Schedule a Meeting

To schedule a Zoom meeting,


  • Add Topic
  • Add date, time, and meeting options
  • Use template feature if you need to reuse this format
  • Registration and Meeting Password - only if you require more security or need to limit access
  • Audio - defaults to both computer and phone option. Leave this as is
  • Alternative Hosts
    • Add email for other people to start the meeting
    • Note: cohost cannot start the meeting
  • Review the meeting option recommendations below
  • Click Save
  • Copy the URL to your email or meeting and send

Meeting Options Recommendations

  • Enable join before host - allows participants to join the meeting even if the host has not yet joined
  • Mute participants upon entry - as participants join their microphone will be muted, during the meeting participants can unmute themselves.
  • Enable waiting room - controls when participants can join the meeting and manage large groups. The host controls when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admin them all at once.
  • Only authenticated users can join - this ensures that only users with a Caltech account can join your meeting (this includes Caltech users with sub-domains such as Astro, HSS, GPS, etc.)

Zoom Meeting Recommendations