Creating Meetings and Inviting Participants

The most important thing to remember is to always go to https://lu-se.zoom.us/ Links to an external site. and log in using your LUCAT-id. The video below is a 9-minute tutorial on how to log in to your account in LU Zoom, and how to create meeting rooms that you can use multiple times.
If you prefer a guide with screenshots, continue down through this page.

The guide below describes how to:

• Create a scheduled or recurring meeting.
• Invite participants to these meetings.

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Create a Scheduled or Recurring Meeting

Down below is a guide regarding the settings that are most important to take into consideration when creating a meeting. Go to https://lu-se.zoom.us/ Links to an external site. and log in using your LUCAT-id, and then do the following:

1. Click on "Meetings" in the left menu.

2. Thereafter you click on the button "Schedule a meeting".

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On the page "Schedule Meeting", you begin with giving your meeting a suiting title (obligatory) and a description (optional):

1. Write the title of the meeting in "Topic".

2. Click on the button "+ Add Description" and write the description in the square that comes up.

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There are two ways of creating a meeting. You can either create a scheduled or a recurring meeting:

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Scheduled Meeting

Are used for meetings that will be held at one specific occasion and at a certain time. To create a scheduled meeting, you fill in the following:

1. Date and time.

2. Duration of the meeting.

3. Time zone.

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Recurring Meeting

Create a recurring meeting if you want to use the same meeting room on several occasions. Instead of filling in details such as date and time (as when you create a scheduled meeting), you do the following:

1. Check the box "Recurring meeting".

2. To the right of "Recurrence" there is a drop-down menu with four alternatives. Select the alternative "No Fixed Time".

With these settings the meeting room will be available for 365 days, or until you delete it. The meeting room can be used for an unlimited number of times, which is practical if you have a group that you meet repeatedly during a longer period of time. 

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Video Settings

It is wise to adjust the video settings so that the host’s camera is turned on when the meeting starts (1). The participants’ cameras on the other hand should be turned off, so that they can turn on their cameras themselves when they are ready (2).

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More Settings

In the section "Options" there are several settings to choose from. Click on "Show" and the list of settings will be displayed. The following settings are recommended to apply:

1. The participants can join the meeting before the host - "Allow participants to join anytime". Observe that you need to make sure that you have created a safe meeting when applying this setting.

2. The participants are muted when joining the meeting - "Mute participants upon entry". The participants’ microphones are muted when they join the meeting, but they can unmute themselves whenever they like.

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You can add one or several hosts to your meeting by writing the person’s name or email address in the area "Alternative Hosts", and click on the correct person in the list. Do this if you are several people that want to use the same invite link. A prerequisite for this to work is that everyone has a LUCAT-id and an account in LU Zoom. 

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Save the meeting by clicking on the button "Save".

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Invite Participants to Your Meeting

You find the meetings that you have created by clicking on "Meetings" in the left menu (1), and then select the tab "Upcoming" (2). Click on the title of a meeting (3) to see more information, and this is also where you find the invite link to the meeting.

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You find the invite link to the meeting in the section "Invite Link", approximately in the middle of the overview page. Copy the invite link and send to the participants or put it on the educational platform.

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