How to Schedule a Zoom Meeting
Learn how to schedule a Zoom meeting step by step — from setting the topic, date, and duration to configuring security, AI features, and video settings.
Steps
- Open whiteboard templates selection modal — Once all fields are set, click Save at the bottom of the page.
- Review recurring series and invitation settings — Meeting Chat: Enable to let users access meeting chats before and after the meeting.
Video: Set Host and Participant camera default to On or Off.
Options: Click Show to reveal additional advanced settings.
Interpretation: Optionally check to enable sign language interpretation and assign interpreters.
- Enable weekly recurring meeting series — Zoom AI: Enable to auto-start AI features.
Meeting Questions: Enable and pick who can ask (e.g., all participants from join time).
Meeting Summary: Enable and pick who receives it (e.g., host only).
Summary Template: Choose a template (e.g., "General").
Workflow: Optionally attach a workflow.
My Notes: Enable transcription and choose access — org only or all participants.
- Enter full meeting details and invitees — Invitees: Enter names or email addresses of participants.
Template: Optionally select a saved meeting template.
Whiteboard/Docs: Click to add a whiteboard or document if needed.
Passcode: Keep enabled (auto-generated, editable). Required to join.
Waiting Room: Optionally enable so only admitted users can join.
Encryption: Choose Enhanced (default) or End-to-end.
- Configure basic meeting schedule details — Under When, click the date field and select the date of your meeting using the calendar picker.
Under Duration, select the number of hours and minutes the meeting will last using the dropdown menus.
Under Time Zone, check that the correct time zone is selected from the dropdown (e.g., "(GMT+5:30) India"). Adjust it if you or your invitees are in a different region.
- Wait for scheduling layout to initialize — In the Topic field, type a name for your meeting. Click + Add Description if you want to include agenda details or notes for participants.
- Navigate from dashboard to scheduling area — On the Meetings page, click the Schedule a Meeting button in the top-right corner. This opens the meeting setup form.
- Review Zoom dashboard meetings overview — In the left-hand navigation bar of the Zoom web portal, click Meetings.
