Steps to Schedule a Zoom Meeting

These steps are for scheduling a meeting on the Training Team Faculty’s Zoom account.

You are encouraged to use your own conferencing software for Online Workshops, but if you do not have access to one, you can request the use of a Zoom account from the Community Team.

Step 1: Schedule a meeting

Log into Zoom via your browser from Then, click on Meetings and select ‘Schedule a Meeting’.

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Step 2: Set the title, date and time

Complete the following fields:

  • Topic 
  • When (ensure you select your own time zone)
  • Duration
  • Meeting ID: Generate automatically
  • Security
    • Select ‘both’ Passcode and Waiting Room. This might already be selected.

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Step 3: Video

  • Turn the presenter’s video ‘on’.
  • Turn the participants’ video ‘off’.

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Step 4: Audio

Select ‘both’ Telephone and Computer Audio.

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Step 5: Options

Click on ‘show’, next to options, and tick the following preferences:

  • ‘Mute participants upon entry’
  • ‘Enable focus mode when meeting starts’. This feature gives the host and co-hosts view of all participants’ videos without other participants seeing each other. Alternatively, the meeting host can be spotlighted so that only their video gets highlighted to guests but other participants’ videos can be seen.
  • Break out rooms (optional)

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Step 6: Polls (optional)

Once a meeting is saved, you can make your way down to the bottom of the page to create polls which can be launched at any time during the event.

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Step 7:  Hosting a meeting

Before allowing participants to join the meeting, ensure you have completed the following steps:

  • Share your screen.
  • Enable chat to be saved by participants.
  • Click on ‘More’ and enable the live transcript.
  • Click on ‘More’ and select ‘start focus mode’.
  • Record the meeting to the Cloud once the teaching time commences. 

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For more information:

The Learn.WordPress Zoom account has the following features already enabled:

  • Waiting room
  • Chat messages and private chat
  • Allowing co-hosts
  • Only hosts can share their screen
  • Participants can reactReact React is a JavaScript library that makes it easy to reason about, construct, and maintain stateless and stateful user interfaces. with emojis
  • The option to enable automated captions
  • The option to enable focus mode

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