Scheduling Zoom Meetings for Someone Else So They Are the Host (using the Chrome Zoom extension or other tools)

Audience: Staff

This KB Article References: Zoom
This Information is Intended for: Staff
Last Updated: December 21, 2020
Average Rating: Not Rated
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Zoom Scheduling Privileges allows you to schedule Zoom meetings for someone else (like your manager) so that s/he is the host and has complete control of the Zoom Meeting room.  Once you have scheduling privileges, you can create meetings for that person in Google Calendar, Outlook, Zoom app, and more.

Step 1: Completed by the person you need to schedule for (i.e., your supervisor)

First, the person you need to schedule for must assign scheduling privilege to you in Zoom's settings by following these instructions. 
Learn more about Scheduling Privileges

Video:

  1. Log into stonybrook.zoom.us
  2. Click Settings.
  3. Scroll down to the bottom of the page. Next to Assign Scheduling Privilege to, click the + sign and add the @stonybrook.edu email address of the person you want to schedule Zoom meetings for you. 
    *If a message appears that they are not a user in your Zoom account, please ask them to sign in to Zoom correctly so a Stony Brook account is created for them.

Step 2. Completed by the person who will do the scheduling (i.e. the assistant)

Next, the assistant follows these instructions for downloading the Chrome Extension to ensure that s/he can schedule meetings that the manager is host of, giving the manager full control of the Zoom meeting room and controls (Note: If the assistant uses more than one computer to create calendar events, the extension must be installed on each computer).

Video:

See Zoom's instructions for how to schedule meetings someone else is the host of in the Zoom app, on the web, in Outlook plug-ins/add-ons, and more.
  1. Log in to stonybrook.zoom.us
  2. Click Chrome Extension under Meetings
     
  3. Add to Chrome:
  4. Configure the Chrome Extension:
    1. Click on the new extension in the top right of your Chrome window
    2. Sign in if necessary:
      • Click "Sign in with SSO"
      • Enter your email address or to manually enter domain, enter "stonybrook"
      • Enter NetID and password when prompted
    3. Click on the Gear in the extension:
    4. Make sure Allow me to specify meeting options each time is checked and then Save Changes.
  5. Go to Google Calendar.   Refresh the screen so you see the updates.
  6. Create an event with Zoom meeting, click More Options
    ""
     
  7. Add the Title of the event, Date, Time, Guests, and any other Google Calendar options.  Click Make it a Zoom Meeting and choose the person you are scheduling for (the person who should own the room (i.e. your superivisor).

    *Be sure to scroll down to the bottom of the Scheduling Options form, to specify the Zoom Meeting options and if there should be an alternative host in the owners absence.
    ""
  8. To ensure that you have set up the Zoom meeting correctly (where you are not the host but your supervisor is) log in to stonybrook.zoom.us
    Click Meetings and under Upcoming Meetings, choose the person whose meetings your would like to see (there is a dropdown list on the right side of your screen).  
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