Many important settings, such as Waiting Rooms and Automatic Recording, can be set when scheduling a particular meeting. Other meeting settings are only available from your online account, and affect all meetings that you schedule. When you first set up your Zoom account, it is important to go over all your settings and make sure they are set the way you would like them. Click here to learn about settings within your online account. Here is a brief explanation of relevant meeting settings: Note: All meeting options will be available when scheduling through Zoom's website; some options will be limited when scheduling through Google Calendar, Canvas, or the Zoom app. Once your meeting is scheduled through any means, you can always edit it at https://zoom.us/meeting/ to adjust these settings. When and Duration The date and time a scheduled meeting will show up in your meeting list, as well as on Google Calendar. As the host, you can start this meeting at any time, not just when it is scheduled. If Allow participants to join Anytime is enabled, any participant can start this meeting at any time as well. Recurring meeting This allows you to schedule a meeting to recur daily, weekly, monthly, etc. The benefit of this is that the link will remain the same for all occurrences. If you want to create a "standing" meeting with no end date that can be started at any time you can choose No Fixed Time. Registration This replaces the join meeting link with a registration link, where participants can register for the meeting and then receive the join meeting link in their email. This is a good option to prevent "zoom bombing" in meetings which are open to the public, instead of posting the direct link publicly. Click here for more information. Security All meetings on Fuller accounts are required to have a passcode for security purposes. You may change the passcode when scheduling the meeting if you like, and the passcode is built into the join meeting link, so participants should only need the link itself and not the passcode. Waiting Rooms are another helpful security feature. When enabled, new participants will join a waiting room where they cannot see or hear or interact with the meeting. As the host (or co-host), you will need to admit the participants at the appropriate time. If waiting rooms are enabled, this will prevent Allow participants to join Anytime from allowing participants to start the meeting without a host present. Require authentication to join If this option is available, enabling it will prevent participants from joining if they are not signed in to their Zoom account. CAUTION: this may prevent some prevent some legitimate participants from joining the meeting if they are signed into the wrong account, have signed out, or do not have a Zoom account. Video and Audio It is recommended to leave all of these on. If you anticipate a participant joining by phone from a different country, you may add that country here to add those dial-in numbers to the joining instructions. Allow participants to join before start time This allows participants to start the meeting a set time before the meeting is scheduled to occur, even if you (the host) are not present. This is great for letting people show up early to a class or meeting to chat with each other. If you are scheduling a meeting for a small group to meet independently, you must enable this option and disable Waiting Rooms. Mute participant upon entry For larger meetings it is generally preferred to leave this on, as new participants joining unmuted may disrupt the meeting. Note: this does not prevent participants from unmuting themselves, that setting may be found using the Security button during a meeting. Breakout Room pre-assign Here you can create breakout rooms and assign participants to them ahead of time. During the meeting, when you click on the Breakout Rooms button your pre-assigned rooms will appear. Click here for more information. Automatically record meeting You may set a meeting to automatically record once it begins either on the local computer (stored on your computer, and only once you have joined) or in the cloud (stored in your online Zoom account, and it starts recording when anyone joins). Click here for more information. Alternative Hosts You may assign someone as an alternative host, as long as they also have a Fuller Faculty & Staff Zoom account. This will enable them to start and host the meeting in your absence, and when you join they will automatically become a co-host. Click here for more information. Interpretation To enable live language interpretation in a meeting, select this then choose at least one interpreter (by email) and language. During the meeting, you will now have an Interpretation button where you can assign interpreters and languages. Once the interpretation session starts, participants can choose to receive audio from one of the interpreters, instead of the main audio. Click here for more information. Polls After you have scheduled a meeting you may create polls for it. These polls will be available for you when you click Polls during the meeting. Click here for more information.

Some settings, such as Waiting Rooms and Automatic Recording, can be set when scheduling a particular meeting. Many other meeting settings are only available from your online account, and affect all meetings that you schedule. When you first set up your Zoom account, it is important to go over all your settings and make sure they are set the way you would like them. Click here to learn about settings available when scheduling meetings. You may find all your Zoom account settings at zoom.us/profile/setting. Here are some of the more important ones. Waiting Room This will enable waiting rooms for all your meetings by default. From here you can customize your waiting room, and allow it to automatically admit anyone with a Fuller Faculty & Staff account. Only authenticated users can join meetings If this option is available, enabling it will prevent participants from joining any of your meetings if they are not signed in to their Zoom account. CAUTION: this may prevent some prevent some legitimate participants from joining the meeting if they are signed into the wrong account, have signed out, or do not have a Zoom account. Enable Personal Meeting ID Your Personal Meeting is like a scheduled meeting which is always available. If you use your Personal Meeting, it is recommended to keep the waiting room on and not distribute the link publicly, as anyone with the link can join it at any time. Chat You can disable the ability for participants to chat publicly or privately in all your meetings (hosts and co-hosts will always be able to chat). You can also control these features during a meeting with the Security button and the "..." button in Chat. Sound notification when someone joins or leaves It is recommended to leave this off, as it can be disruptive in large meetings. Hosts and co-hosts will always be notified when someone joins the waiting room. Screen Sharing It is recommended to leave "Who can share?" to "All Participants" and "Who can start sharing..." to "Host Only". This will allow others to share their screen to present, but will prevent anyone from interrupting you while you are sharing your screen, during a lecture for example. This setting can be adjusted during the meeting with the Security button. Annotation and Whiteboard These settings allow you and participants to annotate a shared screen or a blank page. This can also be controlled during a meeting through the options bar at the top of the screen while screen sharing. Click here for more information. Closed captioning and Language Interpretation These accessibility features are very important for classes and meetings at Fuller. Language interpretation requires one or more participants to be interpreters, but closed captioning can be automatic with live auto-transcription, and should be made available for all classes and meetings. Click here for more information.

