[Zoom] How to set up a convenient schedule function for holding regular meetings

[Zoom] How to set up a convenient schedule function for holding regular meetings
Notes
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*Zoom and services that include the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings of 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

If you want to hold meetings repeatedly using the same meeting ID, such as regular company meetings or school classes, setting regular meetings is convenient.

Here, we explain how to set up a regular meeting with Zoom.

It also covers how to edit/delete the schedule and how to notify the meeting, so if you are planning to hold a regular meeting, please refer to it.

How to create a recurring meeting in Zoom

How to create a recurring meeting in Zoom

In Zoom’s recurring meeting Zoom webinar window smaller, other options will move to [ Details ]. There are also new settings, you can specify details such as the repeat frequency of the meeting and the date of the final meeting.

First, let’s take a closer look at how to create a recurring meeting on your computer, smartphone, or tablet.

How to create a regular meeting (1): Settings from the portal site

The procedure for creating a recurring meeting from the portal site is as follows.

  1. Access the Zoom website (https://zoom.us/) and log in
  2. Click “Meetings” from the menu on the left side of the screen
  3. Click “Schedule a Meeting”
  4. Set the meeting title, date and time
  5. Check “Regular meeting”
  6. Set re-execution date (daily/weekly/monthly/no fixed time)
  7. Set repeat interval
  8. Set period end date (deadline or total number of meetings)
  9. Click “Save”
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When accessing the portal site and creating a regular meeting, the operation of a PC and a smartphone/tablet will be the same.

How to create a regular meeting ②: Settings from the Zoom app

The procedure for creating a recurring meeting from Zoom’s desktop application / mobile application is as follows.

  1. Launch the Zoom app and click “Schedule”
  2. Set the meeting title, date and time
  3. Check “Recurring Meetings”
  4. Select a calendar to link
  5. Click “Save”
  6. Set recurring meeting details on the calendar side
  7. Click “Save”

When scheduling a meeting in the Zoom app, selecting a recurring meeting will prompt you to ‘Be sure to check the recurrence or recurrence in the calendar invite’.

You can use “Outlook“, “Google Calendar”, and “Other Calendars”, so select the service you want to link with.

Also, for the mobile app, you can only set the repeat interval.

If you want to make more detailed settings, use the desktop application on your computer.

How to create a recurring meeting ③: Setting from the calendar

It is also possible to schedule meetings from a linked calendar service without using Zoom.

As an example, I will explain how to create a recurring meeting using Google Calendar.

If you want to create a recurring meeting from Google Calendar, you need to install Zoom’s Scheduler Chrome extension in advance.

  1. Launch Google Calendar and create a new event
  2. Click “Don’t repeat” to set the appropriate repeat
  3. Click “More Options”
  4. Click “Make it a Zoom Meeting”
  5. Click “Save”

Settings for Editing/Deleting Zoom Meeting Schedules

Settings for Editing

The operation to edit the schedule registered as a regular meeting is as follows.

  1. Access the Zoom website (https://zoom.us/) and log in
  2. Click “Meetings” from the menu on the left side of the screen
  3. Hover over the meeting you want to edit from the list
  4. Click “Edit”
  5. Click “Edit this event” (or “Edit all events” to edit the entire event)
  6. Change arbitrary items such as holding time, required time, video on / off
  7. Click “Save”
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The following is the procedure for deleting part or all of a recurring meeting.

  1. Access the Zoom website (https://zoom.us/) and log in
  2. Click “Meetings” from the menu on the left side of the screen
  3. Hover over the meeting you want to edit from the list
  4. Click “Delete”
  5. Click “Delete this appointment only” (Click “Delete all appointments” if you want to delete the whole event)

To be notified of recurring meetings

To be notified of recurring meetings

Once you have set up your recurring meeting, you need to send the invite URL to the meeting participants.

Finally, let’s check the procedure for issuing an invitation URL and the precautions for regular meetings.

Issue invitation URL

There are several ways to issue an invitation URL for a Zoom meeting, but if you want to check the URL of a scheduled meeting, the following steps are smooth.

  1. Launch the Zoom app and click on the “Meetings” tab
  2. Click on Scheduled Meeting
  3. Click “Copy Invitation”
  4. Paste the copied content into an email or SNS message and send it

If you set it as a regular meeting, the URL for accessing is fixed, so it is efficient because you do not need to send an e-mail each time you have a meeting.

Precautions when using My Personal Meeting ID

Another way to fix the meeting invitation URL is to use “My Personal Meeting ID”.

My personal meeting ID is an individual meeting ID assigned to each user.

Zoom’s free license does not allow you to change your personal meeting ID, so basically you will be using the same ID forever.

In other words, any user who knows the My Personal Meeting ID can always join a meeting hosted by him/herself.

If you use your personal meeting ID for both internal meetings and external meetings, trouble may occur, such as people outside the company entering during a work meeting.

If you want to hold a regular meeting, use Zoom’s regular meeting function and avoid creating a URL with your personal meeting ID.

summary

summary

  • Zoom has a “regular meeting” function that allows you to add regularly scheduled meetings in bulk
  • It is convenient to register from the app if it is linked with Google Calendar, etc. If not, it is convenient to register from the portal site
  • Regular meetings using My Personal Meeting ID increase security risks, so careful judgment is required.
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By using Zoom, you can cut down on troublesome work and efficiently hold and notify regular meetings.

Also, if you have a paid license for the Pro plan or higher, you can use useful features such as unlimited group meetings and cloud recording.

Please contact us if you are a company or organization that is thinking of introducing Zoom as a tool for meetings and seminars.