Configuring Zoom Scheduler managed schedules

Managed schedules are reusable templates that account owners and admins can create, control, and assign across members of their organization. Account owners and admins can assign multiple users or groups at once, and each assignee will receive their own copy of the managed schedule on their My Schedules tab in Zoom Scheduler. If their organization tends to create similar schedules, like demo calls or interview sessions, then managed events can help standardize those redundant schedules for all users.

Requirements for configuring Zoom Scheduler managed schedules

How to access managed schedules in Zoom Scheduler

Windows | macOS | Linux
  1. Sign in to the Zoom desktop app.
  2. Click More , then click the Scheduler tab .
  3. In the navigation menu, under Team Scheduling, click Managed schedules.
    Your list of schedules will appear.
Web
  1. Sign in to your Zoom account on the Zoom web portal.
  2. In the top-right corner, click the Zoom Products icon .
  3. In the Zoom Products menu, click Scheduler.
    Scheduler will open in a new browser tab.
  4. Click the Managed schedules tab.

How to create a template

Windows | macOS | Linux
  1. Access the Managed schedules tab in Zoom Scheduler.
  2. In the top-right corner, click Create template.
    You will be directed to the template creation setup.
  3. Select from the following booking schedule templates:
    One to One: You are the host. Attendees can add other guests when booking if the host allows.
    One to Many: You are the host. The host selects the maximum number of attendees per booking. The full attendee list will not be visible on the calendar invite.
  4. Click Next.
  5. Complete the creation flow for the One to One template or the One to Many template.
  6. Click Finish.

Web
  1. Access the Managed schedules tab in the Zoom web portal.
  2. In the top-right corner, click Create template.
    You will be directed to the template creation setup.
  3. Select from the following booking schedule templates:
    One to One: You are the host. Attendees can add other guests when booking if the host allows.
    One to Many: You are the host. The host selects the maximum number of attendees per booking. The full attendee list will not be visible on the calendar invite.
  4. Click Next.
  5. Complete the creation flow for the One to One template or the One to Many template.
  6. Click Finish.

How to edit your template

When editing a managed schedule template, you can lock or unlock individual sections to control whether your changes sync automatically to assigned users and groups and whether users can edit their own copy.

Locking and unlocking sections

Each lockable section in the admin editor includes a toggle labeled Allow assigned hosts to edit this section.
When you save the managed schedule, all currently locked sections are pushed immediately to every assigned user's and group's copy of the booking page.

Lockable section groups

The following five section groups can be locked or unlocked:
 
Selection groupWhat's included
General Fields (Details)
Booking Page Name, Schedule Color, Duration, Max Attendees, Additional Options, Description. Location is excluded, it is always user-controlled.
Availability
Availability, Booking Window, Buffer Time
Notifications
System Notifications, Cancellation Policy
Rules
Whole section
Confirmation Page
Whole section
Attendee Questions
Whole section
Note: Location is never lockable, it always remains user-controlled and is excluded from all section groups.

Windows | macOS | Linux
  1. Access the Managed schedules tab in Zoom Scheduler.
  2. Access the template's editing flow in the following ways:
    • Click a template card.
    • In the top-right corner of a template card, click the Settings icon , then click Edit.
  3. Edit the template.
  4. Click Finish.
Web
  1. Access the Managed schedules tab in the Zoom web portal.
  2. Access the template's editing flow in the following ways:
    • Click a template card.
    • In the top-right corner of a template card, click the Settings icon , then click Edit.
  3. Edit the template.
  4. Click Finish.

How to assign users or groups to your templates

Windows | macOS | Linux

Assign users to an event

Each assigned host will receive their own copy of this event. Schedule details are not editable by assigned hosts—only by the schedule admin.

  1. Access the Managed schedules tab in Zoom Scheduler.
  2. Access the template's assignment flow in the following ways:
    • Click a template card, then click the Assignment tab.
    • In the top-right corner of a template card, click the Settings icon , then click Assign.
  3. Click the Assigned users tab.
  4. Click Assign users.
    A pop-up window will appear.
  5. In the window, use the search bar to enter a name or email.
  6. Select a user or multiple users.
  7. Click Assign.
    The user(s) will appear on the Assigned users tab.
    • (Optional) To the right of a user you want to unassign, click Unassign, then click Confirm.
      The user will be unassigned from the event and will be removed from the Assigned users tab.

The assigned users will appear as Assigned Hosts. Their Group will be listed.

Assign a group to an event

You can assign a Managed Schedule template to individual users or groups. Once assigned, the template appears as a booking page in each assigned host's My Schedules.

How locking affects assigned hosts:
When the admin saves the source managed schedule, all currently locked sections sync automatically to every assigned user's and group's copy.

Note: Only locked sections are restricted for assigned hosts. Unlocked sections remain fully editable by the assigned host.

To assign a template to users or groups:
  1. Access the Managed schedules tab in Zoom Scheduler.
  2. Access the template's assignment flow in the following ways:
    • Click a template card, then click the Assignment tab.
    • In the top-right corner of a template card, click the Settings icon , then click Assign.
  3. Click the Assigned groups tab.
  4. Click Assign group.
  5. In the window, use the search bar to enter a group name.
  6. Select a group or multiple groups.
  7. Click Assign.
    The user(s) will appear on the Assigned groups tab.
    • (Optional) To the right of a group you want to unassign, click Unassign, then click Confirm.
      The group will be unassigned from the event and will be removed from the Assigned groups tab.

The assigned groups will appear under Groups. The Group Admin and # Members will be displayed.

Manage more actions for groups

In the Assigned groups tab, you can manage your groups using the following actions:

  1. To view the group members and details, click Details.
  2. To unassign the entire group, click Unassign, then click Confirm.

Web

Assign users to an event

Each assigned host will receive their own copy of this event. Schedule details are not editable by assigned hosts—only by the schedule admin.

  1. Access the Managed schedules tab in the Zoom web portal.
  2. Access the template's assignment flow in the following ways:
    • Click a template card, then click the Assignment tab
    • In the top-right corner of a template card, click the Settings icon , then click Assign.
  3. Click the Assigned users tab.
  4. Click Assign users.
    A pop-up window will appear.
  5. In the window, use the search bar to enter a name or email.
  6. Select a user or multiple users.
  7. Click Assign.
    The user(s) will appear on the Assigned users tab.
    • (Optional) To the right of a user you want to unassign, click Unassign, then click Confirm.
      The user will be unassigned from the event and will be removed from the Assigned users tab.

The assigned users will appear as Assigned Hosts. Their Group will be listed.

Assign a group to an event

All group members will be assigned hosts and receive their own copy of this event. Schedule details are not editable by assigned hosts.

  1. Access the Managed schedules tab in the Zoom web portal.
  2. Access the template's assignment flow in the following ways:
    • Click a template card, then click the Assignment tab
    • In the top-right corner of a template card, click the Settings icon , then click Assign.
  3. Click the Assigned groups tab.
  4. Click Assign group.
  5. In the window, use the search bar to enter a group name.
  6. Select a group or multiple groups.
  7. Click Assign.
    The user(s) will appear on the Assigned groups tab.
    • (Optional) To the right of a group you want to unassign, click Unassign, then click Confirm.
      The group will be unassigned from the event and will be removed from the Assigned groups tab.

The assigned groups will appear under Groups. The Group Admin and # Members will be displayed.

Manage more actions for groups

In the Assigned groups tab, you can manage your groups using the following actions:

  1. To view the group members and details, click Details.
  2. To unassign the entire group, click Unassign, then click Confirm.