Zoom Meeting Scheduling

Purpose

This SOP describes how to schedule a new Zoom meeting with recurring settings, AI Companion features, and meeting summary templates.

Scope

This procedure is intended for all Zoom users with a registered account. Follow this SOP when creating one-time or recurring meetings with custom settings.

Prerequisites

• Active Zoom account with Basic or Pro plan

• Logged in to zoom.us in your web browser

Procedure

1. 1

   Navigate to zoom.us

   Open the Zoom web portal

   Navigate to zoom.us and sign in to your account. The My Meetings page will display your upcoming meetings.

   Step 1 of 16
   
2. 2

   Schedule a new meeting

   Click the Schedule a Meeting button

   Click the Schedule a Meeting button in the top-right corner of the page to open the meeting creation form.

   Step 2 of 16
   

   Click: Schedule a Meeting
3. 3

   Enter meeting topic

   Type your meeting name in the Topic field

   In the Topic field, enter a descriptive name for your meeting (e.g., "My Meeting"). You can also click Add Description to provide additional details about the meeting agenda.

   Step 3 of 16
   

   Input: *Topic" "New Value: My Meeting
4. 4

   Select meeting date

   Choose the meeting date from the calendar

   Click on the date field under When to open the calendar picker. Select your desired date from the calendar.

   Step 4 of 16
   

   Click: Wednesday,April 1,2026 not selec…
5. 5

   Set start time

   Select the meeting start time

   Click the time dropdown and select your preferred start time (e.g., 9:00 AM). The dropdown shows times in 15-minute increments starting from 8:00 AM.

   Step 5 of 16
   

   Click: 9:00
6. 6

   Configure meeting duration

   Set the meeting duration

   Set the Duration for your meeting by selecting hours and minutes. Available options include: 15, 30, 45, or 60 minutes.

   Step 6 of 16
   

   Click: 30 | __VirtualFilterSelectOption…
7. 7

   Select time zone

   Choose the appropriate time zone

   Click the Time Zone dropdown and select your preferred time zone (e.g., (GMT-7:00) Pacific Time (US and Canada)). This ensures all participants see the correct local time.

   Step 7 of 16
   

   Input: Select time zone | Time Zone" "N…
8. 8

   Enable recurring meeting

   Check the Recurring meeting checkbox

   Check the Recurring meeting checkbox to set up a repeating meeting schedule. This expands additional recurrence options.

   Step 8 of 16
   
9. 9

   Set recurrence pattern

   Choose how often the meeting repeats

   Click the Recurrence dropdown and select the frequency:

   Step 9 of 16
   

   Click: Weekly
10. 10

    Select meeting days

    Choose which days the meeting occurs

    Under Occurs on, select the days of the week for your recurring meeting. Click on Mon, Tue, Wed, Thu, Fri, Sat, or Sun to toggle each day. Selected days will be highlighted in blue.

    Step 10 of 16
    

    Click: Mon
11. 11

    Set end date options

    Choose when the recurring meeting ends

    Under End date, select one of the following options:

    Step 11 of 16
    

    Click: No end time
12. 12

    Configure AI Companion settings

    Enable AI Companion features

    Scroll down to the AI Companion section. Check Automatically start AI Companion to enable AI features for this meeting.

    Step 12 of 16
    
13. 13

    Set meeting questions access

    Choose who can ask AI questions

    Under Automatically start meeting questions, select who can ask questions about the meeting transcript:

    Step 13 of 16
    

    Click: Only meeting host and meeting in…
14. 14

    Configure meeting summary recipients

    Select who receives the AI summary

    Under Automatically start meeting summary, select who will receive the summary email after the meeting:

    Step 14 of 16
    
15. 15

    Select meeting summary template

    Choose a summary template

    Click the Meeting summary template dropdown to select a template based on your meeting type:

    Step 15 of 16
    

    Click: Stand up | Stand up Quick team …
16. 16

    Save the meeting

    Click the Save button

    Click the Save button at the bottom of the form to create your meeting. You will be redirected to the meeting details page where you can copy the invitation link or add the meeting to your calendar.

    Step 16 of 16
    

    Click: Save

Verification

After saving, verify your meeting was created successfully:

1. The Meeting Information page displays with your meeting details.

2. Confirm the Topic, Time, and Meeting ID are correct.

3. For recurring meetings, verify the pattern shows correctly (e.g., "Every week on Mon, Wed").

4. Check that the invite link is generated and available to copy.

Troubleshooting

Conclusion

You have successfully scheduled a Zoom meeting with your preferred settings. The meeting is now available in your account and you can share the invite link with participants or add it directly to your calendar.