Overview
Zoom Scheduler is a calendaring feature available in the Zoom application as well as online at https://usc.zoom.us. You can use Zoom Scheduler to:
- Create public or private Zoom booking pages to display your availability
- Allow people to book Zoom and non-Zoom appointments on your calendar
- Create team booking pages so people can book with any or all members of your team
- Sync with calendars in your Outlook or Google account
- Send calendar invites, appointment reminders, and other notifications by email and SMS
-
Create shareable polls to vote on a meeting time
Our guide below uses the https://usc.zoom.us website, but you can also follow these steps in the Zoom application on your computer. Zoom Scheduler may not be available in the Zoom app on your mobile or tablet devices.
Setting up Zoom Scheduler
If you've never used Zoom Scheduler before, during your first use you will be prompted to connect a calendar and set up your initial availability. In the steps below, we use Outlook calendar, but you can also connect a Google calendar:
Quick guide
- Go to https://usc.zoom.us and click Sign in.
- If you are prompted for your credentials:
- The Shibboleth page appears. Sign in using your USC NetID and passphrase.
- The Duo page appears. Complete the verification.
- In the left menu, click Scheduler.
- Next to Outlook calendar, click Connect.
- Type your USC email address and click Next.
- Click Accept.
- Zoom finishes connecting to Outlook calendar.
- Zoom sets your initial availability to weekdays, 9–5. You can customize this schedule now or later, in your settings. Once you're done, click Complete account setup.
Detailed guide (with screenshots)
- Go to https://usc.zoom.us and click Sign in.
- If you are prompted for your credentials:
- The Shibboleth page appears. Sign in using your USC NetID and passphrase.
- The Duo page appears. Complete the verification.
- In the left menu, click Scheduler.
- Next to Outlook Calendar, click Connect.
- Type your USC email address and click Next.
- Click Accept.
- Zoom finishes connecting to Outlook calendar.
- Zoom sets your initial availability to weekdays, 9–5. You can customize this schedule now or later, in your settings. Once you're done, click Complete account setup.
Adding a booking page
For each event type that you want to allow someone to book with you, you can create a booking page. Unless you specify that a booking page should be private, it will appear as an option on your public scheduling page.
Quick guide
- Click New booking page and select Create a schedule.
- Select One to One and click Next.
- Fill out your booking details and click Next.
-
Schedule Link: The default URL will match the schedule name you create, but you can customize this.
-
Video Conferencing: By default, a Zoom meeting link will be created, but you can select "None" if the event will be entirely in person.
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Private Schedule: If you select this option, the booking page will not appear on your public page.
- Fill out your availability and click Next.
-
Choose Availability: By default, your existing availability is used, but you can select custom hours.
-
Repeats: By default, people can book with you on an ongoing basis into the future, but you can select a custom date range during which bookings are allowed.
-
Buffer time: We recommend adding buffer time between bookings.
- Select your notification settings and click Next.
-
Notification type: By default, someone who books with you will receive an email containing a calendar invite.
- Customize your booking rules and click Finish.
-
Set minimum time before and Set maximum advance time: We recommend selecting and customizing these options to ensure that people do not book with you either at the last minute or too far in advance.
-
Attendee Questions: By default, people must provide their first name, last name, and email address. You can also add custom questions.
- The booking page is created.
Detailed guide (with screenshots)
- Click New booking page and select Create a schedule.
- Select One to One and click Next.
- Fill out your booking details and click Next.
-
Schedule Link: The default URL will match the schedule name you create, but you can customize this.
-
Video Conferencing: By default, a Zoom meeting link will be created, but you can select "None" if the event will be entirely in person.
-
Private Schedule: If you select this option, the booking page will not appear on your public page.
- Fill out your availability and click Next.
-
Choose Availability: By default, your existing availability is used, but you can select custom hours.
-
Repeats: By default, people can book with you on an ongoing basis into the future, but you can select a custom date range during which bookings are allowed.
-
Buffer time: We recommend adding buffer time between bookings.
- Select your notification settings and click Next.
-
Notification type: By default, someone who books with you will receive an email containing a calendar invite.
- Customize your booking rules and click Finish.
-
Set minimum time before and Set maximum advance time: We recommend selecting and customizing these options to ensure that people do not book with you either at the last minute or too far in advance.
-
Attendee Questions: By default, people must provide their first name, last name, and email address. You can also add custom questions.
- The booking page is created.
Adding a team booking page
You can also create team booking pages and designate colleagues as additional hosts. These additional hosts will also be able to view team booking pages in Zoom Scheduler.
Note that team booking pages will not appear on your individual public page.
Creating a team booking page
Quick guide
- Click New booking page and select Create a schedule.
