Video Conferencing - Having Others Schedule or Start your Zoom Meetings


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 have others schedule or start your meetings in Virginia Tech Zoom.

Contents

Instructions

Setting an Alternative Host

When you schedule a meeting, you can set another Virginia Tech user as an alternative host. Either the host or the alternative host can start the meeting.

  • The alternative host will receive an email notifying them that they've been added and get a link to start the meeting. 
  • The original host will become host if they join after the alternative host. Then the alternative host will become a co-host if the co-host feature is enabled for the meeting, or they'll become a normal participant if co-host is disabled. 
  • Alternative hosts must have a licensed account with Virginia Tech and be logged in to start the meeting.
From the Web Portal
  1. Go to the Virginia Tech Zoom Web Portal and sign in with your Virginia Tech Username (PID) and password to view your profile page.
  2. From the left menu, click Meetings.
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  3. Click Schedule a New Meeting or locate your meeting in the upcoming meetings list and click Edit on an existing meeting.
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  4. Scroll down to locate Options, then click Show.
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  5. Under Alternative Hosts, enter the alternative host's email address and press enter on your keyboard. Repeat for each host you'd like to add.
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  6. Click Save. The alternative host(s) will receive an email inviting them to your Zoom meeting, along with a link to start the meeting as well as options to add the meeting to their calendar. 
From the Zoom Client
  1. Go to the Zoom client on your desktop and log in using SSO.
    • If you need to install the client go to the Zoom Download Center and download the Zoom Desktop Client.
  2. Click Schedule.
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    • If you want to add an alternative host to a meeting you've already scheduled, see Managing Meetings in Zoom to learn how to edit existing meetings, then go to the next step. 
  3. In the popup, scroll down and click Advanced Options to pull up additional meeting options. 
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  4. Under Alternative Hosts, enter the alternative host's email address and press enter on your keyboard. Repeat for each host you'd like to add.
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  5. Click Save. The alternative host(s) will receive an email inviting them to your Zoom meeting, along with a link to start the meeting as well as options to add the meeting to their calendar. 

Note: If you get the error Unable to assign "PID@vt.edu" as an alternative host because this user is not licensed:

  1. Make sure the user is eligible for a licensed Zoom account by being a current Virginia Tech faculty, staff, student, or affiliate other than alumni.
  2. If they are, ask them to sign into Virginia Tech Zoom.
    • Users who haven't signed into Zoom for more than a year are downgraded to a basic account and must sign in again to upgrade their license.
  3. After they sign in, add the user as an alternative host.

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Assigning Someone Scheduling Privilege in Your Account

This allows another Virginia Tech user to: 
  • Schedule meetings on your behalf.
  • Manage and act as an alternative host for all your meetings.
  1. In the Virginia Tech Zoom Web Portal, click Settings, then Other. 
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  2. Under Schedule Privilege, click Add next to Assign scheduling privilege to. 
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  3. In the Assign scheduling privilege popup, enter your delegate's email address. Check the box to manage your private events if you wish to allow them access to other meetings you schedule. When you're done, click Save. 
    • If you do not see the person you are searching for, make sure that:
      • They are eligible for a licensed Zoom account by being a current Virginia Tech faculty, staff, student, or affiliate.
      • They have signed into Virginia Tech Zoom recently. Users who haven't signed into Zoom for more than a year are downgraded to a basic account and must sign in to upgrade their license before you can add them.
        Image of the above instructions

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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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