Schedule a meeting or create an instant meeting
Schedule a meeting
Video tutorial (5:30 min) here
To schedule a new meeting, go to your Zoom account at diak-fi.zoom.us, and click "Schedule a meeting" on the upper menu.
You'll be taken to the meeting settings menu as below, see instructions below the image.
Write down (1) the event's topic and description that you wish to show to the participants. For one-off events, (2) select the day and starting time and set up a meeting duration.
If you are using the AM/PM hour format on the Zoom web portal, select 12:00 PM to book a meeting at noon. To book a meeting starting at midnight, select 12:00 AM. You can also switch to the 24-hour format at diak-fi.zoom.us/profile > Time Format > Edit, select Use 24-hour time and press "Save".
(3) Recurring meeting: Select the recurring meeting option if this meeting is a regular booking, and set up the regularity of the meeting. A recurring meeting can always be joined from the same link. Select Recurring meeting > Recurrence: "No Fixed Time" to create a meeting room that can be reused without preset starting and ending times.
(4) Registration: Select "Required" to request participants to register for the meeting. After saving the meeting, you will find the registration link with a form, that the participants can fill in order to receive an individual invite link. Zoom allows the host to customize the registration page and manually approve registering participants, if needed.
(5) Meeting ID and Passcode: Select whether you want to generate a new Meeting ID, for increased security, or use your personal Meeting ID. You can change the passcode into something easier to remember (e.g. ourcourse, YHT876, etc). The passcode can be max. 10-digit long. Participants who have the invite link usually do not need to enter the passcode when joining a meeting, but some devices like mobile phones or iPads might require it.
(6) Waiting room: If you enable the waiting room, the host or a co-host will have to let participants in. When the participants click the invite link to join the meeting, they will receive a message to wait. The host in the meeting will receive a message to let the participant in, which includes the participant's name. This feature gives the host more control over who can attend the meeting.
If you join a meeting through the tailored Diak Zoom app, your microphone and camera are always off by default, regardless of meeting options, even as a host. Keep this in mind when reading further. You can change these settings for yourself through the Settings menu in the Zoom app.
(7) Video: The participants and host join the meeting with the cameras switched off by default, but this can be edited.
(8) Meeting options: From "Allow participants to join ... before start time", you can adjust how early the participants can join a session by selecting 5 min, 10 min, 15 min or anytime before the scheduled start. Participants can join the meeting even if the host is not present yet. This option does not work if you have "Waiting room" enabled. Select "Mute participants upon entry" to turn the participants' microphones off by default in the beginning of a meeting.
(9) Alternative hosts: In case you are booking a meeting on someone's behalf, or you need another person to start or manage the meeting, type the name or email of one or more other Diak Zoom users in the field "Alternative hosts". The alternative host will be able to start the meeting and act as a host if the person who booked the meeting is not present.
Good to know!
If you are booking a meeting that should be hosted by an external partner, make sure that you or someone else from Diak can join the meeting as an alternative host, and assign the host role to the external partner in the meeting room. After that, they will be able to manage and end the meeting even if the Diak representative leaves the meeting.
After defining your meeting details, press the (10) Save button.
On the following page, you will find the Invite link that you can send to the meeting attendees. You can click Copy invitation (1) to copy all the information necessary to join the meeting, and paste it to a message for the participants, or send only the Meeting ID, passcode and invite link. On this page you can also create a Poll (2) with single or multiple choice answers to be launched during the meeting, or a Survey (3) to be filled out after the meeting. If you have selected "Registration required" when booking the meeting, you will find the registration link and the registration customization options on this page as well.
In the Zoom app, you can schedule a meeting by pressing the schedule button at the "Home" tab.
Note that some scheduling features are only available when booking through diak-fi.zoom.us (e.g. creating Polls).
Video tutorial (40 s) here
In the Zoom app, create an instant meeting simply by clicking the "New meeting" button in the "Home" tab
You can also create an instant meeting from your profile at diak-fi.zoom.us, by clicking the “Host a meeting” option at the upper right corner. Select “Screen Share Only” to start a meeting sharing your screen, with the camera turned off. Choose “With Video On” to start a meeting sharing your own camera or “With Video Off” if you want your video off in the beginning. You can also start a screen share, and open or close your camera later during the meeting.
Note that if you start a "Screen Share Only" meeting, it will end as soon as you stop sharing your screen, instead of waiting for you to click the separate "End" button.
When you start a meeting this way, or if you join a meeting via link, your browser will always show a pop-up to ask you for permission to open the Zoom app. You can check the "Always allow" option in the pop-up to make life easier.
When the meeting room is open, you can invite participants by clicking the arrow next to the participants icon in the lower menu, or by pressing ALT + i .
From the Invite window, click the “Copy invite link” button and then paste it to the people who should join the meeting. The function “Copy Invitation” will copy the invite link AND the meeting ID, password and join by phone information.
Zoom meetings have a meeting ID. Meeting IDs are 10- or 11-digit long codes that are associated with a meeting. When scheduling a new event, you have the option to use an automatically generated meeting ID or your own personal meeting ID. Your personal meeting ID works like a permanent personal room on Zoom. On the page diak-fi.zoom.us/profile under the "Meeting" section, you can edit your personal meeting ID as a licensed user. You can also create your own custom link for instant meetings or personal recurring meetings, following for example the format https://diak-fi.zoom.us/my/firstname.surname .
