Zoom - Scheduling Privileges

Overview

By default, Zoom makes you the host of any meeting you create. If you’d like to create a meeting for another user and assign them as the owner and host, you need to have them enable a feature called Scheduling Privilege.

Instructions

Step 1: The One-Time Setup (The "Delegator" Side)

Users must grant you permission to schedule on their behalf by changing their Zoom account settings. They can do so by following these directions:

1. Have the user sign into the Zoom Web Portal.
2. Go to Settings, click the Meetings tab at the top, then select Other on the left hand side or scroll down to the bottom of the page.
3. Look for Schedule Privilege and click the Add button next to "Assign scheduling privilege to."
4. They must type in your email address and click Save.

Once the user has assigned you scheduling privileges, you will see their email address appear under the “I can schedule for” section in your Zoom Settings. 

Step 2: Scheduling the Meeting

Once they’ve granted you scheduling privilege, you can schedule meetings for them directly via the Zoom Web Portal, Zoom app or the Zoom Scheduler Extension (Chrome/Firefox).

Using the Zoom Web Portal & app:

1. Sign into the Zoom Web Portal or desktop app.
2. Click Schedule.
3. Find the Schedule for field and choose the user you want to schedule for from the drop-down menu.
4. Adjust other meeting settings as needed.
5. Click Save to finish.

Using the Zoom Scheduler Extension (Chrome):

Note: It's recommended that the "Allow me to specify schedule options each time" box is selected within the Zoom Scheduler Extension settings. To check, select the extension icon in the top right of your browser (looks like a puzzle piece), click on the three dots to the right of Zoom Chrome Extension, then select Options. At the Options window, scroll down to the bottom to see if the box is checked.

Once Zoom Scheduler Extension is set up:

1. In Google Calendar, select a day and time to create an event.
2. Select More Options in the event creation pop-up. (Note: If you select Make it a Zoom Meeting from here, it will auto-create a new meeting without allowing for any customization).
   
3. Under the Event details tab, select Make it a Zoom Meeting.
   
4. Use the Schedule for drop-down to schedule an event for another user.
5. Fill out the rest of the Zoom meeting details and select Continue.
6. Finish filling out the Google Calendar event details and select Save. 

Note: When you’ve scheduled an event for another user, they will receive an email from Zoom with the ability to add the event to their Google calendar.

The user you’ve scheduled a meeting for will be the official host when the meeting starts.  That meeting will use the host’s personal Zoom meeting settings, such as their waiting room, passcode preferences or Zoom AI Companion settings.  

Additional Notes

Why this is better than Alternative Host

While you can add a user as an Alternative Host, this often causes issues if they want to record to their own cloud or manage breakout rooms easily. Scheduling Privilege makes them the actual owner of the meeting, which is much cleaner for administrative purposes.

Summary Table for Fast Reference