A person using a laptop for handling Zoom meeting

Planning Multiple Zoom Meetings in a Day

As more workplaces transition to being remote, we learn how to navigate the aspects of working with our personal computers for hours. Meetings are being moved entirely online, which means we’re setting up or attending many video conference calls. If you don’t have a lot of experience with video conferencing, it may take some time getting used to.’

Zoom is one of the best video conferencing apps widely used today, and it can do more than merely enable a virtual meeting. It lets you show what’s on your screen to people on the call, record the call as a video, or pass control of the meeting to another person. These great features that Zoom offers make it a great web conferencing service, and this is why it’s one of the most commonly used apps by professionals worldwide.

If you need help planning multiple Zoom meetings in a day, here’s how you can do it:

Scheduling a Future Zoom Meeting

One of the basic things to learn as a Zoom user is how to schedule a meeting, so you can provide a proper invitation, complete with URL, meeting ID, and passcode. To schedule a meeting with a group or individual, follow these steps:

  1. Click on the Home icon at the top.
  2. Click on the blue Schedule button. A Schedule Meeting window will display.
  3. Customize your settings. You can change the topic and description, date, start and end time, meeting ID, audio and video options, integration of third-party calendar tools, and advanced options.
  4. When you finish, click on the blue Schedule button. Zoom will display a meeting-confirmation message with all the relevant information.
  5. From the meeting confirmation, you can either:
  • Open – Opens the calendar in your computer’s default calendar program.
  • Close – Closes the window.
  • Copy Invitation – Send the information about the meeting to your clipboard and paste it to an email, messaging app, or wherever you like.

You can view your scheduled meetings by clicking on the Meetings icon at the top menu. Though you can only host one meeting at a time per device, you can schedule as many as you want in advance.

Automatically Scheduling Meetings and Sending Details with Team via Slack

If you hold a lot of meetings but don’t have an assistant, you might want to connect your Zoom app, scheduling app, and calendar. Whenever someone books an appointment in a scheduling app – for instance, Zapier – it can automatically create a Zoom meeting and add it to whatever app you use for a personal calendar. Using Zapier, you can:

Creating Recurrent Meetings

For regularly scheduled calls, Zoom can let you create a recurring meeting. There are two benefits to using this: it lets you lock in all call settings you want at once and have them working every time you need to meet, plus it uses the same join URL every time, so you don’t always have to send a fresh one to your attendees.

If you always meet with the same group regularly but not on the same schedule, you can choose the No Fixed Time option, so you can use the same settings and meeting ID over and over with the same group, no matter what time or date you get together.

Remember that you can’t schedule it with your Personal Meeting ID for any recurrent meetings, and it expires after a year.

Scheduling Multiple Zoom Meetings at the Same Time

It is not possible for one Zoom user to host multiple meetings at the same time. But if you need to stream multiple online meetings simultaneously, you need to create a user for each instructor in Zoom, then link each user to a separate online venue in TeamUp. Make sure you’re on a Zoom plan that supports multiple users.

For instance, at 10 AM on Tuesday, one of your instructors, Mr. Parker, will be streaming Math class, and another Ms. Jones, will be teaching an Arts class. To set these classes up, you need to:

  1. Create multiple users on your Zoom account. Each instructor needs to have their own Zoom user, and once you created the users on Zoom, you can assign to each of them their online venue on TeamUp.
  2. Create different online venues on TeamUp, then assign each one to a Zoom user.

Once you’re done, you should have (in relation to the example above):

  • TeamUp online venue #1 – Math class venue assigned to Zoom user #1 (Mr. Parker)
  • TeamUp online venue #2 – Arts class venue assigned to Zoom user #2 (Ms. Jones)

If you created multiple Zoom users, but they are not showing up in the venue settings on TeamUp, click on “Refresh your Zoom account users.”

Enabling Join Different Meetings Simultaneously

In case you need to allow participants to participate in or monitor multiple meetings at the same time (which is usually ideal for support staff who are tasked to monitor meetings), you can set it up for Zoom. First, you need to have a Business, Enterprise, or Education account. Then contact Zoom support to have this feature enabled for you. After contacting support, wait up to three business days for the feature to be enabled. This means you have to prepare your Zoom account well in advance for this to be possible.

To allow the “Join different meetings simultaneously on the desktop” feature for all members of your organization:

  1. Sign in to your Zoom web portal as admin with the privilege to edit account settings.
  2. Click Account Management, then Account Settings.
  3. Click on the Meeting tab.
  4. Under In Meeting, check that the setting is enabled to “Join different meetings simultaneously on desktop.” Click on the toggle to enable it. If a verification dialog appears, click Turn On to verify your changes.
  5. If you want to make this setting mandatory for all users of your account, click on the lock icon, then click Lock to confirm.

If you want to let a specific group “Join different meetings simultaneously on a desktop,”

  1. Sign in to your Zoom web portal as an admin with the privilege to edit groups.
  2. Hover to the navigation panel, and click User Management, then Group Management.
  3. Click the group name from the list, then click Settings.
  4. Click the Meeting Tab.
  5. Under In Meeting, verify that the setting is enabled to “Join different meetings simultaneously on desktop.” Click on the toggle to enable this setting. If a verification dialog appears, click Turn On to verify your changes. (Note: If that option is grayed out, it’s been locked at the account level and needs to be changed at that level).
  6. If you want to make this setting mandatory for all users of your account, click on the lock icon, then click Lock to confirm.

To enable “Join different meetings simultaneously on desktop” for your personal use:

  1. Sign in to your Zoom web portal.
  2. Click settings.
  3. Click the Meeting tab.
  4. Under In Meeting, check if the setting is enabled to “Join different meetings simultaneously on desktop.”
  5. Click the Status toggle to enable it if the setting is disabled. Once the verification dialog appears, choose Turn On to verify the change. (Note: If the option is grayed out, it’s been locked at either the Group or Account level, and contact your Zoom administrator).