Getting started with Zoom Scheduler

Zoom Scheduler leverages the Zoom platform to connect users to their calendar, where they can generate slots of scheduled availability for attendees to then select a preferred time on both parties’ calendars. Users can also customize their email notifications. Since Zoom Scheduler supports Google, Office 365, and Zoom Mail services, users can also integrate Zoom Scheduler and generate slots of availability based on Google and Office 365 calendars as well. With Zoom Scheduler seamlessly integrated with Zoom Mail, Calendar, Meetings, Zoom Scheduler can be leveraged by any user to save time and streamline appointment scheduling.

Learn more about using Zoom Scheduler, scheduling an appointment on Zoom Scheduler, exploring Zoom Scheduler features, and enabling Zoom Scheduler.

Note: Zoom Scheduler will read and utilize users’ default Zoom Meetings settings. 

This article covers: 

Prerequisites for using Zoom Scheduler

Limitations of Zoom Scheduler

How to access Zoom Scheduler

  1. Sign in to the Zoom desktop client.
  2. Click More , then click the Scheduler tab .

Web

  1. Sign in to the Zoom web portal.
  2. In the left navigation menu, click Scheduler.

How to create and manage booking schedules

Creating a booking schedule allows your clients to view your availability and schedule a time that suits you both. You can create recurring time schedules, which repeat until a specific date or can repeat forever. Additionally, your booking page photo and name match your current Zoom profile picture and name.

Recurring booking schedules and custom booking schedules will create a booking link, which is shared with others by the organizer. Recurring booking links can also be accessed through the organizer’s public page. While the links to recurring booking schedules are always active (as long as the host has that booking schedule active), links for custom schedules will expire after the date of the scheduled time slot(s) and no longer be accessible to those you shared it with.

Create a booking schedule

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the left navigation menu, click the My schedules tab .
  3. In the top-right corner, click + Create schedules.
    A pop-up window will appear.
  4. In the window, select the type of schedule that you want to create:
    Note: Only repeating availabilities appear on your public page.
  5. After completing the schedule creation setup, click Finish to save this schedule.
    When created, you will be provided with the link to this booking calendar, so that it can be shared with others.
    • (Optional) Under the booking link, select the Generate single-use link checkbox. 
      When selected, this single-use link will expire after an attendee books an event using this link. Unused links will appear as Pending in your Scheduled Events tab.

Filter your booking schedules

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. At the top of the page, click the filters to find a booking schedule:
    • All: Displays all booking schedules.
    • Created by me: Displays the booking schedules you created.
    • Shared with me: Displays the booking schedules that you have been added as a host and/or given ownership of these team schedules. You have view and editing permissions to these schedules.
    • Team events: Displays all team schedules that you are a host in these team schedules, and you can receive events in the calendar when these schedules are booked.
    • One-Time: When a one-time meeting is booked, it will appear as upcoming in the Scheduled Events tab.
    • One-Off: Displays the one-off meetings that you created.
    • Polls: Displays your availability polls that you created.

Edit a booking schedule

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Edit.
  4. Edit the booking schedule information.
  5. When you are done editing, click Finish.

Edit booking schedule permissions

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Edit Permissions.
    A pop-up window will appear.
  4. In the window, add users to edit or view this event.
    The users will appear in the window.
  5. To the right of the user you want to manage, click the dropdown menu, then select from the following options:
    • View only: The user can view the event card on the My schedules page and booked schedules.
    • Can edit: The user can edit event settings and booked schedules.
    • Transfer ownership: When you transfer ownership of the booking schedule, you will no longer be the event owner. The user will be able to edit schedule settings and permissions. They will also be able to delete this schedule. Click Yes, transfer to confirm.
  6. (Optional) To the right of the user you want to manage, click the trash icon to delete the user.
  7. Click Save.

Delete a booking schedule

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Delete.
    A confirmation window will appear.
  4. In the window, click Delete.
    Note: Deleting this booking schedule is permanent, and anyone with the link will no longer be able to access it.

Add a note to a booking schedule

You can use notes to add any relevant information about this schedule that you may want to remember.

Note: Invitees cannot see your notes.

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Add Note.
    A pop-up window will appear.
  4. In the window, enter a note.
    Note: The maximum character count is 250 characters.
  5. Click Save.

Duplicate a booking schedule

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Duplicate.
    A pop-up window will appear, displaying a copy of the booking schedule.
  4. In the window, edit the duplicated booking schedule information.
  5. Click Finish.

Activate or disable a booking schedule

When 1 or more booking schedules are created, there may be times when you want the booking schedule to disabled, without losing the details of your booking schedule and the already shared link. Disabling a booking schedule temporarily removes those time slots from your public-facing calendar.

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. In the top-right corner of the booking schedule’s information, click the gear icon .
  4. Click the Active toggle to enable or disable.
    Disabled booking schedules will appear in gray, while active booking schedules are in black.

