IT Connect
Your connection to information technology at the UW

Schedule UW Zoom meetings on behalf of others

Zoom offers three options for scheduling Zoom meetings on behalf of others, when you won’t be attending the meeting. Contact to schedule a demo from UW Learning Technologies.

Option 1: Set up a Zoom Meeting Room

  • Meetings are displayed on an iPad in the meeting room.
  • To launch the meeting, attendees simply press start meeting on the iPad.
  • Wirelessly share your screen with everyone in the meeting.
  • Meeting can be recorded.
  • Host does not need to log in or use a computer to start the meeting.
  • Read more about scheduling
  • Requirements:
    • USB Camera
    • Microphone/Speakers
    • iPad or Android Tablet
    • Mac or PC
    • Monitor
    • Hardware recommendations
    • Contact to schedule a Zoom Rooms demo from UW Learning Technologies


Option 2: Use Zoom’s Scheduling Privilege feature

Scheduling privilege is designed so:

  • You can assign a user or multiple users in your account to schedule meetings on your behalf.
  • You can also schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege.
  • Users with Scheduling Privilege on your account will be able to manage and act as an alternative host for all meetings.
  • The meeting host can record the meeting.


  • Both the assigned scheduler and the meeting host must have a Pro or Corp license.
  • Get two UW Zoom host accounts: one for scheduler, the other for the meeting host (host actually attending the meeting)
  • Set up Zoom scheduling privilege feature on the meeting host account. Learn more
  • Meeting scheduler logs into Zoom, schedules a meeting on behalf of meeting host.
  • Meeting scheduler sends Zoom meeting link to meeting attendees and meeting host.
  • From the room where the meeting will occur, meeting host logs into their Zoom Pro account and starts the meeting.
  • Meeting participants click the meeting link to join the meeting. Meeting participants do NOT need a Zoom Pro account.
  • When switching between the UW Zoom HIPAA and Standard accounts, you will lose Scheduling Privilege stored in your user account.


Option 3: Enable Zoom’s Join Before Host feature

Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting.

Note: If the host does not join the meeting, there are no host controls such as recording, mute/unmute all, lock meeting or expel attendees.

Learn more

Last reviewed March 7, 2020