There are several ways to schedule single or recurring meetings and invite participants. This list includes the most commonly-used method for scheduling meetings with Zoom; for scheduling Zoom class sessions in Canvas please click here. Click here for an overview of the settings available when scheduling a meeting. How to Schedule a Meeting Option 1 (Easiest for Meetings): Scheduling through Google Calendar Open Google Calendar (calendar.google.com) If this is your first time using it, you may need to sign in to “Zoom for G Suite” on the right side of your calendar: Schedule a meeting as usual within Google Calendar then click Add video conference and choose Zoom Meeting. Invite others to join. Guests will receive the link to join in their event invitation. Option 2: Scheduling through the browser Go to zoom.us/meeting (You may be prompted to sign in but will be redirected to the page after) Click the blue Schedule a Meeting button in the top left corner Enter the Topic, Time and Date, Recurrence, and other related details and click Schedule Option 3: Scheduling through the desktop app Open the Zoom desktop app. Click on the Home button at the top left. Click the Schedule button. Enter the Topic, Time and Date, Recurrence, and other related details and click Schedule. When scheduling a meeting through the browser or desktop app, you can enable or disable waiting rooms, join before host, and pre-assign breakout rooms. After the meeting is scheduled you can edit it and add polls at zoom.us/meeting. Most meetings and all classes should be set to recurring, this will allow you to keep the same link for all occurrences of the meeting/class. If you would like a permanent link, set the recurrence to “No Fixed Time.” Please note, when scheduling meetings you may only have up to two active at a time. If you try to have a third meeting while two are running, participants will be unable to join and will receive a message that the host has another meeting in progress. You can check which meetings you have running at any given time at zoom.us/meeting - you will see a red camera icon next to any that are active, and may join them from there. Here's more information from Zoom on scheduling meetings - https://support.zoom.us/hc/en-us/articles/201362413 Inviting Others to Your Meeting Option 1: Google Calendar Event If you created your Zoom meeting directly in Google Calendar, just add guests from there. OR Check that you are signed in to Google Calendar (calendar.google.com) with your Fuller account. After scheduling a meeting in the browser, click on Add to Google Calendar Check that it is the correct Google account and give Zoom permission if necessary. Invite participants as you would any other Google Calendar event; the calendar invite will include the link to join the meeting. Do not add an additional video conference to this event. Option 2: Invite Link After scheduling a meeting, copy the Invite Link Paste the link in Canvas, an email, online document, or any other way of sharing the link with the intended participants. Note that the password is built into the link, and so anyone with access to the link has access to the meeting.

First Step: Add Zoom to your Course Navigation Log into your Fuller Zoom account. In the same browser, log into your Canvas account. In Canvas, open the course where you want to add Zoom. In Course Navigation, click the Settings link. Click the Navigation tab. In the list of course navigation menu options, select the Zoom option. Click the Options icon (3 vertical dots) and select the Enable option. Click the Save button below. View the Zoom link in Course Navigation. Note: When accessing Zoom for the first time in the course navigation, you may need to click the Authorize button to proceed. Next Steps: Scheduling Class Meetings In Course Navigation, click the Zoom link.  Click Schedule a New Meeting and enter the meeting details. After scheduling the meeting, a Join button will appear for all students and everyone else in that Canvas class (TAs, etc.) within the Zoom link under Upcoming Meetings. You may start the meeting at any time using the Start button. You can use "Student View" in Canvas to confirm how your students will see the Zoom section. Tip: Schedule the main class meeting as Recurring with "No Fixed Time"; this will create one "Join" button that you can use every week. Joining a Class Meeting Students will be able to join the scheduled meeting directly through Canvas, HERE are the quick instructions for that. Class Recordings Cloud recordings you make during these meetings will automatically be available for all students to view under the Cloud Recordings heading in the Zoom link. You may set the meeting to record automatically to the cloud when scheduling or editing it, or start recording to the cloud during the meeting. Recordings you make to your local computer will only be found on your computer in your Documents/Zoom folder, and will not be automatically available for students to download. Multiple Faculty If there are more than one faculty scheduling Zoom meetings for a course, all of them will show up here. You may check the box next to Show course meetings scheduled by me to see only your scheduled course meetings.

With Zoom, you can immediately start a meeting without having to schedule it in advance, and then invite others to join. How to Host an Ad-hoc Meeting Start by opening your Zoom desktop app and clicking the Home button. Press the New Meeting button. You may also click on “Host A Meeting” at zoom.us. A meeting will start using your default settings, and either your Personal Meeting ID, or a new unique meeting ID.  How to Invite Others Once in the meeting, click the ^ to the right of the Participants button on the bottom of the screen to invite additional participants. For users with a Fuller Faculty & Staff Zoom account, you may invite them directly from here. You will see a small icon letting you know if they are active (green) or signed in to their mobile device (rectangle). Otherwise, you may copy the Invite Link or Invitation and send it to participants. How to Start a Meeting Directly with a Contact Start by opening your Zoom desktop app and clicking the Contacts button. The Company Contacts lists everyone with a Fuller Faculty & Staff Zoom account, along with an icon indicating their status. You may initiate a chat or video meeting with them, along with several more options using the "..." button. If both of you have Zoom phone enabled, you may also call them directly from here.