Schedule a UW Zoom meeting on behalf of others

Last updated: March 19, 2024
Audience: Staff

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 Zoom Licensed account.
  • 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 Licensed account and starts the meeting.
  • Meeting participants click the meeting link to join the meeting. Meeting participants do NOT need a Zoom Licensed 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