Zoom - Reusing Meeting IDs & Configure Audio Meeting for Recurring Use

Issue/Question

• Can I reuse a Zoom meeting after it's taken place?
• How long is my meeting link valid for after the scheduled date/time?
• Can I schedule a Zoom meeting and reuse the information again and again?
• How do I set up a recurring Zoom meeting with no set dates for the meetings?

Environment

• Oregon State University
• Faculty/Staff
• Students
• Zoom User
• Zoom Host
• OSU Zoom

Cause/Explanation

Occasionally a user will host a Zoom meeting that was not configured for recurring, however, they will inquire about using the same meeting information again. Here are some specifics pertaining to reusing a meeting ID. This KB will also cover scheduling an open-ended Zoom audio meeting for recurring use. This is useful for people who wish to have a dedicated phone number and meeting ID, often used for recurring audio-only conferences (without set dates).

• You can start your scheduled meeting at any time after you scheduled it.
• A non-recurring meeting ID (also known as a one-time meeting ID) will expire 30 days after the scheduled date.
  • You can restart the same meeting ID within the 30 days and if you restart the meeting, it will remain valid for another 30 days.
• A recurring meeting ID expires if it isn't used for 365 days.

Resolution

Method 1 - Schedule an Open-ended Recurring Audio-Only Meeting

1. Using a browser, visit zoom.oregonstate.edu and sign-in
2. Click "Schedule a Meeting" from the upper-right corner of the screen
3. Enter the meeting Topic and Description (Optional)
4. SKIP the sections labeled When, Duration, and Time Zone
5. Check the box for "Recurring Meeting" and select "No Fixed Time" from the drop-down menu
       Note: This will automatically remove the When, Duration, and Time Zone sections
6. For Meeting ID, select "Generate Automatically"
7. For Meeting Password, we recommend you leave unchecked (Unless your meeting has private/sensitive/confidential topics)
8. For Video, set both Host and Participant to OFF
9. For Audio, select "Both"
10. Under Meeting Options, check the box for "Enable join before host" and "Record the Meeting Automatically" (Optional) and for the recording select "In the cloud"
11. Click the orange "Save" button
12. After clicking save, you will be redirected to a page that summarizes the scheduled meeting. Click the blue "Copy the Invitation" link on the right side of the screen.
13. Write down/Document/Save the dial-in phone number "1-669-900-6833" (will always be this number for everyone) AND the Meeting ID (9 digit number)
        Note: The San Jose/New York identifiers are simply used for a West Coast or East Coast dial-in, they both route to the same voice prompt. We recommend saving the "San Jose" phone number, but removing the San Jose identifier. OSU Telecom does NOT charge for long-distance, authorization codes are used to prevent long-distance fraud.

At this point, you will be able to leverage that dial-in phone number and meeting ID as often as you need. It will be available 365 days a year, 24 hours a day, 7 days a week. In order to leverage your meeting; share the call-in information with others and then call into the meeting. You will NOT need to use a computer to start the meeting, or to start the recording (as long as you enabled automatic recording). Recordings will automatically show up in your OSU Media Space (media.oregonstate.edu) and you will receive an automated notification once it is available. 
 

Based on the steps above, your "Schedule a Meeting" page should appear similar to this:

For assistance, contact the IS Service Desk.