- Select an option and click Next:
-
Any Host Available: Only one host needs to be available. This is a good option for 1:1 orientations or informational sessions. Attendees cannot select the host, but you can customize whether Zoom should default to assigning one host over another host.
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All Hosts Available: All hosts must be available. This is a good option for panel interviews.
- Fill out your booking details and click Next.
- To add your colleagues as hosts, type their name or USC email address into the search bar, and then select them. Hosts must have a USC Zoom account.
- If you selected Any Host Available, you can customize the Distribution. This determines whether Zoom assigns bookings to hosts evenly or whether Zoom selects specific hosts more frequently based on the priority you designate.
- Click Next.
- Fill out your availability and click Next.
-
Available hours: By default, the same hours will be set for all hosts, but you can set different hours for each host.
-
Repeats: By default, people can book on an ongoing basis into the future, but you can select a custom date range during which bookings are allowed.
-
Buffer time: We recommend adding buffer time between bookings.
- Select your notification settings and click Next.
-
Notification type: By default, someone who books a meeting will receive an email containing a calendar invite.
- Customize your booking rules and click Finish.
-
Set minimum time before and Set maximum advance time: We recommend selecting and customizing these options to ensure that people do not book either at the last minute or too far in advance.
-
Attendee Questions: By default, people must provide their first name, last name, and email address. You can also add custom questions.
- The booking page is created. It appears in Zoom Scheduler for you as well as your additional hosts.
Detailed guide (with screenshots)
- Click New booking page and select Create a schedule.
- Select an option and click Next:
-
Any Host Available: Only one host needs to be available. This is a good option for 1:1 orientations or informational sessions. Attendees cannot select the host, but you can customize whether Zoom should default to assigning one host over another host.
-
All Hosts Available: All hosts must be available. This is a good option for panel interviews.
- Fill out your booking details and click Next.
- If you selected Any Host Available, some of the fields below will show up on the next page instead:
- To add your colleagues as hosts, type their name or USC email address into the search bar, and then select them. Hosts must have a USC Zoom account.
- If you selected Any Host Available, you can customize the Distribution. This determines whether Zoom assigns bookings to hosts evenly or whether Zoom selects specific hosts more frequently based on the priority you designate.
- Click Next.
- Fill out your availability and click Next.
-
Available hours: By default, the same hours will be set for all hosts, but you can set different hours for each host.
-
Repeats: By default, people can book on an ongoing basis into the future, but you can select a custom date range during which bookings are allowed.
-
Buffer time: We recommend adding buffer time between bookings.
- Select your notification settings and click Next.
-
Notification type: By default, someone who books a meeting will receive an email containing a calendar invite.
- Customize your booking rules and click Finish.
-
Set minimum time before and Set maximum advance time: We recommend selecting and customizing these options to ensure that people do not book either at the last minute or too far in advance.
-
Attendee Questions: By default, people must provide their first name, last name, and email address. You can also add custom questions.
- The booking page is created. It appears in Zoom Scheduler for you as well as your additional hosts.
Granting editing permissions for a team booking page
As the creator of the team booking page, you are the owner and have editing permission. Other hosts only have viewing permission for the booking page, but you can grant editing permission to them, or to additional non-hosts:
Quick guide
- Click the Settings
icon for the booking page, and select Edit Permissions.
- (Optional) To add someone who isn't a host, type their name or USC email address in the search bar, and then select them.
- To grant editing permission, click View only, and select Can edit.
- Click Save.
Detailed guide (with screenshots)
- Click the Settings icon for the booking page, and select Edit Permissions.
- (Optional) To add someone who isn't a host, type their name or USC email address in the search bar, and then select them.
- To grant editing permission, click View only, and select Can edit.
- Click Save.
Sharing a booking page
Sharing a booking page by URL
Quick guide
To share your public page, which links to all your active public booking pages:
- Click the Copy
icon.
- You can now paste this link into an Outlook email, a Dornsife WordPress Page, or anywhere else.
To share a booking page or a team booking page:
- On the booking page, click Share.
- Click Copy Link.
- You can now paste this link into an Outlook email, a Dornsife WordPress Page, or anywhere else.
Sharing a booking page by email
You can also email booking options to others. This gives you the ability to send someone your availability (up to six timeslots) without linking them to your booking page.
Quick guide
- On the booking page, click Share.
- Click the Add to Email tab.
- Select dates and times to add them as bookable options. You can add up to six timeslots. Once you're ready, click Continue.
- Click Copy to Clipboard.
- You can now paste this text into an Outlook email. Once pasted into the email, you can delete any unwanted content, such as the link to your full booking page and the Zoom Scheduler logo.
Detailed guide (with screenshots)
- On the booking page, click Share.
- Click the Add to Email tab.
