Student Support for Educational Systems

How do I organise a Zoom meeting from the Zoom Portal?

Updated Aug 30, 2021

This article explains how to organize a Zoom meeting from the Zoom Portal.

Ga to the Zoom portal of Leiden University. 

There are two possibilities for organizing a meeting in the Portal: 

  1. Host 
  2. Plan ahead

Before organizing a meeting, you will first be redirected to the login screen of the University of Leiden where you have to log in with your ULCN credentials.

How do I host a meeting?

  • Click Host to start a meeting directly
  • The following screen will be visible in your browser:

If you  have Zoom desktop client  installed on your computer, the meeting will start automatically, if not follow these steps:

  • Click the Open Zoom Meetings notification in your browser to start the meeting.
  • If you don't see a pop-up screen in your browser,  click Launch Meeting.

If you haven't already installed the Zoom desktop client or are having problems with the Client, there are  two options:

  • Click Download Now to download  Zoom Client.
  • Click Join from Your Bowser to join via the browser.  

Once in the meeting, you can invite participants via the Participants button.

How do I plan a meeting?

To schedule a meeting in the Zoom portal ahead, click Plan ahead. If you are already logged in, you will be redirected directly to the Schedule a Meeting page. It can also be reached manually via Schedule a Meeting at the top right of or under the Meetings tab on the left side of the page.

On this  page  you  enter  the  following  information  about  your  meeting:  

  • Topic: Title of your meeting.
  • Description: Optional description.
  • When:  Date and time for the meeting.
  • Duration: Set a duration for the meeting, if the meeting is over the chosen duration,  the meeting will continue.   You will only see a  message that the meeting is about to go over the scheduled time.

Time Zone

  • Recurring meeting:  if you check this option, you can adjust the settings for a recurring meeting.
  • Recurrence: Choice of daily/  weekly/  monthly/  no  Fixed  Time.
  • Repeat every: Here you can set the repetition per the above time unit.
  • Occurs on: You can tick a specific day.
  • End date: Set an end date.

Registration

  • Select this option if participants need to register, there are 3 options:
    • The participants register once and can attend all meetings.
    • Participants must register for each meeting to participate.
    • Participants register once and can choose one or more meetings to attend.

Security 

  • An automatically generated password/invitation link will be required to join a  meeting.
  • Waiting Room:  Select this option if you want to manually allow all participants.
  • Require authentication to join:  Sign in to  Zoom.

Video

  • Turn the video on or off by default when someone joins.
  • Host: Turn this on optionally so that the speakers/hosts start their session with their video-enabled.
  • Participant: A locked setting where the participant's video is disabled by default.

Audio

  • Choose to allow audio from computer and/or phone.  

Meeting options

  • You can let the participants participate at any time.
  • Mute participants upon entry.
  • Pre-assign breakout room allows pre-assign invited attendees to Breakout Rooms.
  • Record the meeting automatically in the cloud.
  • Restrict or block access to users from specific regions/countries.

Alternative hosts

  • Enter all email addresses for the people who will host or speak in your meeting so they have the correct rights when they enter the session.

Interpretation

  • If you check this option, you will receive an input field in which you can enter the email address of an interpreter who can write subtitles in a  language you set during the session.
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