Zoom Rooms

The Zoom add-on for Google Workspace provides you with an a more seamless way to schedule, join, and manage meetings from your Google Calendar. 

Installing Zoom G Suite add-on

1. Login to your Google account
2. Navigate to Zoom for G Suite add-on
3. Click Install then Continue
4. Then click on Accept to the terms of service
5. Once the add-on is installed, if prompted, click on Authorize Access to allow Zoom to access your Google account.

Scheduling Zoom meetings from Google Calendar

1. Ensure that you are signed into your Google account
2. Navigate to your Google Calendar
3. Click Create or click on a time slot for your meeting
4. Enter your meeting details (title, date & time, guests, etc.)
5. In the Add Google Meet video conferencing drop-down menu, select Zoom Meeting (under Add-ons)
6. Click on the Rooms tab (located on the right)
7. Select from the two available Zoom Room:
   • Skaggs > S-105 Zoom Room (for the President's meeting room in S-105)
   • Zoom > Portable Zoom Room (must request from IT)
8. On the far right side, click on the Zoom icon labeled as Zoom for G Suite.
9. Here you will be able to modify the Zoom meeting details such as adding an alt host (located at the very bottom).
   • Alt Host must be signed into their account within the Zoom application before joining the meeting via link from calendar/email (otherwise will be joined as guest).
10. Scroll to the top of the Zoom G Suite add-on, click on Update Meeting to apply changes.
11. Then click Save (you will be prompted with an option to send the Zoom meeting invites to those that you've listed under add guests)

Viewing and Joining a Meeting

1. Sign in to your Google account
2. Navigate to your Google Calendar
3. Click on the calendar event with a Zoom meeting
4. Click Join Zoom Meeting to open and join the Zoom meeting. (If prompted, click the option to open Zoom)

Editing a Scheduled Meeting

1. Click on the event with a Zoom meeting on your Google calendar
2. Then click on the pencil icon (located at the top right of the pop-out window)
3. Edit the meeting details as needed within Calendar settings or Zoom G suite add-on
   • Any changes made within Zoom G suite add-on, must scroll to the top and click on Update Meeting to apply changes.

Note: Modifying the event within the Zoom.us web portal will not reflect the changes to the Google calendar or scheduled Zoom Room. Must edit these settings on Google calendar/Zoom for G Suite add-on.

Scheduling on Another's Behalf

Requirements:

• Shared access to the other user's Google Calendar
• Assigned permissions to Zoom Schedule Privilege

Share access to Google Calendar

1. Within the user's calendar, under My calendars, hover over the calendar and click on the 3 dots and select Settings and sharing
2. Under Share with specific people, click on + Add People
3. Add yourself (or whomever will be scheduling) and ensure that Make changes to events or Make changes and manage sharing is selected under Permissions
4. Then click on Send

Assign Zoom Scheduling Privileges

1. Log in to user's Zoom account on the Zoom web portal
2. Navigate to Settings, and under Meeting, scroll down until you see the settings for Schedule Privilege (near the very bottom)
3. Under Assign scheduling privilege to, click on "+" and enter your email (or whomever will be scheduling)

Scheduling on Another's Behalf Using Zoom G Suite Add-on

Once you have added the other user's calendar, follow the steps above to schedule a Zoom meeting from Google calendar.

Next to the calendar icon (within create calendar event window), select the calendar of the user you are trying to schedule the event as. The event will list that user as the creator of the event.

For more information please refer to the following articles:

Zoom for G Suite add-on

Assign Google Calendar Add-on Scheduling