- Basics of Scheduling a Zoom Call<\/a><\/li>
- \u2b50 Featured Template<\/a><\/li>
- Different Ways of Scheduling a Zoom Meeting<\/a>
- Scheduling a Zoom meeting via the Zoom desktop app<\/a><\/li>
- Scheduling a Zoom meeting through the Zoom web portal<\/a><\/li>
- Scheduling a Zoom meeting using the Zoom mobile app (iOS\/Android)<\/a><\/li>
- Recurring meetings on Zoom<\/a><\/li><\/ul><\/li>
- Advanced Zoom Scheduling Options<\/a><\/li>
- Integration of Zoom with Other Platforms<\/a><\/li>
- Pair Zoom with ClickUp for Maximum Meeting Efficiency<\/a><\/li>
- FAQs<\/a><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
Basics of Scheduling a Zoom Call<\/h2>\n\n\n\n
Consider a small meeting with maybe two or three of your colleagues. To schedule this meeting, you might simply go to Zoom\u2019s desktop app, create an instant meeting link, paste it into your colleagues\u2019 WhatsApp chat, and tell them the time. <\/p>\n\n\n
\n\u2b50 Featured Template<\/mark><\/h2>\n\n\n\n
Before you send that Zoom invite, get everything organized with ClickUp\u2019s free Meetings Template<\/a>. It helps you set a clear agenda, jot down notes, and keep track of next steps\u2014all in one spot.<\/mark><\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/04\/image-708.png\")
Get Free Template<\/a><\/div><\/div>Organize productive discussions on Zoom with the ClickUp Meetings Template<\/figcaption><\/figure><\/div><\/div>\n\n\n<\/div>\n\n\n While this method is fairly simple, it can be off-putting and unsustainable. What would you do if you had to organize a company or department-wide meeting?<\/p>\n\n\n\n
You can\u2019t just show up and expect people to join in on a moment\u2019s notice. You need to check people\u2019s availability, ensure there\u2019s a clear agenda for the meeting, and be prepared to document the key discussions and takeaways to keep everyone on the same page.<\/p>\n\n\n\n
This is where scheduling is most helpful.<\/p>\n\n\n\n
Zoom lets you send meeting invites to block every participant\u2019s calendars and gives users options to establish the meeting agenda<\/a> (among other features), ensuring that participants have the time to prepare for it. <\/p>\n\n\n\n
With these basics in place, you\u2019ll be ready to schedule Zoom meetings like a pro.<\/p>\n\n\n\n
Different Ways of Scheduling a Zoom Meeting<\/h2>\n\n\n\n
You can schedule a Zoom meeting in multiple ways, depending on where you use your Zoom account. There are three options: the Zoom desktop app, the Zoom website AKA Zoom on the browser, and the Zoom mobile app.<\/p>\n\n\n\n
All the methods work for scheduling both one-off and recurring meetings. Let\u2019s see step-by-step instructions on how to schedule Zoom meetings on each platform.<\/p>\n\n\n\n
Scheduling a Zoom meeting via the Zoom desktop app<\/h3>\n\n\n\n
- \n
- Once you fire up Zoom\u2019s desktop app, you\u2019ll see the screen below<\/li>\n<\/ol>\n\n\n\n
![\"Scheduling](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-1.png\")
Scheduling a meeting via the Zoom desktop app<\/figcaption><\/figure><\/div>\n\n\n - \n
- To schedule a new meeting, click on <\/strong>Schedule. Once you do this, a tab for customizing your scheduled meeting will pop up<\/li>\n<\/ol>\n\n\n\n
![\"Customizing](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-2-1031x1400.png\")
Customizing meeting options on Zoom<\/figcaption><\/figure><\/div>\n\n\n - \n
- Create a topic for the meeting, for example, \u2018Performance Evaluation\u2019 or \u2018Month-End Target Discussion.\u2019 Next, fill up the details regarding the date and time of your meeting. Zoom\u2019s free version only allows a meeting of up to 40 minutes. However, with the paid version, your meeting can go on for as long as required<\/li>\n<\/ol>\n\n\n\n
- \n
- Next, to add attendees, fill in their email addresses. This will send a link to your attendees\u2019 inbox with the meeting details. If you want to preserve the chat messages during the meeting, you can enable the toggle next to Continuous Meeting Chat<\/strong>. This is especially useful in the case of Q&A sessions or if you plan to take notes after the meeting<\/li>\n<\/ol>\n\n\n\n
- \n
- Next comes the Waiting Room<\/strong> option, which enables the host to give access to or restrict the entry of participants. Turn this off if you are not planning to attend the meeting so that participants can join directly without needing approvals<\/li>\n<\/ol>\n\n\n\n
- \n
- Below this, select an option to add the meeting details to the recipients\u2019 calendars. The available options are Google Calendar, iOS iCal, and Outlook\u2019s calendar<\/li>\n<\/ol>\n\n\n\n
- \n
- The Advanced Options<\/strong> tab enables further customization options, such as permitting automatic entry, blocking certain participants, etc.<\/li>\n<\/ol>\n\n\n\n
The Zoom app is one of the fastest and most convenient ways to schedule a Zoom meeting. But, If you don\u2019t have the Zoom app installed, you can schedule a meeting on your browser\u2014via the Zoom website<\/p>\n\n\n\n
Scheduling a Zoom meeting through the Zoom web portal<\/h3>\n\n\n\n
Scheduling a meeting on the Zoom website is similar to the desktop app, with a few exceptions. After you log in or sign up, this is the screen that will appear:<\/p>\n\n\n