Web

Create a booking schedule

  1. Access Zoom Scheduler through the web portal.
  2. Click the My Schedules tab.
  3. In the top-right corner, click + Create Schedules.
    A pop-up window will appear.
  4. In the window, select the type of schedule that you want to create:
    Note: Only repeating availabilities appear on your public page.
  5. After completing the schedule creation setup, click Finish to save this schedule.
  6. When created, you will be provided with the link to this booking calendar, so that it can be shared with others.
    • (Optional) Under the booking link, select the Generate single-use link checkbox. 
      When selected, this single-use link will expire after an attendee books an event using this link. Unused links will appear as Pending in your Scheduled tab.

Filter your booking schedules

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. At the top of the page, click the filters to find a booking schedule:
    • All: Displays all booking schedules.
    • Created by me: Displays the booking schedules you created.
    • Shared with me: Displays the booking schedules that you have been added as a host and/or given ownership of these team schedules. You have view and editing permissions to these schedules.
    • Team events: Displays all team schedules that you are a host in these team schedules, and you can receive events in the calendar when these schedules are booked.
    • One-Time: When a one-time meeting is booked, it will appear as upcoming in the Scheduled Events tab.
    • One-Off: Displays the one-off meetings that you created.
    • Polls: Displays your availability polls that you created.

Edit a booking schedule

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Edit.
  4. Edit the booking schedule information.
  5. When you are done editing, click Finish.

Edit booking schedule permissions

  1. Access Zoom Scheduler through the Zoom web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Edit Permissions.
    A pop-up window will appear.
  4. In the window, add users to edit or view this event.
    The users will appear in the window.
  5. To the right of the user you want to manage, click the dropdown menu, then select from the following options:
    • View only: The user can view the event card on the My schedules page and booked schedules.
    • Can edit: The user can edit event settings and booked schedules.
    • Transfer ownership: When you transfer ownership of the booking schedule, you will no longer be the event owner. The user will be able to edit schedule settings and permissions. They will also be able to delete this schedule. Click Yes, transfer to confirm.
  6. (Optional) To the right of the user you want to manage, click the trash icon to delete the user.
  7. Click Save.

Delete a booking schedule

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Delete.
    A confirmation window will appear.
  4. In the window, click Delete.
    Note: Deleting this booking schedule is permanent, and anyone with the link will no longer be able to access it.

Add a note to a booking schedule

You can use notes to add any relevant information about this schedule that you may want to remember.

Note: Invitees cannot see your notes.

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Add Note.
    A pop-up window will appear.
  4. In the window, enter a note.
    Note: The maximum character count is 250 characters.
  5. Click Save.

Duplicate a booking schedule

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon , then click Duplicate.
    A pop-up window will appear, displaying a copy of the booking schedule.
  4. In the window, edit the duplicated booking schedule information.
  5. Click Finish.

Activate or disable a booking schedule

When 1 or more booking schedules are created, there may be times when you want the booking schedule to disabled, without losing the details of your booking schedule and the already shared link. Disabling a booking schedule temporarily removes those time slots from your public-facing calendar.

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
  3. In the top-right corner of the booking schedule’s information, click the gear icon .
  4. Click the Active toggle to enable or disable.
    Disabled booking schedules will appear in gray, while active booking schedules are in black.

How to share your booking schedules

After creating your booking schedules, you will need to share the client-facing page for them to view your availability and book time with you. Hosts can share links to specific booking schedules or share a general link to their profile, which shows the various booking options you’ve provided.

Additionally, you can embed your bookable schedule directly into your website with HTML code.

Note: Clients with a link to a specific booking schedule cannot view, or are even aware of, other active booking schedules of yours.

Share links to your booking schedules

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the My schedules tab .
  3. View your available booking schedules:
    • Bookings profile: Below your name, to the right of View Public Page, click the copy link icon  to copy the URL for your main profile page. This will list all your active booking schedules, allowing clients to choose and schedule time with any of your booking schedules.
      Note: Inactive booking schedules will not be seen by clients on your profile page.
      • Share your public page in the following ways:
        1. To the right of View Public Page, click the Share icon .
          A window will appear.
        2. In the share window, access the following tabs:
          • Click the QR Code tab to share the QR code for the public page. You can copy the QR code to your clipboard.
          • Click the Add to Website tab to embed the code in your HTML to display the Zoom Scheduler booking page. You can also customize the look of your public page.
    • Specific booking schedules: Clients can view your availability and book a time as allowed by this specific booking schedule. Clients are unable to see any other active booking schedules when viewing a specific schedule. Share your specific booking schedules in the following ways:
      1. At the bottom of the box for each active booking schedule, click the Share icon .
        A pop-up window will appear.
      2. In the share window, access the following tabs:
        • Click the Share Link tab to share the URL for that specific booking page.
          • (Optional) Under the booking link, select the Generate one-time link checkbox. 
            When selected, this single-use link will expire after an attendee books an event using this link. Unused links will appear as pending in your Booked Schedules tab.
        • Click the QR Code tab to share the QR code for that specific booking page. You can either download the QR code image or copy the QR code to your clipboard.
        • Click the Add to Email tab to copy and paste dates and times to an email to send your event’s availability to attendees.
          Note: You can choose a maximum of 6 dates.
          1. On the calendar, select a date.
          2. In the right panel, select a time (or multiple times). 
          3. Click Continue.
            An email preview of your availability will appear.
          4. Click Copy to Clipboard to copy the selected dates and times.
          5. (Optional) Click Edit to edit the dates and times.
        • Click the Add to Website tab to embed the code in your HTML to display the Zoom Scheduler booking page. You can also customize the look of your booking page.
  4. Share the link(s) with your contacts through your preferred methods, such as email invitations, adding the link to your email signature, and others.

