When creating a meeting, use the settings shown in the images below. These are the default settings on your account.
We have not explained every setting, just the key ones, you can see them in the screenshots below.
Visit the Zoom Help Center for:
- Zoom Support: Scheduling Meetings
- Zoom Support: Enabling Breakout Rooms
In this article:
It is the policy of Encore to use one Zoom account per concurrent meeting or webinar.
Schedule a Meeting
- Click on the meetings button to access the meetings page.
- Click schedule a meeting.
3. Topic - Name your meeting. This text may be seen by the meeting users.
4. When - Set the start time to midnight (12:00 AM) on the day of the event.
5. Duration - Set the duration to 24 hours.
If you set the start time to midnight and the duration to 24 hours, if the meeting runs over time then no warnings will pop up for the participants. Example: If you set the meeting to start at 2pm with a duration of 1 hour, close to 3pm everyone will get a warning that time is almost up. Going past 3pm will not stop the webinar.
Unlikely but possible: If someone starts another scheduled meeting (in the SAME Zoom account you are using for your event) and you are over time then it will end your meeting. If you have the meeting set to 24 hours and it is running then someone can't start a meeting and end yours.
This is unlikely because Encore has over 200 Zoom accounts and an account will be booked for you for the duration of your event.
6. Time Zone - Choose the timezone that the meeting or the agenda is in.
If you are using the account multiple days in for the same customer and the meeting requirements don't change between days then you can set this as a recurring meeting.
7. Registration
If you enable registration then you will not send the link, meeting ID or password to the customer, you will send them a registration link.
You will need to send out a registration link to the customer. The customer will provide this link to the participants and as part of their registration process, Zoom will automatically send the information needed for them to access the meeting.
- Registration Link (customer to send to participants)
Registration can either have automatic approval or manual approval. There is no way to let the customer do manual approval as they do not and cannot have access to the account. You would have to log in at regular intervals, download a registration report and get the customer to approve them. This is time-consuming and can be frustrating for the customer.
Adding registration close to the event is not ideal as the customer will usually have sent out the link to the meeting. Enabling registration will make the link unusable.
- Zoom Help: Scheduling a meeting with registration
8. Waiting Room
The waiting room is a great security feature, it requires the host or co-host to manually let people into the meeting.
Note that enabling the waiting room disables the claim host function.
9. Require Authentication to Join
We don't normally use this feature.
This feature requires participants to have a registered Zoom account and to be signed in to the Zoom app to access the meeting.
Often participants will try to join the meeting via web which will not work.
If this is used in conjunction with registration then that further complicates the process as they will need to register with their authenticated account.
10. Breakout Room pre-assign
Don't pre-populate breakouts unless the customer insists. Here is some advice you can provide the customer to help steer them away from this option.
It is fairly common that participants will somehow log in with a different email address to the one provided for the breakout. They will also need their first and last name to log in and if this is not exactly as provided e.g. Robert instead of Bob then this can cause confusion.
Zoom Support: Participant in breakout rooms (participants)
Zoom Support: Manage breakout rooms (host)
Zoom Support: Pre-assign participants to breakout rooms (host)
11. Save - Click save to create the meeting
Edit a Meeting
After you have scheduled the meeting you can go back into it to edit any of the settings or even convert it to a webinar.
You will also get access to:
- Copy Meeting Invitation
- Polls
- Live Streaming
What to send to the customer and when?
You may be creating a meeting well in advance of the event as per the Zoom Event Booking SOP (Standard Operational Procedure). You don't have to send anything to the customer immediately, wait till you are ready and you have helped the customer decide exactly what they need and want.
The information that you send the customer depends on if they are using registration or not.
Not using Registration
If you are not using the registration feature then you can simply provide the meeting details to the customer.
- Link - includes the meeting ID and password so users can just click it to log in (customer to send to participants)
- Meeting ID (customer to send to participants)
- Password (customer to send to participants)
- Dial-in Details (customer to send to participants)
Registration
If you enable registration then you will not send the link, meeting ID or password to the customer, you will send them a registration link.
You will need to send out a registration link to the customer. The customer will provide this link to the participants and as part of their registration process, Zoom will automatically send the information needed for them to access the meeting.
- Registration Link (customer to send to participants)
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