Video Conferencing - Inviting Participants in Zoom


Introduction

Zoom is a versatile video conferencing tool that unifies cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. You can host and join Zoom video conferences from your computer, tablet, or smartphone. 

The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to invite participants to meetings in Virginia Tech Zoom.

Contents

Instructions

Inviting Participants to an Ongoing Meeting

From the Zoom Client

  1. Click Participants at the bottom of the Zoom client to pull up a list of participants in the meeting.
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  2. In the Participants screen, click Invite.
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  3. Copy the URL or Invitation and paste it into an email or other message.
  4. Click the other tabs at the top to invite participants by other means. 
    • Contacts lists everyone registered in the Virginia Tech Zoom instance.
    • Email allows you to invite people via your default email.
    • Copy Invite Link or Copy Invitation allows you to send the invite link or invitation outside of Zoom.
      Image of the above instructions

From the Mobile App

  1. During a meeting, tap the screen to display the meeting toolbar. 
  2. Tap Participants.
    Image of the above instructions
  3. Tap Invite. 
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  4. Choose how you'll invite participants. We strongly advise you to use one of these options: 
    • Send email will open your default email client on your phone. You'll need to enter in the invitee email addresses.
    • Send message will create a new text message with the meeting URL. You'll need to know the invitee phone numbers. 
    • Copy invite link will copy the invite to your device's clipboard. You can then paste and share it in your email app. You'll need to add invitee email addresses.
      Image of the above instructions

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Inviting Participants to a Scheduled Meeting

From the Web Portal

  1. Open and log into the Zoom web portal.
  2. Click Meetings and then click the meeting you want to invite people to. 
  3. In the Invite Attendees area, you have two choices: 
    • Copy the Join URL and paste it into an email or chat message to your invitees. 
    • Click Copy the invitation, and a window with a pre-written email text will appear. You can copy that text to send to your participants.
      Image of the above instructions

From the Zoom Client

  1. Open and log into the Zoom Client.
  2. Click on Meetings from the top menu bar, and click the three dots for the meeting you want to invite people to. 
  3. From the drop down menu, click Copy invitation to copy the default invitation email text to your clipboard.
    Image of the above instructions
  4. Paste the text into an email to your invitees. 

From the Mobile App

  1. On the mobile app home screen, tap the meeting you want to invite people to. 
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  2. On the Meeting details page, tap Add attendees.
    Image of the above instructions
  3. You have three options:
    • Send message will create a new text message with the meeting URL. You'll need to know the invitee phone numbers.
    • Send email will open your default email client on your phone. You'll need to enter in the invitee email addresses.
    • Copy to clipboard will copy the invite to your device's clipboard. You can then paste and share it in your email app. You'll need to add invitee email addresses.
      Image of the above instructions

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Downloading Attendance Reports

To download attendance reports, see Generating Zoom Meeting Reports.

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Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

For problems logging into Zoom, contact Virginia Tech 4Help:
  • Go to 4Help, log in with your Virginia Tech Username (PID) and password, and click Get Help.
  • Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

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