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You can schedule Zoom meetings on behalf of someone else.

Set up scheduling privilege 

This needs to be set up for everyone who may be making meetings on your behalf. For example, a PI would need to add any admin or research staff per the following steps to allow them to book meetings.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Settings.
  3. Click the Meeting tab.
  4. Under Other, click Add next to Assign scheduling privilege to.
  5. Under Users, enter a username or email address in the text box.
  6. (Optional) Click Add to add more users or email addresses to assign scheduling privilege.
  7. (Optional) Select the Can manage my private events check box if you want a user(s) to manage your private events and view its details.
    Note: Users on client versions 5.9.0 or higher will see private events but with details hidden if they are not allowed to manage your private events.
  8. Click Save.

Scheduling a meeting for another user

Before you start, make sure to set up scheduling privilege and install the latest version of the plugin, add-in, or add-on.

Note: You can also set up calendar integration if you want to see Zoom meetings scheduled in third-party calendars to display on the desktop client.

Outlook add-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook add-in.

  1. Schedule a meeting using the Outlook add-in.
  2. While in the calendar event window, click Zoom then Settings.
  3. In the Schedule For drop-down menu, select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Outlook plug-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook plug-in.

  1. Schedule a meeting using the Outlook plug-in.
  2. While in the calendar event window, click Change Settings in the tool bar.
  3. Click the Schedule For check box, then select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Other plugins and add-ons

Follow these PDF guides to learn about scheduling for another user: 

Note: When you schedule for another user using a plugin, add-in, or add-on, the meeting will be scheduled for yourself. As a result, the meeting will not appear in Zoom for the person you're scheduling for. After scheduling the meeting in the third-party platform, follow these steps to change the user that the meeting was scheduled for:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the meeting that you scheduled in the third-party platform.
  4. Click Edit this Meeting.
  5. In the Schedule For drop-down menu, select the user that assigned you scheduling privileges, then save the changes to the meeting. 
    The meeting will appear for the user when they sign in to the Zoom web portal, desktop client, or mobile app.

Web

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. In the top-right corner, click Schedule a Meeting.
  4. In the Schedule For section, click the drop-down menu and choose the user you want to schedule for. 
  5. Adjust other meeting settings as needed. 
  6. Click Save to finish.


Scheduling using the Zoom app

Windows | macOS | Linux

The user given scheduling privilege will need to sign out of the Zoom client and sign in again for the scheduling privilege option to appear.

  1. Sign in to the Zoom desktop client.
  2. Click Schedule .
    This will open the scheduler window.
  3. Find the Schedule for section, found below the Topic section, 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, and open up the calendar you have selected.