Scheduling Zoom meetings

RB User Guide > Calendar > Jobs > Entering job locations

Scheduling Zoom meetings

If your job is going to be a virtual meeting via Zoom, you can schedule it in RB. You can set up RB preferences so most of your Zoom information and preferences will automatically appear, and you won’t have to enter it each time. You have to set up RB and Zoom to work together before you can use this feature. See Zoom preferences.

Continued from Entering job locations.

With Online Meeting selected as the Location Type in a job, click the URL field’s > Schedule Zoom Meeting.
In the popup that appears, click Yes.
In the Schedule Zoom Meeting panel, information from your Zoom preferences and the job will automatically appear. You can update any of this information:
- *Topic
  
  Required
  Content comes from System Preferences and the job settings. Edit/enter text if desired.
- *Description
  
  Required
  Content comes from System Preferences and the job settings. Edit/enter text if desired.
- *When
  
  Required
  Date and time come from the job settings.
- *Duration
  
  Required
  Hours and minutes come from the job’s start and end times.
- *Time Zone
  
  Required
  Selected time zone comes from the job settings.
- Video Host
  If you want to start the meeting with the host’s video on, select Yes. If you want to turn it on when you enter the meeting, select No.
- Video participant
  If you want to start the meeting with all participant’s video turned on, select Yes. If you want to let participants turn on video as they arrive, select No. Even if you select Yes, participants can turn their own video off and on during the meeting.
- Allow participants to join anytime
  If participants can join the meeting before the host arrives, select Yes. If you do not want meeting participants to join before the host arrives, select No. If you enabled the Waiting Room, this option will not work.
- Mute participants upon entry
  Select Yes if you want to have all participants muted when they join the meeting; you can unmute them later or allow them to unmute themselves. If participants do not have to be muted at first, select No.
- Automatically record meeting (if selected option is unavailable, this option will be ignored)
  
  Select where you want a recording of the meeting saved:
  - None – No recording, or to turn on recording manually.
  - Cloud – To save a recording in the Zoom account assigned to the meeting (Schedule with Zoom Account selected below).
  - Local – To save a recording to the computer used to host the meeting.
- Waiting Room
  If you want to admit participants individually to the meeting, click the slider to select Yes. If you want to allow participants to enter the meeting as they arrive without gatekeeping, select No.
- *Schedule with Zoom Account
  
  Required
  If you have added other Zoom users to your Zoom account, this field will be blank. Click and select the RB user’s email account that will be used for the Zoom meeting. If you are the only user in your Zoom account, your email will automatically appear in this field.
- Host URL to
  Select where the host’s sign-in URL will appear:
  - Resource Notification Notes – If an assigned resource (someone other than you) will be hosting.
  - Scheduling Notes – If you or another RB user in your company will be hosting.
- Join URL to
  Select where the participants’ sign-in URL will appear when Zoom meeting is scheduled:
  - Confirmation Notes – URL will appear in the Confirmation Notes field in the job’s Additional pane.
  - Job Location – Meeting URL will appear in the Job Location pane’s URL field.
Click Save. The Schedule Zoom Meeting panel closes. In the Job Location pane:

Meeting URL generated by Zoom appears in the URL field.
Meeting ID and passcode generated by Zoom appear in the Directions field, along with dialup numbers for the meeting.

If the meeting you are scheduling overlaps with another Zoom meeting scheduled with the same Zoom account, a popup will appear to notify you about the conflict and asking if you want to proceed. Click:

Yes – If you want to schedule this meeting, then resolve the time overlap.
No – If you want to change the Zoom account associated with this meeting (*Schedule with Zoom Account) or to reschedule this meeting.

TIP: Send clients meeting URL & passcode automatically

Set up your Job Confirmation form template(s) to include the Confirmation Notes and Directions data fields. That way, the meeting URL and passcode will be included on Job Confirmations for Zoom meetings.(See Editing form templates: Data Fields options.)

NOTE: Zoom meetings canceled when job is canceled

If you cancel a job you scheduled using RB9.30 or later and it includes a Zoom meeting, RB9 will alert you so you can have it automatically cancel the job for you. See Canceling jobs.