Inviting others to join a meeting

Whether inviting Zoom contacts to an ongoing session or wanting to invite others to an upcoming scheduled meeting, this article can show you how to bring more participants into your meetings. 

Additional invitation methods include sharing the Zoom link for a meeting, inviting by phone (requires the audio conferencing plan) or inviting a room system (requires Cloud Room Connector add-on).

This article covers:

Prerequisites for inviting others to join a meeting

How to invite others during a meeting

Depending on which Zoom Products and add-ons, you have many options for inviting Zoom contacts, Zoom Rooms, room systems, and dial-in participants to join the current meeting. 

  1. Sign in to the Zoom desktop client.
  2. Start or join a meeting.
  3. In the meeting controls, click Participants .
  4. At the bottom of the Participants panel, click Invite.
    A pop-up window will appear.
  5. In the window, choose from the following invite options:

Contacts

  1. Click the Contacts tab.
  2. Select a contact's name from the list or search for a contact.
  3. Click the individual you would like to invite.
    Note: You can select multiple contacts.
    After selecting contact(s), their name(s) will be highlighted in blue, and they will appear in the list at the top of the window.
  4. In the lower-right corner, click Invite
    Selected participants will be immediately invited to the current meeting, which will appear on their desktop or mobile screen. 

Learn how to decline a meeting invite with a message.

Zoom Rooms

  1. Click the Zoom Rooms tab.
  2. Select the Zoom Room from the list or search for a specific Zoom Room.
  3. Click the Zoom Room you would like to invite.
    Note: You can select multiple rooms.
    After selecting Zoom Room(s), their name(s) will be highlighted in blue, and they will appear in the list at the top of the window.
  4. In the lower-right corner, click Invite
    Selected Zoom Rooms will be immediately invited to the current meeting, which will appear on their screen and controller. 

Desk Phones

  1. Click the Desk Phones tab.
  2. Select the desk phone from the list or search for a specific desk phone.
  3. Click the phone you would like to invite. You can select multiple contacts.
    After selecting phones(s), their name(s) will be highlighted in blue and they will appear in the list at the top of the window.
  4. In the lower-right corner, click Invite
  5. Selected desk phones will be immediately invited to the current meeting, which will appear on their phone as an incoming call. 

Room System

  1. Click the Room System tab.
    By default, the Dial In information for H.323/SIP room systems will be provided. 
  2. Switch to the Call Out option to enter a specific IP address or E.164 number. 
  3. Click Call to call out to the specified room system. 

Email

  1. Click the Email tab.
  2. Select an email provider:
  3. Add recipients to the email and send it.

Notes:

Call Out or SMS

Call Out

  1. Click the Call Out or SMS tab.

  2. In the Invite via dropdown, select the Call option.
  3. Enter the name of the invitee.
    This will be used as their display name in the meeting. 

  4. Enter their phone number. 
  5. Review and enable the following options: 
  6. Click Call to have Zoom call the provided number. 
    When the invitee answers the phone, they will be connected to the meeting as an audio-only participant. 

SMS

  1. Click the Call Out or SMS tab.

  2. In the Invite via dropdown, select the SMS option.
  3. Enter the name of the invitee.
    This will be used as their display name in the meeting. 

  4. Enter their phone number.
  5. Click Send to have Zoom send the message. 

Copy Zoom link or invitation text

On any of the tabs so far, in the bottom-left corner of the window, click Copy Invite Link to get the Zoom link for the current meeting or Copy Invitation if you want to send your instant meeting information elsewhere. 

Zoom Phone

  1. Click the Zoom Phone tab.
  2. Enter a number or name of a contact. 
  3. Press the call icon
    When the invitee answers the phone, they will be connected to the meeting as an audio-only participant. 

How to invite others to a scheduled meeting

You can invite others by copying the meeting invitation or make the Zoom link for a meeting accessible to others by sharing the Zoom link. You can also schedule a meeting and invite others before starting the meeting.

Copy meeting invitation

  1. Sign in to the Zoom desktop client.
  2. Schedule a meeting.
  3. Click the Meetings tab .
  4. On the meeting that you want to invite others to, click the ellipsis , then click Copy Invitation.
    The meeting invitation will be copied and you can paste that information into an email or anywhere else you would like to send it out.

Copy the Zoom link for the scheduled meeting

To share your Zoom link for a future meeting:

  1. Sign in to the Zoom desktop client.
  2. Schedule a meeting.
  3. Click the Meetings tab .
    A pop-up window will appear, displaying the meeting details.
  4. In the window, under Join Zoom Meeting, copy the Zoom link for the meeting.
    You can paste that link into an email or share that Zoom meeting link with others anywhere else.

Add meetings to your calendar

  1. Sign in to the Zoom desktop client.
  2. Schedule a meeting.
  3. Click the Meetings tab .
  4. On the meeting that you want to manage, click the ellipsis , then click Edit.
    The Edit Meeting window will appear.
  5. Under the Calendar section, choose the calendar you want to add.
  6. Click Save.

Web

Copy meeting invitation

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the topic of the meeting.
  4. At the bottom of the page, click Copy Invitation.
    A window will open with the meeting invitation text.
  5. In the window, click Copy Meeting Invitation.
    You can copy the invitation and send it out through email or elsewhere.

Copy the Zoom link for the scheduled meeting

To share your Zoom link for a future meeting:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the topic of the meeting.
  4. To the right of Invite Link, manually copy the Zoom link for the meeting or click the Copy icon .
    You can paste that link into an email or share that Zoom meeting link with others anywhere else.

Add meetings to your calendar

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Meetings.
  3. Click the topic of the meeting.
  4. In the Add to section, select from the options for adding the meeting to your calendar:
    • If you click Google Calendar or Yahoo Calendar, it will create a calendar event automatically in the specific email service you choose.
    • If you click Outlook Calendar, this will generate an ICS file that you can import to your Outlook calendar.