Schedule a calendar event

The Zoom Calendar Client makes it easy to schedule calendar events, add Zoom meeting or phone conferencing details, and invite contacts to that calendar event.

To quickly create a new calendar event, click  New Event at the top of the calendar. Additionally, when creating an event in the main calendar view, you only have to click a time slot once to see the scheduler pop-up window. When you click a time slot twice, the full scheduler page will appear.

To view various dates and compare your calendar with others to find the best time:

  1. Sign in to the Zoom desktop client.
  2. Click the Calendar tab .
  3. Once you’ve found a date and time that works for you and potentially others, click and drag on the calendar to create a new event.
    The calendar window will open to begin drafting your calendar event.
  4. Complete the following details for your calendar event:
    • Event title: Name the calendar event. This will be shown to invitees, as well as used for the Zoom Meeting.
    • (Optional) Click the Time Off toggle to enable or disable it. When enabled, you will appear as "Off" to everyone who can see your calendar, and external users will not be able to book time with you.
      Note: This option will only appear when your calendar is connected with the Zoom Calendar client.
    • Attendees: Enter the names of others that you want to invite to this event. You can also view their profile card and their contact details.
      The added attendees will be listed under Attendees.
      • Hover your mouse over an attendee that you want to manage and use the following options:
        • (Optional) Click the  next to each name to remove them from the list.
        • Click the hidden icon  to make the attendee hidden from the event list. Click the visible icon  to make the attendee visible on the event list.
        • Click the optional button   to mark the attendee as optional. Their icon will change to the optional icon .Note: Once the meeting is created, optional attendees will receive invitation emails that indicate they are not required to join the meeting.
      • Use Suggested Times. The suggested time automatically recommends available time slots based on all attendees' availability.
        Note: This feature is currently only available for Google and Zoom Calendar users.
        1. Invite attendees to your event.
        2. Under the list of added attendees, click Suggested Times.
          Suggested time slots (up to 7 days) will appear.
        3. Click one of the recommended slots (if available) to finish creating the event.
    • Date and time: Select the date and time of the calendar event. By default, this will use the next hour or half-hour time slot (if clicking the New Event button) or the date/time selected on the calendar.
      • (Optional) Select Find a Time to find available times on guests' calendars when scheduling meetings.
        • To use Find a Time: 
          1. Click an event slot on the calendar.
            The event window will automatically move to the selected time slot.
          2. Hover over the time slot, then resize the time slot .This will change the event duration (by extending or shortening it).
          3. View the start/end times of the calendar event.
      • (Optional) Select the All Day checkbox. If a meeting is all day, the meeting will be scheduled for 12:00 AM-11:59 PM.
      • (Optional) Click the Repeat dropdown menu to select how often your event will occur.
    • Calendar: Select a calendar service to add the meeting and send out invites to participants.
      • Outlook: Open the Outlook desktop app and create an event for the meeting.
        Note: You will see Outlook when using the Windows client.
      • iCal: Open iCal and create an event for the meeting.
        Note: You will see iCal when using a macOS.
      • Google Calendar: Open Google Calendar in your default browser and create an event for the meeting.
      • Other Calendars: Open a new window, where the meeting text can be copied and pasted into the user's preferred communication method. You can also down an ICS file which can be opened in most email applications.
    • Click the color dropdown and select the color that you want your event to be.
    • Event Type: Select whether this event is Offline, Zoom Meeting, or Zoom Phone Call. Choose to schedule this meeting with added virtual meeting or call details. The following options are provided:
      • Offline: No additional meeting details are added. This is best for in-person meetings and events.
      • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
      • Zoom Phone Call
    • Add a Location or Room: Enter a location or room for this meeting.
    • Add a Description or Attachments: Add some additional context and description for this event, as well as add any relevant attachments invitees need to have before the meeting starts.
    • Visibility: Choose how you want this calendar event to be visible to others viewing your calendar, either Default visibility, Public, or Private.
    • Show Yourself as: Choose how you want your status to be displayed to others during this calendar event, either as Busy or Free.
    • Allow Attendees to: Adjust these calendar event permissions regarding how other invitees can view and adjust the calendar event.
      • Modify the event
      • Invite others
      • See list of attendees
    • Export: Select the checkbox to use an external calendar.
    • More Options: Click this to view more options for scheduling an associated Zoom Meeting, such as security, video, audio, and other advanced options.
  5. Click Save to schedule the meeting.
    Note: When you make changes to an event and try to close the window without saving, a pop-up message will appear, asking if you want to Discard unsaved changes.

Your scheduled event will appear in the Zoom Calendar client.