Using scheduling privilege

Scheduling privilege is designed for a user or an executive admin to:

• Assign or delegate a user or multiple users in your account to schedule meetings on your behalf.
• Schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. If both users have a webinar license, they can also schedule webinars for you.
• Access cloud recordings and meeting reports for those you are a delegate for.
• Act as an alternative host for any meetings you have scheduling privilege for.

You and the assigned scheduler must both be Licensed or On-Prem.

It is even possible to use scheduling privilege between linked master/sub accounts. 

Notes:

• If you receive a 3003 error when editing or canceling a meeting for another user, ensure that scheduling privileges have not been modified. Also, ensure that you and the user you are scheduling for are both Licensed users.
• When you assign scheduling privileges to other users in the Zoom web portal, you can choose if these users can manage your meetings that are marked as private in Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list. This is not currently supported with Outlook.
• Alternative hosts who were automatically added with scheduling privileges or added manually by the host can be demoted by the host to an attendee role when not needed for hosting duties. The demoted user can leave and rejoin the session to regain alternative host privileges.
• Expected behavior when using scheduling privilege with Outlook:
  • If user A (delegate) schedules on behalf of user B (host) while inside of user A's calendar, then the meeting will not show up on user B's calendar unless an invite is sent.
  • If user A (delegate) schedules on behalf of user B (host) while inside user B's calendar, then the meeting will appear on user B's calendar without sending an invite.

Requirements for using scheduling privilege

• Both users must be Licensed or On-Prem
• Both users must be on the same account, or linked master/sub accounts
• Scheduling privilege enabled on the account by an admin
• For webinars, both users must have the webinar add-on
• If scheduling for another user through a Zoom plugin, add-in, or add-on, install the latest version:
  • Outlook plugin
  • Outlook add-in (Scheduling privilege is supported for the add-in on Windows 10 1909, as well as Outlook for Mac 2016, version 16.24 and up)
  • Chrome/Firefox plugins
  • G Suite add-on

How to set up scheduling privilege

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Click the Meeting tab.
4. Under Other, locate Schedule Privilege.
5. Next to Assign scheduling privilege to, click Add.
6. Under Users, enter a username or email address in the text box.
7. (Optional) Click Add to add more users or email addresses to assign scheduling privilege.
   Note: There is no limit to how many users can be assigned scheduling privilege, but it may appear that you are limited to just 6 users. After clicking Add, scroll the list to view additional rows to assign scheduling privilege.
8. (Optional) Select the Can manage my private events check box if you want a user(s) to manage your private events and view their details.
   Note: Users with scheduling privilege will see private events but with details hidden if they are not allowed to manage your private events.
9. (Optional) If enabled by an admin, select the Allow above users to manage the recordings for their scheduled meetings check box to allow users with scheduling privilege to access and manage cloud recordings for scheduled meetings.
10. (Optional) If enabled by an admin, click the Cloud Recording checkbox to also allow users with scheduling privilege to access and manage cloud recordings for scheduled meetings.
11. (Optional) If enabled by an admin, click the Reports checkbox to also permit users assigned scheduling privilege to access the reports generated by meetings they are delegates for.
12. Click Save.

If the user was assigned successfully, they will appear under Assign Scheduling Privilege to. However, they will need to sign out of the Zoom desktop app and sign in again before they will be able to schedule for you.

If scheduling privilege cannot be assigned because the user is not on your account or is not a Licensed user, you will receive an error message.

How to schedule for another user (Zoom plugins, add-ins, and add-ons)

Before you start, make sure to set up scheduling privilege and install the latest version of the plugin, add-in, or add-on.

Note: You can also set up calendar integration if you want to see Zoom meetings scheduled in third-party calendars to display on the desktop app.

Outlook add-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook add-in.

1. Schedule a meeting using the Outlook add-in.
2. While in the calendar event window, click Zoom then Settings.
3. In the Schedule For drop-down menu, select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Outlook plug-in

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook plug-in.

1. Schedule a meeting using the Outlook plug-in.
2. While in the calendar event window, click Change Settings in the tool bar.
3. Click the Schedule For check box, then select the user you want to schedule the meeting for.

Note: If you want to allow someone else to manage your Outlook calendar, refer to the Office 365 support site.

Other plugins and add-ons

Follow these PDF guides to learn about scheduling for another user:

• Chrome/Firefox plugins
• G Suite add-on

Note: When you schedule for another user using a plugin, add-in, or add-on, the meeting will be scheduled for yourself. As a result, the meeting will not appear in Zoom for the person you're scheduling for. After scheduling the meeting in the third-party platform, follow these steps to change the user that the meeting was scheduled for:

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings.
3. Click the meeting that you scheduled in the third-party platform.
4. Click Edit this Meeting.
5. In the Schedule For drop-down menu, select the user that assigned you scheduling privileges, then save the changes to the meeting.
   The meeting will appear for the user when they sign in to the Zoom web portal, desktop app, or mobile app.

How to schedule for another user (Zoom)

How to transfer a meeting between users

If you have scheduled a meeting for someone, but need to reschedule the meeting so that someone else is the host, scheduling privilege can help. You can edit meetings and change the host as many times as needed before the session starts. Any changes to the meeting while the meeting is active will not be reflected until the meeting is restarted.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Meetings.
3. Find and click on the topic of the meeting you need to adjust.
4. Click Edit.
5. In the Schedule For section, click the drop-down and select a new host.
   Note: You must already have scheduling privilege for both the current host and the user you wish to assign this meeting to.
6. Click Save.

Once the meeting is transferred between users on the Zoom web portal, the meeting should now appear on the list of upcoming meetings for the new host on the Zoom web portal, desktop app, and mobile app. If the event was exported to or scheduled directly in a calendar service, such as Outlook or Google Calendar, please make sure the new host has also been invited to the calendar event.

Note: This is also possible with webinars, but requires all users (both hosts and the user with scheduling privileges) have the webinar add-on.