Web

Share links to your booking schedules

  1. Access Zoom Scheduler through the web portal.
  2. Click the My schedules tab.
    Your available booking schedules are listed below.
    • Bookings profile: Below your name, to the right of View Public Page, click the copy link icon  to copy the URL for your main profile page. This will list all your active booking schedules, allowing clients to choose and schedule time with any of your booking schedules.
      Note: Inactive booking schedules will not be seen by clients on your profile page.
      • Share your public page in the following ways:
        1. To the right of View Public Page, click the Share icon .
          A window will appear.
        2. In the share window, access the following tabs:
          • Click the QR Code tab to share the QR code for the public page. You can either download the QR code image or copy the QR code to your clipboard.
          • Click the Add to Website tab to embed the code in your HTML to display the Zoom Scheduler booking page. You can also customize the look of your public page.
    • Specific booking schedules: Clients can view your availability and book a time as allowed by this specific booking schedule. Clients are unable to see any other active booking schedules when viewing a specific schedule. Share your specific booking schedules in the following ways:
      1. At the bottom of the box for each active booking schedule, click the Share icon .
        A pop-up window will appear.
      2. In the share window, access the following tabs:
        • Click the Share Link tab to share the URL for that specific booking page.
          • (Optional) Under the booking link, select the Generate one-time link checkbox. 
            When selected, this single-use link will expire after an attendee books an event using this link. Unused links will appear as pending in your Booked Schedules tab.
        • Click the QR Code tab to share the QR code for that specific booking page. You can either download the QR code image or copy the QR code to your clipboard.
        • Click the Add to Email tab to copy and paste dates and times to an email to send your event’s availability to attendees.
          Note: You can choose a maximum of 6 dates.
          1. On the calendar, select a date.
          2. In the right panel, select a time (or multiple times). 
          3. Click Continue.
            An email preview of your availability will appear.
          4. Click Copy to Clipboard to copy the selected dates and times.
          5. (Optional) Click Edit to edit the dates and times.
        • Click the Add to Website tab to embed the code in your HTML to display the Zoom Scheduler booking page. You can also customize the look of your booking page.
  3. Share the link(s) with your contacts through your preferred methods, such as email invitations, adding the link to your email signature, and others.

How to view your scheduled sessions

Once users book a time with you through a booking schedule, the calendar event will be automatically added to your calendar and that time slot will become unavailable for others viewing your availability. Besides your calendar, you can also manage your upcoming bookings through Zoom Scheduler directly.

  1. Access Zoom Scheduler through the Zoom desktop client.
  2. In the navigation menu, click the Scheduled Events tab .
  3. Your scheduled appointments will be displayed below, split between Upcoming, Pending, and Previous.
  4. For any appointments on the Upcoming tab, view and manage the following information and options:
    • Date and time
    • Name of the appointment: This is based on the booking schedule name.
    • Attendees: Lists the name(s) of those scheduled to attend this session. Hover the cursor over the attendee’s name to view the email address associated with their booking.
    • Reschedule icon : Click to reschedule the booked session. This loads the same calendar view as the client sees, allowing you to choose a date and time.
      1. Once a new date and time is chosen, you can add an optional message for the client regarding the reason for rescheduling.
      2. Click Reschedule to confirm.
        The attendees for the rescheduled session will be notified by email.
    • Trash icon : Click to cancel the scheduled session. Click Delete to confirm the cancellation.

Web

  1. Access Zoom Scheduler through the web portal.
  2. Click the Scheduled tab.
    Your scheduled appointments will be displayed below, split between Upcoming, Pending, and Previous.
  3. For any appointments on the Upcoming tab, view and manage the following information and options:
    • Date and time
    • Name of the appointment: This is based on the booking schedule name.
    • Attendees: Lists the name(s) of those scheduled to attend this session. Hover the cursor over the attendee’s name to view the email address associated with their booking.
    • Reschedule icon : Click to reschedule the booked session. This loads the same calendar view as the client sees, allowing you to choose a date and time.
      1. Once a new date and time is chosen, you can add an optional message for the client regarding the reason for rescheduling.
      2. Click Reschedule to confirm.
        The attendees for the rescheduled session will be notified by email.
    • Trash icon : Click to cancel the scheduled session. Click Delete to confirm the cancellation.