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.

This article covers:

Prerequisites for configuring Zoom Scheduler managed schedules

How to access managed schedules in Zoom Scheduler

  1. Sign in to the Zoom desktop client.
  2. Click More , then click the Scheduler tab .
  3. In the navigation menu, under Admin, 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 left navigation menu, click Scheduler.
  3. Click the Managed schedules tab.

How to create a template

  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:
    • Standard: You are the host. Attendees can add other guests when booking if the host allows.
    • Seminar: 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 Standard template or the Seminar template.

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:
    • Standard: You are the host. Attendees can add other guests when booking if the host allows.
    • Seminar: 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 Standard template or the Seminar template.

How to edit your template

  1. Access the Managed schedules tab in Zoom Scheduler.
  2. Access the template's editing flow in the following ways:
    • Click a template card, then click Edit at the top of the page.
    • In the top-right corner of a template card, click the Settings icon , then click Edit template.
  3. Edit the template.
  4. Click Save changes.

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, then click Edit at the top of the page.
    • In the top-right corner of a template card, click the Settings icon , then click Edit template.
  3. Edit the template.
  4. Click Save changes.

How to assign users or groups to your templates

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.
    • 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.
      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 Zoom Scheduler.
  2. Access the template's assignment flow in the following ways:
    • Click a template card.
    • 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.
      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 View details.
  2. To unassign members or the entire group:
    • After clicking View Details and expanding the group details view, click Unassign to the right of a user to unassign that user from the event template.
      • To the right of a user you unassigned, click Reassign to assign the user to the event template again.
    • After clicking View Details and expanding the group details view, click Unassign group to unassign the entire group from the event template.

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.
    • 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.
      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.
    • 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.
      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 the left of the group name that you want to manage, click the forward arrow to expand the group to view the group members and group details.
  2. To unassign members or the entire group:
    • After clicking View Details and expanding the group details view, click Unassign to the right of a user to unassign that user from the event template.
      • To the right of a user you unassigned, click Reassign to assign the user to the event template again.
    • After clicking View Details and expanding the group details view, click Unassign group to unassign the entire group from the event template.