Move Zoom Meeting Occurrences Forward

[Rabia2219]

Overview

We need to log into each Hack for LA Zoom account and move the occurrence for each meeting in that account forward so that it rolls back to 1 of 60 occurrences.

Action Items

Hack for LA has four Zoom accounts: Zoom1, Zoom2, Zoom3, Zoom4. Repeat the following steps for each account.

Log into the Zoom account using 1Password

• log into 1Password
  • open two tabs
    • access https://1password.com/ in one
    • access https://zoom.us/ in the other
  • in the first, log into 1Password using your HackforLA information
  • access the Zoom vault
  • select the Zoom account you want to log into from the list on the right
  • hover over the username and select Copy
• log into the Zoom account
  • in the second tab, select Sign in in the upper right side
  • paste the username in for Email Address in the input box
  • move back to the 1Password tab, hover over the password and select Copy
  • paste it in for Password in the input box for the Zoom login
  • select Sign In

Review and setup the Zoom account

• access the Meetings page
  • select Meetings in the panel on the left
• review the page setup
  • there are 4 tabs (we will only be working in the Upcoming tab, so no need to click on the others)
  • there is a input box under the tabs that displays a calendar icon and the text Start Time to End Time
  • a blue Schedule a Meeting button
  • meeting information displayed by day
    • the time appears first in bold
    • the name appears next to the time in bold
    • the occurrence appears under the time
    • the meeting id appears next to the time
• Set the calendar
  • select the Start Time to End Time input box under the Upcoming tab
  • select the 1st of the month and drag your mouse till the end date for the month and select
  • the dates for the selected month should show up in the input box (e.g. 03-01-2023 to 03-31-2023)
• Set the results/page
  • scroll to the bottom of the page
  • select the v next in the box that with 15/page
  • select 100/page

Update Occurrences (Move Occurrences to 60)

The meetings appear under Today, Tomorrow and the rest of the days in the week. Update all the meetings that appear under each day only once.

The process involves updating and saving changes to the same meeting twice.

• access the edit page for the meeting
  • hover over the displayed meeting information
  • select Edit from the options that appear
  • select Edit All Occurrences in the pop up window
• Make the first update
  • for the End date option, select the After _ occurrences option
• Save the update
  • select the blue Save button towards the bottom right side of the page
• access the edit page for the meeting again
  • scroll down on the meeting page
  • select Edit
  • select Edit All Occurrences in the pop up window
• Make the second update
  • uncheck the box for Recurring meeting (the box will turn white and the text after Recurring meeting will disappear)
  • select it again (the box will turn blue and the text after Recurring meeting will reappear)
  • for the End Date option, select the By` option
  • click the input box with the calendar icon next to By
  • in the window that pops up with the calendar, select >|
  • the calendar page that shows up should have some dates that are greyed out
    • if you try to click on those dates the 🚫 symbol will appear
  • select the last available date before the greyed out dates
    • check that the text next to Recurring meeting ends with 60 occurrence(s)
• Save the update
  • select the blue Save button towards the bottom right side of the page

Confirm that the update was successful

• confirm that the occurrence for the meeting was updated to Occurrence 1 of 60 (displayed under meeting time)
  • select 'My Meetings` in the top left
  • check that the occurrence for the meeting was updated
  • move to the next meeting

Make a final confirmation and log out

• confirm updates and log out
  • scroll down and select page 2
  • check that all the occurrences have been updated
  • log out of the Zoom account

Resources/Instructions

[Rabia2219]

Note:

• create a new wiki page with these instructions and link it in https://github.com/hackforla/admin-calendaring/wiki/Update-Zoom-Setup-spreadsheet-&-Zoom-accounts
• add text to instructions above 'move occurrences to 60'