\n![\"Scheduling](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-3-1400x815.png\")
Scheduling a meeting using the Zoom website<\/figcaption><\/figure><\/div>\n\n\n - \n
- After clicking on Schedule a Meeting<\/strong>, a tab similar to the desktop app will appear where you can customize your meeting\u2019s settings. In addition to this, you can also add the Zoom website as a Chrome Extension or Microsoft Outlook Plugin, by clicking on the options in the lower part of the screen. These make it easy to start a Zoom meeting in your web browser<\/li>\n<\/ol>\n\n\n\n
- \n
- You can add participants to an ongoing meeting. Click the Invite option to the participants’ list below your desktop screen. This will copy the meeting\u2019s link to your clipboard, which you can then send to additional participants<\/li>\n<\/ol>\n\n\n\n
If you work less on the browser and more on your phone, you\u2019ll have an easier time scheduling a Zoom meeting via its mobile app.<\/p>\n\n\n\n
Scheduling a Zoom meeting using the Zoom mobile app (iOS\/Android)<\/h3>\n\n\n\n
Once you install the Zoom app on your Android or iOS device, the screen will allow you to schedule your meetings in integration with the calendar on your device. <\/p>\n\n\n\n
This feature automatically adds the meeting details to your calendar and enables a push notification. You will receive a reminder 10 minutes before the meeting starts. <\/p>\n\n\n\n
(Here\u2019s hoping our colleagues who are always late take a hint from this) \ud83e\udd1e<\/p>\n\n\n\n
Recurring meetings on Zoom<\/h3>\n\n\n\n
Suppose you are scheduling a meeting that will take place regularly, for example, your daily huddle\/team meeting, weekly reviews, or monthly check-ins with your manager. Check the Recurring Meeting<\/strong> option, which automatically schedules the meeting and sends reminders before each session.<\/p>\n\n\n\n
Once you check this box, you will get further options about the meeting details, recurrence, and ending period.<\/p>\n\n\n
\n![\"Creating](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-4.png\")
Creating a recurring meeting on Zoom.<\/figcaption><\/figure><\/div>\n\n\n Advanced Zoom Scheduling Options<\/h2>\n\n\n\n
With Zoom, you can choose from various advanced features to conduct, protect, and stream your online meetings. This includes capabilities like additional security measures and Zoom\u2019s web SDK. Short for Web Software Development Kit (SDK), this typically lets you add additional functionality to the same software that may not be available through Its web or desktop apps.<\/p>\n\n\n\n
Exploring Zoom\u2019s Advanced Options<\/h3>\n\n\n
\n![\"Advanced](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image-5.png\")
Advanced options for scheduling a Zoom meeting using the Zoom client<\/figcaption><\/figure><\/div>\n\n\n Set meeting passwords on Zoom for additional meeting security and to prevent unauthorized meeting access. Create a password of your choice, or use the pre-set one generated by Zoom. Use advanced scheduling options to embed the scheduled meeting on other web pages, such as your personal website.<\/p>\n\n\n\n
Adding a password to Zoom meetings for enhanced security<\/h4>\n\n\n\n
Your invitees can join the meeting without entering this password if they click on the link you sent them. Additionally, restrict access to invitees who have signed in using unfamiliar domains, for example, any email address other than your institutional email.<\/p>\n\n\n\n
Encryption options are also available, including end-to-end encryption where your data is stored on the local device. \ud83d\udd11<\/p>\n\n\n\n
Note: <\/strong>If the following section is too technical or challenging for you, we suggest getting help from a technically resourceful colleague or friend.<\/em><\/em><\/p>\n\n\n\n
Utilizing the Zoom web SDK for scheduling within a website<\/h4>\n\n\n
\n![\"Zoom](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2024\/03\/image.png\")
via Zoom<\/a><\/figcaption><\/figure><\/div>\n\n\n You can embed the familiar Zoom meeting and webinar experience directly within your app or website. Users gain access to core Zoom features like joining calls, muting microphones, sharing screens, and using the chat, all within your custom interface.<\/p>\n\n\n\n
This is done in two ways:<\/p>\n\n\n\n
- \n
- Client View<\/strong>: Offers the full standalone Zoom meeting experience within your application<\/li>\n\n\n\n
- Component View:<\/strong> Embeds the meeting functionalities as a specific section within your app’s existing layout<\/li>\n<\/ul>\n\n\n\n
The Zoom web SDK doesn’t directly support scheduling meetings within your website. However, you can achieve this functionality by combining the SDK with the Zoom API, short for Application Programming Interface\u2014which is the infrastructure that allows different software to connect with each other.<\/p>\n\n\n\n
Use the Zoom API’s Create Meeting endpoint to schedule a meeting. This endpoint requires authentication via OAuth or Zoom’s JWT Marketplace Apps. OAuth<\/strong> (short for “Open Authorization<\/strong>“) is an open standard for access delegation, commonly used for internet users to grant websites or applications access to their information on other websites without giving them the passwords.
