How to Host a Zoom Meeting- Information and Video
By now many of you have probably participated in a Zoom meeting. You received an invite, clicked the link, logged in, entered the meeting password, and bam, you were off and running. As this time of covid continues more and more meetings will be held via Zoom and you may be asked to host one. So what is the difference between joining a Zoom meeting and hosting? When you’re the host you have the ability to mute other participants, approve people trying to join your meeting, and remove someone from the meeting if needed. Basically, you have all the power over what happens with everyone.
Anyone hosting or participating in a zoom meeting must have a Zoom account. If you have ever joined a meeting in the past, you have an account with a user name and password. Most of you have a basic, free account. This means that you have limited powers and zoom meetings scheduled and ran through your accounts are limited to 40 minutes. Don’t despair, because the church has a paid account that you can use.
We have been providing the user name and password of the church’s paid Zoom account to committee chairs so they can take advantage of the perks that come with a paid account, and so they don’t have to limit their meetings to 40 minutes. Because this seems to be causing some confusion, below is a list of things to know.
- Notify the church office and ask to have your zoom meeting scheduled. Leah will schedule your meeting and send out the Zoom invite to your group. In a separate email, she will then send you the church’s Zoom user name and password information for safekeeping. We ask that you only use the church’s account for hosting church meetings. If you are not the host, log into your own account as usual. We also ask that you do not attempt to schedule meetings in Zoom, just notify the office and we can do that for you. Since the church’s account is shared, having folks scheduling their own meetings will inevitably lead to double bookings and confusion.
- On the day of your meeting, go to Zoom.us in your browser or open your Zoom app you have downloaded onto your computer or tablet and log in using the church’s user name and password you were provided. You do not log in using the link in the Zoom invite. You are not joining a meeting, you are going to log in as a host. There is a difference. When you are joining a meeting where another person is hosting you would use the link sent to you in the Zoom invite. If you are hosting a meeting, you log directly into the website or the app. You do NOT use the invitation link. (if you are already logged in under your own personal user name and password you will need to log out and log back in using the church’s credentials) Do this a few minutes before your scheduled meeting so you have time to get up and running before people start to join.
- Select your meeting from the list of scheduled meetings (left side of your screen or it may be on the top or center if you are using the app. Either way, go to “meetings”). This will give you a list of all upcoming meetings. You can select your meeting from the list.
- Select “Start” (Blue button, you may have to hover your mouse over your meeting link to make this button appear. It will usually show up to the right of your meeting)
- Answer the pop-up questions regarding using the computer’s audio (you want to use your computer’s audio and camera) *If you are having trouble getting your camera and audio to connect, there may be an issue with your computer’s settings, you may need to turn your webcam on in settings.
- People will begin to join your meeting. Most Zoom meetings scheduled by the church will be done in a way that allows participants to just join your meeting without you having to do anything. Occasionally, you will have to click a button on your screen to allow someone to join.
- As the host, using the church’s account, you have some perks as mentioned above, including muting someone who is extra noisy. You can also share your computer screen back and forth with the other members of your meeting.
- Once you have completed hosting a zoom meeting SIGN OUT. For all other meetings that you are not hosting, or meetings you are just joining as a participant, use the link in the Zoom invite you are sent in your email and your own personal user name and password.
***VERY IMPORTANT– DO NOT ALLOW YOUR COMPUTER TO AUTO-SAVE THE CHURCH’S LOG IN INFORMATION OR IT WILL AUTO POPULATE EVERY TIME YOU TRY TO JOIN ZOOM, HOSTING, OR OTHERWISE. If this happens, your computer with automatically connect to Zoom as the church even if you are zooming a friend or trying to join another meeting. If you have trouble with this, please let the church office know. This is the main concern and problem we are seeing!
Below is a video that walks you through the basics of Zoom such as creating an account, downloading the app, opening a Zoom meeting, hosting, and sharing your screen. None of us are Zoom experts, the office and pastor included. We are all learning this as we go so don’t be too hard on yourself or others when mistakes happen.
If you are still having a difficult time, please notify the office ahead of time and schedule an appointment. Leah is happy and willing to schedule a practice Zoom meeting with you.
How to Host a Zoom Meeting:
- The video begins addressing hosting at around the six-minute mark. We recommend you watch the entire video at least once.
- This video gives instructions on how to use the Zoom app not the website, but the information is good and applies to both.
Zoom for Beginners:
Click Here for information on how to disable the password auto-save function on your web browser. Once you disable this function, your computer will no longer save user names and passwords unless the function is turned back on.