Overview

When you specify that a Zoom Meeting is recurring, Zoom will create individual sessions for each occurrence to help you keep track of which meetings you have scheduled per day. While each meeting will appear as an individual session, Zoom uses the same meeting ID for each occurrence, making it easy for your invited participants to join each time.

Reasons for setting up a recurring meeting include:

• Regular course sessions for the semester

• Departmental or team meetings that occur weekly, biweekly, etc.

• Workshops offered on an ongoing basis

To set up a Zoom for appointments (e.g. office hours) please see the PDF: Create Appointment Time Blocks Using Zoom and Google Calendar Appointment Slots.

Schedule a New Recurring Meeting

12. 1. Go to https://smith.zoom.us and select Sign In. Login using your Smith credentials.

    2. Select Meetings from the menu on the left, then Schedule a Meeting.

    3. Enter the Topic (the title for the meeting). If you’d like, you can also add a Description.

    4. Select the calendar icon to open a calendar pop-up window. Move forward and backwards month by month using the arrow icons. When you reach the date for the first of your recurring meetings, select it. For faculty, we recommend the first day of your class.

    5. Set the start time for this recurring meeting. If your meeting starts on the hour or half-hour, select the hour/minute drop-down menu and pick the corresponding time (you may need to scroll down to see additional time options).

       • If your meeting starts at any other time (e.g. 11:40am or 3:15pm), type the time manually and Zoom will match your entry below the field. You must press Enter on your keyboard or select Zoom’s prompt to set the time.

    6. Select the AM/PM drop-down field to set the time as morning or afternoon.

    7. Check the box for Recurring Meeting. Additional fields will display.

    8. Adjust how often the meeting will recur. Zoom defaults to Recurrence > Daily. Select the Daily drop-down menu to see all available options.

       • For faculty setting up recurring meetings for courses, we recommend changing the recurrence to Weekly. This will allow you to select the specific days of the week on which your course is scheduled to meet.

    9. Select the calendar icon for End Date and navigate to the last day this meeting will need to occur. For faculty, we recommend selecting the day after your last scheduled class meeting.

    10. Secure your meeting with either a Passcode, Waiting Room, or Smith/Five College authentication. For additional information, see our guides for Authenticating Users.

    11. Select Show beside Options to adjust your remaining settings and add alternate hosts, if necessary. For additional information, see our guides for Breakout Rooms.

    12. Select Save to schedule the meeting. Zoom will reload the page and display a summary screen containing all the details for your recurring meeting, including the meeting link.

Add Your Recurring Meeting to Google Calendar

You can add the Zoom meeting to your Google Calendar from the meeting summary screen.

1. At the top of the summary screen, select Google Calendar. If this is your first time adding a Zoom meeting directly to Google Calendar, you will be prompted to Choose an account. Select your Smith account, or, if it is not listed, select Use another account and enter your Smith email.

2. Grant Zoom permission to access your calendar.

3. Confirm your choices.

2. The Zoom meeting will open a Google Calendar event window. Select Save at the top of the screen. The page will reload and your Zoom meeting will appear at the appropriate time and frequency on your Smith calendar.

Start a Recurring Meeting

There are three ways to start your recurring meeting.

Option One: Web Portal

1. Go to https://smith.zoom.us/meeting

2. Meetings are sorted by date. Locate the topic and hover your mouse over it. A start button will appear. Select it to start your meeting.

Option Two: Zoom Desktop App

1. Launch the Zoom desktop app. Tip: pin the Zoom app to your dock or taskbar to make it easier to find for day-to-day use.

2. Select Meetings at the top of the application.

3. Locate your meeting from the list and select start.

Option Three: Google Calendar Event

1. If you added the Zoom to your Google Calendar, select the event from your calendar to open the details. Select the Zoom link to launch your meeting.

View All Occurrences for a Recurring Meeting

For meetings that were scheduled as recurring meetings, a list of meeting occurrences is generated based on the information provided when scheduling. To view this list:

1. Locate the recurring meeting from your meeting list at https://smith.zoom.us/meeting and select the Topic name. The meeting summary page will display.

2. To view all occurrences currently scheduled, select Show All Occurrences.

3. A list of all the meeting times currently scheduled will display.

Edit Existing Date/Time for a Meeting

To update the session date and time for a specific meeting in a recurring series, first View All Occurrences for a Meeting, then proceed with the following steps:

1. To the right of the meeting occurrence you wish to edit, select Edit.

2. Enter the new date and time.

3. Select Save.

Add a New Meeting to an Existing Recurring Meeting

To add a new session to an existing recurring meeting, first View All Occurrences for a Meeting, then proceed with the following steps:

1. At the bottom of the existing meeting list, select Add another session.

2. Enter the new date and time.

3. Select Save.

Edit Meeting Settings for Recurring Meetings

For recurring meetings that are already scheduled, you can update the meeting settings for specific meeting occurrences or for the entire series. When you select Edit this Meeting on any meeting that is part of a scheduled recurring meeting, you will be prompted:

Select the option that matches the action you wish to take.