Next, specify dates, times, duration, topics, and other meeting options. The API returns a meeting object containing essential information, including the meeting ID and join URL.<\/p>\n\n\n\nAfter scheduling a meeting through the API, use the SDK to provide a Join button or functionality within your website. When users click \u2018Join\u2019, use the SDK’s Join Meeting function with the retrieved meeting ID to launch the Zoom meeting within your website seamlessly.<\/p>\n\n\n\n
In addition to these features, you can even attend meetings on the go using Zoom\u2019s phone call setting, which essentially converts your meeting into a phone call. Other features include language interpretation, adding alternative hosts, adding attachments to your meeting, and creating watermarks for presented screens.<\/p>\n\n\n\n
Integration of Zoom with Other Platforms<\/h2>\n\n\n\n
Integrating your work calls within the software you use daily will help you work faster and reduce context switching. <\/p>\n\n\n\n
Here\u2019s how.<\/p>\n\n\n\n
Integrating Zoom With ClickUp<\/h3>\n\n\n\n
If you\u2019re tired of switching from app to app to manage meetings while you work, ClickUp<\/a> is the tool for you! ClickUp offers you a centralized workspace to manage all your tasks and projects\u2014whether individual or collaborative. <\/p>\n\n\n\n
And the best part? You can even manage all your Zoom meetings right within ClickUp itself.
ClickUp\u2019s Zoom integration<\/a> is convenient for managing your meetings without switching contexts. <\/p>\n\n\n\n - Component View:<\/strong> Embeds the meeting functionalities as a specific section within your app’s existing layout<\/li>\n<\/ul>\n\n\n\n
- Client View<\/strong>: Offers the full standalone Zoom meeting experience within your application<\/li>\n\n\n\n
- You can add participants to an ongoing meeting. Click the Invite option to the participants’ list below your desktop screen. This will copy the meeting\u2019s link to your clipboard, which you can then send to additional participants<\/li>\n<\/ol>\n\n\n\n
- After clicking on Schedule a Meeting<\/strong>, a tab similar to the desktop app will appear where you can customize your meeting\u2019s settings. In addition to this, you can also add the Zoom website as a Chrome Extension or Microsoft Outlook Plugin, by clicking on the options in the lower part of the screen. These make it easy to start a Zoom meeting in your web browser<\/li>\n<\/ol>\n\n\n\n
- The Advanced Options<\/strong> tab enables further customization options, such as permitting automatic entry, blocking certain participants, etc.<\/li>\n<\/ol>\n\n\n\n
- Below this, select an option to add the meeting details to the recipients\u2019 calendars. The available options are Google Calendar, iOS iCal, and Outlook\u2019s calendar<\/li>\n<\/ol>\n\n\n\n
- Next comes the Waiting Room<\/strong> option, which enables the host to give access to or restrict the entry of participants. Turn this off if you are not planning to attend the meeting so that participants can join directly without needing approvals<\/li>\n<\/ol>\n\n\n\n
- Next, to add attendees, fill in their email addresses. This will send a link to your attendees\u2019 inbox with the meeting details. If you want to preserve the chat messages during the meeting, you can enable the toggle next to Continuous Meeting Chat<\/strong>. This is especially useful in the case of Q&A sessions or if you plan to take notes after the meeting<\/li>\n<\/ol>\n\n\n\n
- Create a topic for the meeting, for example, \u2018Performance Evaluation\u2019 or \u2018Month-End Target Discussion.\u2019 Next, fill up the details regarding the date and time of your meeting. Zoom\u2019s free version only allows a meeting of up to 40 minutes. However, with the paid version, your meeting can go on for as long as required<\/li>\n<\/ol>\n\n\n\n
- To schedule a new meeting, click on <\/strong>Schedule. Once you do this, a tab for customizing your scheduled meeting will pop up<\/li>\n<\/ol>\n\n\n
- Scheduling a Zoom meeting through the Zoom web portal<\/a><\/li>
- \u2b50 Featured Template<\/a><\/li>