How to Schedule Zoom Meeting Using G Suite Add-in

Zoom is a great online meeting tool that can be used for both personal and professional purposes. You can use Zoom to host online meetings, video conferences, and webinars. In this article, we will show you how to schedule a zoom meeting using the G Suite Google Calendar add-in.

Zoom for GSuite Add-On

With the Zoom for GSuite add-on, you can schedule Zoom meetings right from your Google Calendar events. The add-on enables meeting attendees to join the meetings without any additional sign-in, and it lets meeting organizers schedule Zoom meetings for specific time zones.

If you have a Zoom Phone license, you can also dial into meetings using the G Suite phone number. You can download and install the add-on at Google’s GSuite marketplace.

Prerequisites for Scheduling using the G Suite Google Calendar add-in

1. All users/participants must have a Google account and a Zoom account

2. The host, event organizer, should have the G Suite Admin role assigned to their Google Account via the Admin Console.

3. All users/participants must have Google Calendar enabled for their accounts in order to see the event created by the organizer.

How to install the GSuite add-on

Install the GSuite add-on for all users (Google Admin)

If you manage your organization’s Google account through the Admin console, you can automatically install the Zoom for GSuite add-on on all user’s accounts. The add-on will be available in their Google Calendar settings under “Event plugins”.

Install the GSuite add-on for your own use

If you have a personal Google account, you can download and install the add-on by signing in to your personal account for you own use.

• Sign in to your Google account.
• Click on the Add-ons button.
• Select “Zoom for GSuite” from the list of available add-ons and click on the Free, Get Addon button.
• Confirm your selection in the pop up dialogue box by clicking on OK.
• You should see a message confirming successful installation of the add-on.
• Test the add-on by creating an event inside your application that includes meeting details.

For Web (Gmail or Google Calendar)

How to sign in to Zoom using the G Suite Google Calendar add-in?

• Open any web browser and sign in to Gmail or Google Calendar.
• In the right-side panel, you will see Zoom logo. Click on that.
• After that, click “Authorize Access” in the pop-up window.
• Now, you should see “Zoom for GSuite” under the Connections tab in your Google Calendar. You can click on that to schedule or join Zoom meetings using web sessions.

How to schedule a meeting from Google Calendar?

• Open any web browser and sign in to Gmail or Google Calendar.
• In the right-side panel, you will see Zoom logo. Click on that.
• Click on Schedule a meeting . You can also schedule a meeting by clicking on New Event , then click “Add details” and “Schedule a meeting” under event details.
• The Google Calendar add-in will open the default Zoom Web for scheduling your meeting. You can create a new meeting or navigate to your existing meeting using the same method described above.
• Easily schedule meetings with participants without signing in to Zoom every time.

How to schedule a meeting from Gmail?

• Open Gmail.
• In the right-side panel, you will see Zoom logo. Click on that.
• Click on Schedule a meeting . You can also schedule a meeting by clicking on New Event , then click “Add details” and “Schedule a meeting” under event details.
• Click “Create Meeting.”

How to edit a scheduled meeting using the G Suite Google Calendar add-in?

You can edit meeting details, including the subject, description, organizer, location and attendees.

• Open any web browser and sign in to Google Calendar.
• Click a calendar event with a Zoom meeting.
• Click on Edit .
• Update meeting details as needed and click Save.

How to view and join a meeting using the G Suite Google Calendar add-in?

• Open any web browser and sign in to Google Calendar.
• Click a calendar event with a Zoom meeting.
• You can view meeting details, including the organizer and location.
• Click Join to join Zoom meeting.

For Android or iOS Users

How to sign in to Zoom using the G Suite Google Calendar add-in?

• Open the Zoom app on your phone.
• Click the plus icon in the top-right corner of the screen.
• After that, click Event > Add video conferencing > Zoom Meeting.
• Click “Sign In” button.

You should now be able to view all meetings from your Google Calendar that have been scheduled using the add-on installed for your users. You can click on those meetings and join Zoom sessions.

How to schedule a meeting from Google Calendar?

• Open the Zoom app on your phone.
• Click on + then Event > Add video conferencing > New meeting .
• You can schedule a new meeting by clicking on the plus icon in the top-right corner of any screen.
• Enter details for your meeting and click Schedule.
• The Google Calendar add-on will open the default Zoom Web for scheduling your meeting.

How to schedule a meeting from Gmail?

• Sign in to the Gmail app.
• Open the message with a Zoom meeting.
• Tap on the subject of your meeting.
• You can now view and edit event details, including location, organizer, and more. Click Schedule to schedule this Zoom meeting.

How to edit a scheduled meeting using the G Suite Google Calendar add-in?

• Sign in to the Google Calendar app.
• Open the calendar event with a Zoom meeting.
• You can now view and edit event details, including location and description.
• Click on the subject of your meeting to get more information about it.
• You can click on Edit Meeting.
• You will be redirected to your Google Calendar where you can update all details about the meeting and click “Done” to save the changes.

How to view and join a meeting using the G Suite Google Calendar add-in?

• Sign in to the Google Calendar app.
• Select a calendar event with a Zoom meeting.
• Click Zoom Meeting.
• You can view more meeting details, including time zone and organizer. Click Join Meeting to join the Zoom meeting.

Limitations and Troubleshooting

Multiple Google Accounts

When you are installing and using the Add-on, it is recommended you are not signed in to multiple Google accounts. Any additional account you are signed in to will cause the Add-on to report an error.

“This is a calendar meeting” and “Google Calendar Meeting (not synced)” placeholders

If you see this message, that means the Add-on was not able to sync your meeting information. This can happen for a couple reasons:

• You are using an older version of the Google Calendar Sync Extension
• Your calendar is not syncing because it has been disabled or is having problems syncing with Google
• You are logged in to your Google account on multiple devices.

1. Your version of the Google Calendar Sync Extension is too old

Please contact the person who manages your company Jive instance for help updating the Google Calendar Sync Extension. The correct version number should be 7.6 or above. You can find more information about this by clicking here .

2. Your calendar is not syncing because it has been disabled or is having problems syncing with Google

Please contact your account administrator about trying to get your calendar enabled for sync, or troubleshoot existing sync issues. If you are the account administrator and you’ve already tried all troubleshooting options.

3. You are logged in to your Google account on multiple devices and the Add-on is unable to determine which calendar should be used

Please sign out of all other Google accounts. If you do not have access to the device where the Add-on was installed, please contact the person who manages your company Jive instance.

Final Words

Zoom for GSuite Add-On is a Google app for Zoom designed to make it easy for you to schedule meetings from within your favorite G Suite apps. The Add-on allows Gmail, Calendar, or Drive users to easily add Zoom video meeting details when scheduling events in G Suite applications. With this integration, you can access the full capabilities of Zoom without ever having to leave your Google applications.

We hope this information was helpful. If you have any feedback or questions, please contact us.