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jjarman
Newcomer
August 18, 2021
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Using Zoom for recurring Groups

  • August 18, 2021
  • 1 reply
  • 1 view

Hi 

I am curious to know if any one here in the community uses Zoom for recurring group sessions for clients?

 

We are a non profit and have needed to transfer our face 2 face groups to online due COVID.   A 'group' will run for 20 weeks consecutively and will have the same 10-15 participants attend each week.  There can be up to 10 - 15 different groups that run each week with some (up to 4) starting at the same time.

 

The constraints we have:

- we are not able to disclose participants email addresses to other participants.

- the groups are being set up by a central admin person (therefore will default as a host)

- there are two facilitators per group who are set up as 'alternative hosts'

- the 'host' does not join as they are just a member of staff who sets the groups up

- unfortunately our email address have been configured to include surname so need to be mindful how we send out the invites.  We have to protect staff identities (ie not disclose full name, first name is ok)

- we use google email and calendars.

 

The issues we are facing:

- more than two groups, the alternative hosts are not able to get into the meeting (has happened with two groups booked at the same time).

 

Looking for ideas on solutions on how we can centrally manage the zoom bookings and invitees with minimal disruption to clients and staff and not having admin heavy process.

- ideally would like invite to go directly to staff who can add to calendar

- ideally would like invite to go directly to clients

 

Thank you

Jackie 

    Best answer by Devlin

    Hi Jackie!

     

    A solution for you could be scheduling privilege; You are correct in the fact you will not be able to host more than one meeting from one specific profile however if you were to have 4 pro licenses, assign each license to a different user on the account, you can then schedule a meeting on each profile that will be able to run at the same time. The next step would be configuring scheduling privilege for the admin of the Zoom account, this will allow the admin to schedule meetings from THEIR profile on the other 3 profiles. We do have a feature to allow join before host which allows the attendees to join the meeting room without the host. I would however recommend looking at breakout rooms this will allow you to host one meeting and have several different sub rooms running at the same time. in either case the email addresses of the attendees and the host will not be shared this is only available to the owner/admin and the host of the event. 

     

    Hope this helps! 

     

    1 reply

    Devlin
    Employee
    DevlinAnswer
    Employee
    August 19, 2021

    Hi Jackie!

     

    A solution for you could be scheduling privilege; You are correct in the fact you will not be able to host more than one meeting from one specific profile however if you were to have 4 pro licenses, assign each license to a different user on the account, you can then schedule a meeting on each profile that will be able to run at the same time. The next step would be configuring scheduling privilege for the admin of the Zoom account, this will allow the admin to schedule meetings from THEIR profile on the other 3 profiles. We do have a feature to allow join before host which allows the attendees to join the meeting room without the host. I would however recommend looking at breakout rooms this will allow you to host one meeting and have several different sub rooms running at the same time. in either case the email addresses of the attendees and the host will not be shared this is only available to the owner/admin and the host of the event. 

     

    Hope this helps! 

     

      J
      Newcomer
      jjarmanAuthor
      Newcomer
      August 20, 2021

      Hi thank you for your reply.  I will look at scheduling privileges.  Unfortunately due to the type of clients we are servicing, we are unable to let them join before the host.  I have managed to secure a licence which will allow 20 concurrent meetings from one licence so this is a step forward.  Thank you again. 

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