Schedule a meeting

1. Log in to http://buffalo.zoom.com/signin
2. Click Meetings from the left navigation menu
   
3. Click Schedule a Meeting
   
4. Input details for the meeting :
   • Choose a calendar (e.g., Outlook, iCal) under Calendar, if desired
   • Alternate hosts, Q&A, automatic recording and other options can be configured under Advanced Options
     
5. Click Save
   
6. Copy the Invite Link if needed or choose to Add to Outlook, Google or Yahoo calendar
   

1. Click Schedule button on the Zoom App
2. Input details for the meeting:
   • Choose a calendar (e.g., Outlook, iCal) under Calendar, if desired
   • Alternate hosts, Q&A, automatic recording and other options can be configured under Advanced Options
3. Click Save
   

See instructions for adding and using Zoom in UB Learns.

Topic
Enter a specific name for your meeting or course session

•  A clear topic helps you keep track of meetings in the Zoom app, web portal, and UB Learns.

Recurring Meetings

• Choose daily, weekly, or monthly for regularly recurring meetings
  • You can delete or ignore individual occurrences you don’t need
• Choose No fixed time for occasional or irregular meetings, such as office hours or ad hoc meetings with students or colleagues.
  • This option is not available when scheduling in the Zoom app or the Outlook add-on
  • Be sure to add the waiting room option especially if your no fixed time meeting is for office hours or student appointments
    

Security
You must have at least one security option selected: passcode, waiting room, or only authenticated users can join meetings

• Only authenticated users can join (UB Only):
  • This setting limits attendees to people who sign into the Zoom desktop or mobile app with an @buffalo.edu email address and UBIT password (a.k.a. sign in with SSO).
  • Use this setting for course meetings so you know who is attending.
  • This setting is necessary if you are pre-assigning breakout rooms.
  • You can invite non-UB guests with the Authentication Exception tool. An email will be sent to each person added here. The email includes a unique link to join the meeting; this link bypasses the UB authentication requirement.

Enable Join before host or Allow participants to join X minutes before start time: uncheck this box if you plan to record automatically or use pre-assigned breakout rooms.

Allow host to save video order: you can re-order the gallery view of your class. When this option is selected, you will be able to save a custom arrangement.

Hosts and Co-Hosts:

• Host and Co-Host Controls in a Meeting
• How to assign a co-host during a meeting

Breakout Room pre-assign

• You can pre-arrange your meeting participants into breakout rooms when scheduling the meeting.
• This option is not available when scheduling in the Zoom app or the Outlook add-on

Enable focus mode when meeting starts: in focus mode students will hear anyone that is un-muted, but they will only see video of the host, co-hosts, and anyone you spotlight. They will not see other students’ video, only names and nonverbal reactions.

Record the meeting automatically: Check this box if you want the class or meeting to be automatically recorded. Choose In the cloud

• Recording to the cloud will automatically add captions to the recordings and post them to the Cloud Recording tab in UB Learns.
• In UB Learns, Zoom cloud recordings are not visible to students by default. You must publish individual recordings or enable Publish All Recording.

Personal Meeting Rooms are great for small informal meetings with staff and colleagues at UB.  They are not good for larger more formal meetings, online class sessions or anytime you are meeting with someone outside the UB community. You should always schedule a meeting when the meeting is for a course, is a formal department meeting or if your meeting includes anyone from outside of UB.

You can do this in two ways:

• Add Zoom as an External Learning Tool in UB Learns. When students select the link, they will see any meetings scheduled in Zoom through Brightspace as well as any cloud recordings for the course. Instructors can also use this area to schedule new meetings.
• Schedule the meeting as you normally would. Copy the invite information for the meeting and post the link in UB Learns, send a calendar invite, or email the information to the class list from HUB or UB Learns.

One person can schedule the meeting and add the others as alternate hosts.

It is possible for the person who scheduled that meeting to start and host a second meeting while an alternate host starts the shared meeting. See Hosting multiple meetings simultaneously 

• You can schedule a recurring meeting with a recurrence of “no fixed time”. This meeting can be used at any time for office hours or student appointments. Share the link through UB Learns or in your syllabus including the days and times the meeting will be open.
• Be sure to turn on the waiting room for this meeting link to control who is in the meeting at any time.   Zoom allows you to send chat messages to people in the waiting room so you can communicate with them while you’re on with another student(s).
• Add Zoom to UB Learns and use the Appointments tab to let students sign up to meet with you on the days and times you specify.
• Using the LTI Easy Scheduler