Creating an All Hosts Available (collective host) booking schedule

1. Sign in to the Zoom desktop client.
2. Click More , then click the Scheduler tab .
3. In the navigation menu, click the My schedules tab .
4. In the top-right corner, click + Create schedules.
   A pop-up window will appear.
5. In the window, select All Hosts Available.
   This schedule type allows you to schedule meetings with multiple team members, accommodating one attendee per booking. 
6. Click Next to continue to the next tab.
7. Under the Details tab, provide the following information:
   • Schedule Name: Choose the default name used for each created calendar event.
   • Schedule Color: Select a color. This is used to color-code scheduled events on your personal dashboard. Invitees visiting your Scheduler page will also see the event type color.
   • Duration: Choose the default duration of the calendar events created.
   • Video Conferencing: Choose which service to use when creating a calendar event: None or Zoom Meeting.
     Note: When a Zoom Meeting appointment is created, it will have the same default settings as the user’s Zoom Meetings default settings.
     • (Optional) If you chose Zoom Meeting, select the Enable Zoom Meeting Waiting Room checkbox to enable the Waiting Room feature. You can enable or disable the Waiting Room feature for Zoom Scheduler meeting appointments. The Waiting Room feature allows you to control when a participant joins the meeting. As the meeting host, you can admit participants one by one, or hold all participants in the waiting room and admit them all at once.
   • Location: Provide details on where this meeting will take place, such as a room or address.
   • Additional Information: Provide additional text to be included with the calendar event.
     This is optional but can be used to provide important information to clients booking time with you ahead of their scheduled event, such as joining instructions, cancellation information, and more.
8. Click Next to continue to the next tab.
9. On the Hosts tab, search or enter a contact's name or email address. 
   
   1. When you find the contact you want to add, select the contact to add them as a host.
      The schedules will be distributed based on all hosts' availabilities.
      Note: The hosts who are involved in team scheduling will be notified when other hosts’ calendar connection is invalid. An alert will be displayed by the host whose calendar connection is not linked. Organizers can still save the schedule, even when a host’s calendar connection is invalid; however, attendees cannot book that schedule because Zoom Scheduler is unable to access that calendar. Learn more about reauthorizing your account.
10. Click Next to continue to the next tab.
11. Under the Availability tab, choose which days of the week, as well as the time frame on each day, to set available time for all hosts.
    By default, Saturday and Sunday are disabled, while Monday through Friday is enabled and set to 9:00 AM to 5:00 PM.
    Note: Multiple time frames for each day can be created, which allows you to create a break for lunch or other existing meetings.
    • (Optional) To apply the set hours of availability to every day of the booking schedule:
      1. To the right of the set of hours for availability, click the copy icon .
         A list of the weekdays will appear.
      2. In the list, select the checkboxes of the weekdays that you want to copy the set hours of availability. 
      3. Click Apply. To select all weekdays and apply the set of hours for availability to all the days of a booking schedule, click Apply to all.
         The weekdays will be updated with the set of hours for availability.
12. Under Exclude specific dates, choose to exclude certain days from the booking schedule. Multiple dates can be selected. Additionally, restricted dates can be edited and deleted.
    
    1. Click + Add a date.
    2. Select the date(s) you want from the calendar.
       The dates will appear under Exclude specific dates.
    3. (Optional) On a date you want to remove, click the X button.
13. Under Timezone, choose which timezone this bookable time schedule will use.
    Your profile’s timezone is chosen by default.
    Note: When booking, users, who are in a different time zone from the organizer, can select the time zone that matches their current geographic locations.
14. Under Repeats, choose how many weeks you want this bookable schedule to be created for:
    • Forever: Keep this bookable schedule available with no end date.
      Note: Organizers can disable a bookable schedule as needed, without having to delete or edit it. This can be useful for suspending your availability while out of office.
    • Date Range: Choose to have this bookable schedule available and repeated each week until the date set.
15. Under Buffer time between schedules, choose how much time to provide between back-to-back sessions. You can choose the buffer time for before and after meetings.
    This can be useful for giving yourself time to make notes or take follow-up actions, before potentially having another session scheduled.
16. Click Next to continue to the next tab.
17. On the Notifications tab, manage your notifications:
    • Under System Notifications, select your system notification type:
      • Click the Select notification type dropdown, then select from the following options:
        • Send calendar invitation: After booking a schedule, an event will be created in your calendar and your invitee will be added as an attendee. After selecting this option, under Calendar Invitation, you can click Edit to edit the Calendar Event Invitation.
        • Send email confirmation: After selecting this option, under Email Confirmation, you can click Edit to edit the Booking Confirmation Email or Cancellation Email.
          
          • (Optional) Select the Use a no-reply email address checkbox to hide your email address by having Zoom send email invites to attendees rather than from your own email address.
    • (Optional) Under Cancellation Policy, use this optional setting to add a cancellation policy for your event. The text entered will appear in the email notification sent to your invitee.
      • (Optional) Select the Include cancel and reschedule links in notifications checkbox.
18. Click Next to continue to the next tab.
19. On the More Options tab, choose from the following additional configuration options:
    • Show schedules in increments of: Choose how frequent time slots in a given time range are generated. Time slots will overlap each other until a session is booked, then conflicting time slots will be removed.
    • Maximum schedules per day for attendees: Choose to limit how many sessions are allowed per day.
    • Set minimum time before a schedule starts that attendees can book: Choose the minimum time before a bookable schedule starts that attendees can book. Enter the number, then select days, hours, or minutes from the dropdown menu.
    • Set maximum advance time for attendees to book: Select the amount of time that can be booked ahead of time. Enter the number of days, then select days or weekdays from the dropdown menu to set the number of days that can be booked ahead of time.
    • Require verification code to book: Select this checkbox to require users booking an appointment to enter a verification code sent to the email address used to schedule the meeting.
    • Attendee Questions: Create custom fields in Q&A format. You can enable or disable the field, set the field as Required, choose the Answer Format, and delete or add more fields.
    • Confirmation Page: Customize your booking schedule confirmation page. You can also add a URL on your confirmation page to redirect attendees to another website with additional information.
      • Upon Confirmation: Click the dropdown and select if you want to Display Zoom Scheduler confirmation page or Redirect to external site for attendees.
      • (Optional) Click the Display button text to schedule another event checkbox. Then, enter the Button text.
20. Click Finish to save this bookable schedule.
    When created, you will be provided with the link to this booking calendar, so that it can be shared with others.

In the Zoom desktop client Schedules tab, the collective host bookable schedule will appear under Team Schedules .