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For meetings, assemblies & workshops

Zoom Setup Guide

A simple guide for hosting your meeting, assembly, or workshop on Zoom. Choose the level that matches your experience, or let us point you to the right place to start.

Illustration of a diverse group connected in a video call

Not sure where to start?

Pick the statement that fits you best. We'll highlight the right set of instructions.

Beginner
New to Zoom hosting
The bare minimum to get a safe, simple session online.
  1. Sign in to zoom.us with the host account.
  2. Click Schedule a Meeting and fill in the topic, date, time, and duration.
  3. Choose Generate Automatically for the Meeting ID (don't reuse a personal ID).
  4. Turn on a Passcode and Waiting Room so only invited people can enter.
  5. Turn video Off for everyone by default.
  6. Save the meeting, then copy the Join link and passcode to share with attendees.
  7. At meeting time, start early, let people in from the Waiting Room, and begin.
Intermediate
Hosted a few meetings
Add language interpretation, co-hosts, and a smoother attendee experience.
  1. Sign in to zoom.us with the host account.
  2. Schedule the meeting with the topic, date, time, duration, and time zone.
  3. Use Generate Automatically for the Meeting ID, and enable a Passcode + Waiting Room.
  4. If you need interpretation, enable Language Interpretation in the Zoom web portal BEFORE the meeting starts, then add each language and the interpreter's email.
  5. Save and copy the Join link + passcode into the worksheet below.
  6. Assign a co-host so someone can manage the room if the host drops off.
  7. At meeting time, start early, admit attendees, and click Interpretation → Start to open the language channels.
Advanced
Tech chair or host
Full checklist, host-key controls, and troubleshooting for complex sessions.
  1. Schedule the meeting with all meeting details filled in the worksheet below.
  2. Generate a fresh Meeting ID, enable Passcode + Waiting Room, and set video Off by default.
  3. Enable Language Interpretation in the Zoom web portal before the meeting, add languages, and assign interpreters in the worksheet.
  4. Set a host key in Zoom Settings → Meeting → In Meeting (Basic) → Host key, and share it only with trusted hosts or co-hosts.
  5. Run the equipment checklist in the worksheet: microphone, headphones, lighting, backup device, power, and a co-host fallback.
  6. At meeting time, start early, open interpretation channels, and claim host control with the host key if needed.
  7. If the host key fails, check account mismatch, existing host, waiting-room status, webinar type, or a recently reset key.

Full setup worksheet

Fill in the details as you schedule the meeting in Zoom, then copy the shareable summary.