1. Davidson Technology & Innovation
  2. Communication & Collaboration
  3. Email, Calendar & Collaboration Services

Getting Started with Zoom Scheduler

Zoom Scheduler is an appointment booking tool built into the Zoom app you're already familiar with. Instead of going back and forth over email to find a meeting time, you create a booking page with your available time slots, share the link, and let people book directly. Most importantly: meetings in Zoom Scheduler do not have to be Zoom meetings, you choose where the location is for each type of meeting. 

Whether you hold office hours, advise students, or coordinate meetings with external partners, Zoom Scheduler can save you time by handling the scheduling for you. This guide covers connecting your calendar, creating booking pages, and sharing your availability.

Table of Contents

 

Connect Your Calendar to Zoom

Zoom Scheduler requires access to your Outlook calendar to display your real-time availability and to create calendar events when appointments are booked. Davidson has already authorized the integration on the admin side — you just need to authenticate your account.

  1. Go to davidson.zoom.us and sign in with SSO using your Davidson credentials.
  2. Click Scheduler in the left navigation pane.
  3. Click Get Started.
  4. You'll be prompted to edit the link for your public booking page. Choose something recognizable (e.g., your name), then click Next.
  5. Click Sign in with Microsoft.
  6. Enter your Davidson email address (e.g., yourname@davidson.edu) and click Next.
  7. Log in with your Davidson password and complete Duo authentication if prompted.

Your Outlook calendar is now connected to Zoom Scheduler. Zoom will use your calendar to determine when you're free and busy, and will add events to your calendar when someone books time with you.

During this initial setup process, you will be asked to create your first "Booking Page"- you can think of a booking page as a single event type, such as "30 minute meeting" or "15 minute zoom meeting". 

You can also access Scheduler from the Zoom desktop app by clicking the Scheduler tab at the top of the window.

Please Remember: If you receive an "Unable to access your calendar" email from Zoom in the future, you may need to reauthorize the connection. Go to Scheduler > Settings > Accounts and click Re-authorize next to your Microsoft account. See Reauthorizing Zoom Scheduler to maintain calendar connectivity [Zoom Support Center] for more information.

 

Create Booking Pages

Think of booking pages as types of meetings people can schedule with you. For example, you might create a 30-minute office hours booking and a separate 15-minute check-in booking.

  1. Open Zoom Scheduler from the web portal (davidson.zoom.us) or the Zoom desktop app.
  2. Click New booking page, then choose Create a booking page.
  3. Select a booking page type:
    • One to One — for individual appointments with you.
    • One to Many — allows multiple people to book the same time slot (e.g., group office hours).
    • Any Host Available — for team scheduling where any available member can take the meeting.
    • All Hosts Available — for team scheduling where all members must be free.
  4. Enter a Schedule Name and configure the meeting Duration and Location settings, then click Next.
    • You can offer multiple location options (e.g., Zoom meeting or in-person) and let your invitees choose.
  5. Walk through the remaining setup pages to configure the booking page's Availability (which times apply to this specific page), Notifications, and other preferences, then click Finish.
    1. Note, Location can be set under the How You'll Meet section, and multiple options can be added to the same event allowing the individual to decide at time of scheduling.

Your booking page is now live. You can copy the link to share it right away.

Recurring vs. Custom Schedules

  • Recurring schedules repeat on an ongoing basis and appear on your public booking page.
  • Custom schedules are for one-time or limited availability outside your regular hours. These expire after the scheduled date and do not appear on your public booking page.

 

Set Your Availability

Your Availability settings define the windows of time when Zoom should offer appointments to people who visit your booking page. The default is 9:00 AM – 5:00 PM, Monday through Friday.

  1. On your Scheduler main page, click Settings.
  2. Click Availability.
  3. Adjust the days and times to match when you're actually available for appointments.
  4. Click Back to Scheduler when finished.

If your availability varies by meeting type (e.g., different hours for in-person vs. Zoom meetings), you can create multiple availability templates and apply them to different booking pages.

Remember: Zoom also checks your connected Outlook calendar in real time and hides any time slots that conflict with events marked as "Busy" or "Out of Office." Keep your Outlook calendar up to date so your booking pages accurately reflect your availability.

 

Share Your Booking Pages

Once your booking pages are set up, you can share them in several ways:

  • Copy the direct link to a specific booking page and send it via email or message.
  • Share your public page link, which displays all of your active recurring booking schedules in one place. Find this under Settings > Profile.
  • Add the link to your email signature so it's always easy for others to find.
  • Post it on a website if that makes sense for your role.

You can also generate single-use links for private schedules that expire after one booking.

  • When sharing your booking link, select "customize" to create a one-time booking link with minor adjustments, such as adjusting availability or pre-filling in name or email address for your attendee! 

How Appointments Work

Because your Outlook calendar is synced with Zoom Scheduler, the system works in both directions:

  • When someone visits your booking page, Zoom only shows time slots that are within your configured availability and clear on your Outlook calendar.
  • When someone books an appointment, Zoom creates an event on your Outlook calendar (with a Zoom link, if the meeting is virtual) and sends confirmation emails to both of you.
  • By default, all confirmation and reminder emails include links for rescheduling or canceling.

You can view your upcoming, pending, and past appointments by going to Scheduler > Scheduled events.

 

Delegation

You can give another Davidson faculty or staff member with a Zoom license the ability to view or manage your booking pages on your behalf.

  1. Open the settings for the booking page you'd like to delegate.
  2. Click Edit Permissions.
  3. Search for the Davidson user you want to delegate to and assign them View or Edit access.

 

More Information

Request Help