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. With Zoom Scheduler seamlessly integrated with Zoom Mail, Calendar, and Meetings, any user can leverage it 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.

Requirements for using Zoom Scheduler

Limitations of Zoom Scheduler

Table of Contents

How to access Zoom Scheduler

Windows | macOS
  1. Sign in to the Zoom desktop app.
  2. In the navigation bar, click More , then click Scheduler .
Web
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Scheduler.

How to create and manage booking pages

Creating a booking page 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 pages and custom booking pages 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 pages are always active (as long as the host has that booking page 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.

Windows | macOS

Create a booking page

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the add icon .
  3. Select the type of schedule that you want to create:
    Note: Only repeating availabilities appear on your public page.
    • Create a booking page: Select between 4 schedule types for your regular bookings:
      • One to One: Schedule a meeting with one attendee and you as the host. The attendee can add other guests when booking if the host allows.
      • Any Host Available: Schedule meetings with multiple team members in a rotating cycle, accommodating one attendee per booking.
      • All Hosts Available: Schedule meetings with multiple hosts, accommodating one attendee per booking.
      • One to Many: Schedule a meeting with multiple attendees and you as the host. The full attendee list will not be visible on the calendar invite.
    • One-Off meeting: Host a meeting that falls outside of your regular booking page.
    • Availability poll: Create a one-time meeting after offering times for a vote.
  4. After completing the schedule creation setup, click Publish to save this schedule.
    When created, you will be provided with the link to this booking calendar, so that you can share it with others.

Filter your booking pages

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. At the top of the page, click the filter icon .
  4. Narrow your search results using the following filters as needed: 
    • Booking page type: Choose from the booking types.
    • Owned by: Displays the booking pages owned by a specified user.
    • Created by: Displays the booking pages created by a specified user.
    • Hosts: Displays the booking pages where the specified user is a host.
    • Permissions: View booking pages that you can edit, have view only access to, are admin managed, or are shared with you.
    • Page status: View active or inactive booking pages.
  5. Click Apply.

Edit a booking page

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Edit.
  5. Edit the booking page information, such as the booking page name, schedule color, link, duration, and more.
  6. Click Next to continue editing the booking page information.
  7. Click Finish.

Edit booking page permissions

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

Delete a booking page

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Delete.
    A confirmation window will appear.
  5. Click Delete.
    Note: Deleting this booking page is permanent, and anyone with the link will no longer be able to access it.

Add a note to a booking page

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

Note: Invitees cannot see your notes.

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Add Note.
  5. Enter a note.
    Note: The maximum character count is 250 characters.
  6. Click Save.

Duplicate a booking page

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Duplicate.
  5. Edit the duplicated booking page information.
  6. Click Next to continue editing the booking page information.
  7. Click Finish.

Activate or disable a booking page

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

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. In the top-right corner of the booking page’s information, click the gear icon .
  4. Click the Active toggle to enable or disable it.
Web

Create a booking page

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
  3. Click New booking page.
  4. Select the type of schedule that you want to create:
    Note: Only repeating availabilities appear on your public page.
    • Create a booking page: Select between 4 schedule types for your regular bookings:
      • One to One: Schedule a meeting with one attendee and you as the host. The attendee can add other guests when booking if the host allows.
      • Any Host Available: Schedule meetings with multiple team members in a rotating cycle, accommodating one attendee per booking.
      • All Hosts Available: Schedule meetings with multiple hosts, accommodating one attendee per booking.
      • One to Many: Schedule a meeting with multiple attendees and you as the host. The full attendee list will not be visible on the calendar invite.
    • One-Off meeting: Host a meeting that falls outside your regular booking page. Learn more about one-off meetings.
    • Availability poll: Create a one-time meeting after offering times for a vote. Learn more about availability polls.
  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.

Filter your booking pages

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
  3. At the top of the page, click the filter icon .
  4. Narrow your search results using the following filters as needed: 
    • Booking page type: Choose from the booking types.
    • Owned by: Displays the booking pages owned by a specified user.
    • Created by: Displays the booking pages created by a specified user.
    • Hosts: Displays the booking pages where the specified user is a host.
    • Permissions: View booking pages that you can edit, have view only access to, are admin managed, or are shared with you.
    • Page status: View active or inactive booking pages.
  5. Click Apply.

Edit a booking page

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Edit.
  5. Edit the booking page information, such as the booking page name, schedule color, link, duration, and more.
  6. Click Next to continue editing the booking page information.
  7. Click Finish.

Edit booking page permissions

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

Delete a booking page

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

Add a note to a booking page

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 Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon .
  4. Click Add Note.
  5. Enter a note.
    Note: The maximum character count is 250 characters.
  6. Click Save.

Duplicate a booking page

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
  3. In the top-right corner of the booking page's information, click the gear icon.
  4. Click Duplicate.
  5. Edit the duplicated booking page information.
  6. Click Next to continue editing the booking page information.
  7. Click Finish.

Activate or disable a booking page

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

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
  3. In the top-right corner of the booking page’s information, click the gear icon .
  4. Click the Active toggle to enable or disable it.

How to share your booking pages

After creating your booking pages, you will need to share the client-facing page for them to view your availability and book a time with you. Hosts can share links to specific booking pages 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.

Windows | macOS | Linux

Share links to your booking pages

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, click the Booking pages tab.
  3. View your available booking pages:
    • Bookings profile: Below your name, click the copy link icon to copy the URL for your main profile page. This will list all your active booking pages, allowing clients to choose and schedule time with any of your booking pages.
      Note: Inactive booking pages will not be seen by clients on your profile page.
    • Specific booking pages: Clients can view your availability and book a time as allowed by this specific booking page. Clients are unable to see any other active booking pages when viewing a specific schedule. Share your specific booking pages in the following ways:
      1. At the bottom of the box for each active booking page, click Share .
        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.
        • 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.
Web

Share links to your booking pages

  1. Access Zoom Scheduler through the web portal.
  2. Click the Booking pages tab.
    Your available booking pages are listed below.
    • Bookings profile: Below your name, click the copy link icon to copy the URL for your main profile page. This will list all your active booking pages, allowing clients to choose and schedule time with any of your booking pages.
      Note: Inactive booking pages will not be seen by clients on your profile page.
    • Specific booking pages: Clients can view your availability and book a time as allowed by this specific booking page. Clients are unable to see any other active booking pages when viewing a specific schedule. Share your specific booking pages in the following ways:
      1. At the bottom of the box for each active booking page, click Share .
        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.
        • 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.
          6.  
        • 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 events

Once users book a time with you through a booking page, 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.

Windows | macOS
  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the side panel, 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 page 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 events 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 page 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.