Zoom: Schedule a Meeting for Someone Else to Host (Delegate, Scheduling Privilege)

Environment

U-M Zoom

Issue

How can I schedule a Zoom meeting for someone else to host?

Resolution

In Zoom, it's possible to schedule meetings for someone else to host.

Using Zoom on the web

1. Go to U-M Zoom and click Sign in.
2. Click the Schedule a Meeting button in the top right of the Meetings page.
3. Click the Schedule For drop-down and select the host for which you're scheduling the meeting.
4. Fill in the applicable meeting details.
5. Click Save.

Using the Zoom desktop client

Note: If you were just assigned as a delegate, you need to quit and restart your Zoom client before following the steps below.

1. Open the Zoom desktop client on your computer.
2. Click the Schedule button (calendar icon) on the Home page.
3. Click the Schedule For drop-down and select the host for which you're scheduling the meeting.
4. Fill in the applicable meeting details.
5. Click Save.

Using the Zoom for Google Workspace add-on

1. Ensure the host has shared you on their Google calendar and assigned the correct access permissions (you need to be able to make changes).
2. Ensure you have installed the Zoom for Google Workspace add-on.
3. Create a new event on the host's calendar and fill out the meeting information.
4. Click Add video conferencing and select Zoom Meeting from the drop-down.
   • If you receive the following error - "Failed to create meeting for uniqname@umich.edu because Shared Access Permissions is not enabled." - follow the instructions provided in the error message. If you continue to have an issue, refer to Article ID: 6783 for more troubleshooting information.
   • The "Meeting host" listed under the Zoom meeting info should be the host for which you're scheduling, not you.
5. Click Save and Send when complete.

Additional Information

Two potential issues when scheduling with the Zoom for Google Workspace add-on in Google Calendar:

• There have been reports of problems when someone is in the Google Calendar of the host they are scheduling for, and they are already shared on the host's calendar. If you use the Zoom for Google Workspace add-on to schedule the meeting, it may assign you as the meeting host instead of the person for whom you're scheduling.
  • If this happens, you can fix it by going into the meeting details, editing it, choosing the Scheduling For option, and selecting the correct host.
• There have been reports of another problem when the person scheduling on behalf of another is also permitted in Zoom to schedule for that person. Anytime an event is scheduled in Google Calendar with a Zoom meeting attached, two messages from Zoom are generated to the calendar owner. One is generated at the time a Zoom meeting is chosen (as described in Article ID: 4561) and another when the event is saved. To stop these notifications and suppress this behavior, the owner needs to turn off email notifications in their Zoom settings under “When someone scheduled a meeting for a host.”

Meetings scheduled on another's behalf will use the host's meeting settings (found in their Zoom account settings) from the meeting-specific settings configured when scheduling the meeting. It will not use the meeting settings of the person scheduling the meeting on the host's behalf.

Need additional information or assistance? Contact the ITS Service Center.