Scheduling Zoom Meetings with Guests


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 schedule meetings in Virginia Tech Zoom with necessary access for guests.

Contents

Instructions

Scheduling Zoom Meetings with Guests

  1. Log into the Virginia Tech Zoom Web Portal with your Virginia Tech Username (PID) and password.
  2. In the left menu, click Meetings.
  3. Click Schedule a New Meeting or you can edit an existing meeting if you've already set one up.
    Image of the above instructions
  4. Under Security options, you must choose Passcode, Waiting Room, and/or Require Authentication.
    Image of the above instructions
  5. Depending on what you choose, click on the appropriate instructions below:
    Passcode Instructions
    1. Relay the passcode to your guest speaker.
      Image of the above instructions
    2. Alternatively, send them a link with the embedded passcode. If you are in edit meeting mode, click Save to go to the manage meeting page and copy the invite link.
      Image of the above instructions
    Waiting Room Instructions

    There is no additional information to share with your guest other than the Zoom Meeting join link.

    1. When joining your Zoom meeting, everyone will be put in a waiting room and will see the below screen.
      Image of the above instructions
    2. As a host, you can admit participants into your meeting by clicking the Admit button next to the guest or clicking Admit all to let everyone in the waiting room in.
      Image of the above instructions
    Require Authentication Instructions

    If you are requiring authentication to join, we recommend that you add your external guests to your Zoom meeting as an authentication exception. This will allow them to bypass the authentication profile on the meeting to be able to join as a participant.

    1. Choose an authentication profile. Need to be signed into Virginia Tech or Need to be signed into Zoom.
      Image of the above instructions
    2. Under Authentication Exceptions, click Add. Alternatively, you can click Import from CSV to add users in bulk.
      Image of the above instructions
    3. Type in your guest's name and email address and click Save.
      Image of the above instructions
    4. Fill out the rest of your meeting information and click Save.

    For the official Zoom instructions, please see: How to add authentication exceptions.

  6. Fill out the rest of your meeting information. When you're done, scroll to the bottom and click Save.
    • If you added an authentication exception, at this time, your guest will receive an email with a unique join link that will allow them to bypass the authentication profile. 
      Image of the above instructions
  7. The meeting will be saved and you'll go to the Manage page for the meeting. 
    • You can choose to add the meeting to your Outlook calendar.
    • If you want to begin the meeting immediately, click Start.
    • You can copy the Invite Link for the meeting or click Copy Invitation to copy the invite to your clipboard.
      Image of the above instructions

Top of page

Testing Zoom Meetings

You can test your Zoom meeting with your guests before the day of the meeting, even if the meeting is scheduled for a future day and time. 

  1. Log into the Virginia Tech Zoom Web Portal with your Virginia Tech Username (PID) and password.
  2. Click on Meetings on the left hand menu.
  3. Hover over the meeting you'd like to test and click Start.
    Image of the above instructions
  4. Have your guest join the meeting. If your guest has trouble joining, please make sure that you've followed the directions in Scheduling Zoom Meetings for the security option that you've chosen.

Top of page

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:

Top of page