- Select dates and times to add them as bookable options. You can add up to six timeslots. Once you're ready, click Continue.
- Click Copy to Clipboard.
- You can now paste this text into an Outlook email. Once pasted into the email, you can delete any unwanted content, such as the link to your full booking page and the Zoom Scheduler logo.
Removing a booking page
There are two ways to remove a booking page:
- Delete the booking page: Completely deletes the booking page. This action cannot be undone.
- Deactivate the booking page: Hides the booking page from others, but keeps it available to you. To allow people to book on it, you can re-activate it.
Quick guide
- Click the Settings icon for the booking page.
- Delete or deactivate the page:
- To completely delete the booking page, select Delete. Then, click Delete to confirm.
- To deactivate the booking page, click the Active toggle. The booking page grays out and its title indicates that it is "[Inactive]." To activate it, click the Active toggle again.
Detailed guide (with screenshots)
- Click the Settings icon for the booking page.
- Delete or deactivate the page:
- To completely delete the booking page, select Delete. Then, click Delete to confirm.
- To deactivate the booking page, click the Active toggle. The booking page grays out and its title indicates that it is "[Inactive]." To activate it, click the Active toggle again.
Creating a one-off booking option
Note that once a one-off booking option is created, there is no way to edit it or to grant edit permissions to someone else. It also cannot be added to emails or websites.
Quick guide
- Click New booking page and select One-Off meeting.
- On the left, fill out the booking details.
- On the right, select dates and times to add them as bookable options:
- To view a different week, use the navigation arrows in the upper left.
- To select dates and times, hover over the schedule and click to add an available timeslot. To remove it, click the timeslot again.
- You can also click Fill at the top of any day. Click Clear to remove all options.
- Once you've finished adding timeslots, click Next.
- Review your booking settings and click Publish.
- The one-off booking page is created.
Detailed guide (with screenshots)
- Click New booking page and select One-Off meeting.
- In the left, fill out the booking details.
- On the right, select dates and times to add them as bookable options:
- To view a different week, use the navigation arrows in the upper left.
- To select dates and times, hover over the schedule and click to add an available timeslot. To remove it, click the timeslot again.
- You can also click Fill at the top of any day. Click Clear to remove all options.
- Once you've finished adding timeslots, click Next.
- Review your booking settings and click Publish.
- The one-off booking page is created.
Updating availability and other settings
Updating your availability
Quick guide
- Click Settings.
- Click the Availability tab.
- By default, you are editing your "Working hours" availability. To create a separate schedule, click + Create Availability.
- Under Available Hours on the left, you can customize your standard weekly availability. Under Date Overrides on the right, you can pick specific dates to override your weekly availability. Two examples of how you might set up your availability:
- You can set Available Hours to your standard weekly availability, and use Date Overrides to specify dates that you are unavailable.
- You can set Available Hours to be generally unavailable, and use Date Overrides to specify limited dates that you are available.
- Zoom automatically saves changes as you make them.
Detailed guide (with screenshots)
- Click Settings.
- Click the Availability tab.
- By default, you are editing your "Working hours" availability. To create a separate schedule, click + Create Availability.
- Under Available Hours on the left, you can customize your standard weekly availability. Under Date Overrides on the right, you can pick specific dates to override your weekly availability. Two examples of how you might set up your availability:
- You can set Available Hours to your standard weekly availability, and use Date Overrides to specify dates that you are unavailable.
- You can set Available Hours to be generally unavailable, and use Date Overrides to specify limited dates that you are available.
- Zoom automatically saves changes as you make them.
Connecting or disconnecting calendars
The Outlook calendar you added when you initially set up Zoom Scheduler is considered your primary account. You can connect additional calendars to Zoom Scheduler or remove currently connected calendars:
Quick guide
- Click Settings in the upper right.
- Click the Accounts tab.
- You can add or remove accounts:
- To add an account: Click + Add another account.
- To remove an account: Click the … icon, and select Disconnect.
- Zoom automatically saves changes as you make them.
Detailed guide (with screenshots)
- Click Settings in the upper right.
- Click the Accounts tab.
- You can add or remove accounts:
- To add an account: Click + Add another account.
- To remove an account: Click the … icon, and select Disconnect.
- Zoom automatically saves changes as you make them.
Additional customization
Quick guide
- Click Settings in the upper right.
- The Profile tab opens. Some options you can customize include:
- Display picture
- Display name
- Public page link
- Click the Branding tab. Here you can customize the logo which appears in the upper left of your booking pages.
Detailed guide (with screenshots)
- Click Settings in the upper right.
- The Profile tab opens. Some options you can customize include:
- Display picture
- Display name
- Public page link
- Click the Branding tab. Here you can customize the logo which appears in the upper left of your booking pages.
