new side window with the details of your meeting to be scheduled.
From here the user can choose who they are scheduling for (Myself, or the others that have assigned them scheduling privileges).

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Once that is chosen and the details of the meeting set, the user can complete the schedule by clicking the Add Zoom Meeting which will place it into the Outlook Calendar invite.

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