Schedule a Meeting

Schedule a Meeting via Canvas for Your Class

If you are teaching a course, we recommend that you schedule meetings via your Canvas course. Please see UW IT's Zoom App in Canvas guide for instructions.

Schedule a Meeting via Zoom Website or Client

  1. To schedule a meeting via the Zoom website:

    1. Log into your UW Zoom account.

    2. Click on Schedule Meeting at the top of the page.

  2. To schedule a meeting via the client:

    1. Open the Zoom Client and login to your UW Zoom account.

    2. Click on Schedule.

  3. Name your meeting.

  4. Set a date and time for your meeting.

    1. A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30-day period.

    2. A recurring meeting ID will expire 365 days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences. To use this option, click the checkbox for Recurring Meeting and set the recurrence to No Fixed Time. We recommend this setting instead of choosing a specific date and time if you plan to reuse this meeting URL for future meetings.

  5. Check the boxes for Passcode and/or Waiting Room.

  6. Check the box for Mute participants upon entry.

  7. If you want to restrict your meeting so that only certain people can join, check the box for Only authenticated users can join.

    1. If you only want those with UW NetID to join, choose Sign in to UW Zoom (UW NetID required).

    2. If you plan to have non-UW speakers or participants and they have Zoom accounts, choose Sign in to Zoom (UW NetID not required).

    3. If you plan to have non-UW speakers or participants and they don't have Zoom accounts, please uncheck this box so they may join.

  8. For video, choose on or off for hosts and participants depending on what you want the default to be when a host or participant joins the meeting. They can then manually turn on or off their webcams.

  9. If you want to Enable join before host, disable the Waiting Room (Step 5) or participants won't be able to join before host.

  10. Add email addresses of alternative hosts.

  11. Click Save at the bottom of the screen. After scheduling the meeting, you will be able to select a calendar to send the meeting invite to. You will also be able to send the meeting invitation to others.

Edit Existing Meeting

Edit Existing Meeting the Zoom website

  1. Click Meetings on the left sidebar.

  2. Click on your meeting name.

  3. Scroll almost all the way down and click on Edit this Meeting.

  4. Make your changes.

  5. Click Save.

Edit Existing Meeting from the Zoom client

  1. Click Meetings on the top menu

  2. Click on your meeting name on the left sidebar.

  3. Make your changes. Click on Advanced Options to reveal more setting options.

  4. Click Save.

Add Alternative Hosts

If you requested your Zoom meeting via the Streaming Request online form, you should add a member of the Learning Technologies Team as an alternative host. You can also add an alternative host if you're going to have a TA or other assistant/moderator helping you with your meeting.

You can add alternative host when you're in the process of scheduling your meeting, but you can add alternative hosts after by editing your meeting. Note that the user will need to have a Zoom Pro account, so you'll probably be entering a UW email address. If you enter a non-UW email address, you may get an error message that says the person can't be added as an alternative host.

Add alternative host from the Zoom website

  1. Click Meetings on the left sidebar.

  2. Click on your meeting name.

  3. Scroll almost all the way down and click on Edit this Meeting.

  4. Under Alternative Hosts, Enter email addresses of those you'd like added as alternative hosts.

  5. Click Save.

Add alternative host from the Zoom client

  1. Click Meetings on the top menu

  2. Click on your meeting name on the left sidebar.

  3. Click on Advanced Options.

  4. Under Alternative Hosts, Enter email addresses of those you'd like added as alternative hosts.

  5. Click Save.

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