Use Zoom's new Scheduler tool to enable other people to schedule online or in-person meetings with you or groups you belong to. You set up and share links to an appointment booking page that shows time slots when you are available for different types of meetings. When someone schedules an appointment, Zoom sends an email or calendar invite (with a Zoom link if needed) to the people involved and reminders or follow-up emails or texts (if desired). By default all messages contain links for rescheduling or cancelling the meeting.
See also the Welcome to Zoom Scheduler mini-course (14 min; requires SSO login) and Getting started with Zoom Scheduler
Before you start, yo need:
Set up Scheduler
All members of a team must do this before you can create a team booking schedules.
- Go to the Zoom web portal or open the Zoom desktop app and log in with SSO and your college credentials.
- Click Scheduler in the left sidebar (web) or top menu (app).
- Click Get Started.
- Edit the the link for your public appointment booking page (must be unique and unused) if needed, then click Next.
- Click Sign in with Microsoft.
- Type in your college e-mail address and click Next.
- Log in with your College password and Duo if prompted.
Scheduler is now connected to your Outlook calendar.
Manage your availability
Availability settings delineate the time windows in which Scheduler should offer meetings. At a minimum, you should edit the default Availability for your account to match your typical working hours. If your availability differs for different types of meetings, you can either create additional availability templates to apply to those meetings or customize availability when creating those Schedules.
- On your Scheduler main page, click Settings.
- Click Availability.
- Select the default (starred) Availability template from the drop-down menu.
- Configure the days of the week and the times of day when you are typically available.
- Use the Active on drop-down menu to choose which Booking Schedules to apply it to.
- Click Back to Scheduler when you are finished.
Keep in mind that Zoom always checks the connected Outlook calendar and hides appointment slots within your availability windows that are marked Busy or Out of Office. This means:
- It's okay to apply the same Availability template to multiple Schedules. They won't create overlapping appointments.
- You can handle week-to-week changes in Availability by blocking off time on your Outlook calendar -- for example, by creating Out of Office events for the times you are on vacation.
- If your availability always varies for certain types of meetings, you can set a custom availability when setting up those booking Schedules. For example, if you worked in Park Science one day a week, you might create a "Meet in Park" Schedule with custom availability only on that day.
Appointment booking for individuals
Create and share booking schedules that people can use to make one-on-one appointments with you.
- Create One-to-One booking schedule pages for the different types of appointments people will need to book:
- If you are migrating from Calendly, a Zoom booking schedule is similar to a Calendly event type.
- If all of your appointments are in the same location and the same length, you may only need a single booking schedule.
- You will need multiple booking schedules if you want offer appointments of different lengths (30 mins, 1 hour) or in different locations (office, lab, online, etc.).
- Follow Zoom's step-by-by instructions on creating One-to-One bookings.
- Click (More Actions) on a booking schedule and toggle the Active switch on to make it available for booking.
- Share your booking schedules with people who need to book appointments:
- Share the URL for your Public page (click to copy it to clipboard, then paste it into an email or website) to enable people to choose from any of your individual appointment booking schedule options.
- Click the Share button on a booking schedule to for links and QR codes that allow booking for that appointment type only.
Appointment booking for teams
Coming soon ... email help@brynmawr.edu for help in the meantime.
