Planning ZOOM meetings and webinars

Initial preparations

Planning a meeting

Meetings can be scheduled both via the website https://uzh.zoom.us/meeting and via the ZOOM app. Below is a description of planning via the ZOOM app. The process via the website is virtually identical, but more options are available.

  1. In your ZOOM App, choose the calendar icon to plan a meeting.
  2. Define meeting name and date
  3. Use a password (6-digit number will be automatically suggested). For security reasons, the use of a password is highly recommended
  4. Define the video and audio settings and choose the calendar tool to be used (for Lotus Notes choose «other calendars»)
    Meeting planen

     

  5. Define more meeting settings under «Advanced Options».
    Erweiterte Optionen

    Mute participants on entry: We recommend choosing this option.
    Allow only authorized users to participate: While choosing this option makes sense due to increased security, it requires all participants to sign up (log in) with a ZOOM account. Members of the UZH can set up a ZOOM account for themselves. Participation of users with external ZOOM accounts is still possible.
    Record meeting automatically: Recordings in the cloud can be of better quality than local recordings under certain circumstances.
    Alternative hosts: Enter the ZOOM address(es) of other users with a UZH ZOOM account so that they can start the meeting in your absence or take on certain tasks during the meeting. 

  6. In the ZOOM App you can view and edit your scheduled meetings via the «Meetings» tab. There you can copy the invitation text for sending by email via «Copy invitation»

  7. You can delete the automatically generated information to join via SIP and H.323, unless you expect participants who do not join via Zoom but with an appropriate system (e.g. from Cisco, Polycom, Lifesize, Sony).

Planning a webinar

Webinars can only be planned via the website. The prerequisite is that a webinar license has been assigned to the host's ZOOM account.

For more information on Zoom webinars, visit:
https://support.zoom.us/hc/en-us/sections/200324965-Video-Webinar

  1. Go to the website https://uzh.zoom.us/webinar/list
  2. Click on «Ein Webinar planen».
  3. Define name, description (optional) and date of the webinar.
  4. Define video and audio settings, host (including alternative hosts) and panelists.
    Video: Choose «On» for host, alternative host, co-host and panelists to be able to switch on their video.
    Audio: Only computer audio is available. Audio via the phone is not available at UZH until further notice.
  5. Webinar options
    Questions and answers: see https://support.zoom.us/hc/en-us/articles/203686015-Using-Q-A-as-the-webinar-host
    Allow only authorized users to participate: While choosing this option makes sense due to increased security, it requires all participants to sign up (log in) with a ZOOM account. Members of the UZH can set up a ZOOM account for themselves. Participation of users with external ZOOM accounts is still possible.
    Record webinar automatically: Recordings in the cloud can be of better quality than local recordings under certain circumstances.
    Alternative hosts: Enter the ZOOM address(es) of other users with a UZH ZOOM account so that they can start the meeting in your absence or take on certain tasks during the meeting. 
  6. Click on Schedule («Planen») to save the setting
    Planning a webinar
  7. Click on «Copy Invitation» («Einladung in die Zwischenablage kopieren») or «Send Invitation to Me» («Einladung an mich senden») to subsequently communicate the link and the access data, e.g. via e-mail or OLAT.
    Invitation to webinar
  8. In the ZOOM App you can view and start your scheduled webinars via the «Meetings» tab.
    View and start webinars