Assigning an alternative host

Assigning a colleague as an alternative host for a scheduled meeting such as a tutorial can be useful. If the meeting host is unable to attend for any reason, then the alternative host will be able to join the meeting and instantly become the host. This means that your students won't be left stranded with nobody able to run the meeting.

Assign alternative hosts

In the Zoom app

Click on the Schedule button, add your meeting settings, then open the Advanced Options section at the bottom of the page and add the email(s) to the Alternative hosts field.

In the web browser

Go to Meeting / Schedule meeting, add your settings, then scroll down to the bottom and add the email(s) to the Alternative hosts field.

Assigning a co-host

During a meeting you may wish to assign a co-host to help monitor the chat or admit students from the waiting room. A co-host can do most of the functions of a host in a Zoom meeting – except manage breakout rooms – which can only be done by the host.

You can give someone the role of co-host during a meeting by hovering your mouse over the participant's name and choosing More, then clicking Make Co-host.

Note: If you have alternative hosts set, the first one to enter the meeting will be assigned the role of host and the others will come in as co-hosts. If needed, the first host can then reassign the host role by hovering over the name of the participant and choosing More, then Make Host.

Schedule meetings in Zoom on behalf of other staff

It is recommended for the Lecturer in Charge (LIC) to schedule all meetings for their unit, including those for any tutors in that unit. This ensures that any concurrent meetings don't cause system conflicts. In order to do this, you must ask your tutors to assign you scheduling privileges.

Assign scheduling rights to someone

Note: this must be done using the web browser settings by logging in to acu.zoom.us. It cannot be done in the Zoom app.

1. Select the settings option from the left-hand menu.
   
2. Scroll to the bottom of the Other section until you see the option Schedule Privilege.
3. Select the + sign next to Assign scheduling privilege to
    
4. Enter the email address of the person (LIC) you want to assign scheduling privileges to.
5. Click the Assign button.
   
6. Once you have been assigned scheduling privileges, you will be able to create meetings and select the tutor from the drop-down option Schedule For.
   
7. It is recommended that you require a password for your meetings.
   
8. Copy the link from the Invite Attendees section and paste this into your LEO unit.  This link includes the encrypted password.
   

See also

LEO Guide: Adding a Zoom meeting to a LEO unit.

Zoom Guide: Alternative host

Zoom Guide: Enabling and adding a co-host

Zoom Guide: Scheduling privilege