Settings when Scheduling Meetings

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.