Using Our Shared Zoom Account

All our volunteers can use our shared  zoom@neuromatch.io  account for any Neuromatch volunteering needs.

This is helpful if you need:
  • a Zoom room that can exceed the 40 min free account meeting
  • if you need to be able to host 500 people in one Zoom room
  • if you'd like to schedule a webinar where up to 500 people can attend
  • If you need translated captions

The above use cases are prioritized, and then it is first come, first serve.

Reach out to the admin for the password.


To Login:

  • You'll use the Zoom single sign on with Google - login to the email account and then go to  Zoom.us  and use the Google sign in option
  • You may need the security to be turned off to get into the email account - coordinate with CoCourtney Dean



Scheduling a Meeting

  • First, check the Upcoming Meetings section — the account can only run one meeting at a time. Make sure there is not another meeting schedule first.
  • The accounts time zone is in UTC.
  • Convert to your time zone:  https://www.worldtimebuddy.com/ 
  • If there is not a conflicting meeting, use the "Schedule Meeting" button.
  • Make sure to actually schedule the meeting and not just use the Personal Meeting room so that it's easy to see when the account is being used by others.
  • Decide if you'd like a registration link or not. This allows you to collect emails ahead of time and for people to get a calendar invite. This is a best practice for events that you are not sending a calendar invite for.
  • Ensure the waiting room is off.



Meeting or Webinar?

If you want breakout rooms, you can only do this in the "meeting" format

Best Practices: Calendar invites

Working with staff/ board members/volunteers/panelists/invited guests it's more error proof to send them a direct calendar link with the registration link inside. This ensures that the event is on their calendar and does not assume they took the extra step to add it to their calendar.

Best Practices: Zoom reminders

You can  enable meeting reminder for webinars,  but not for meetings, so it’s important to consider this when deciding which type to use.

Using the Host Key

Someone can get the meeting scheduled and then share the host key with the person who's running the meeting so they do not have to login.
Make sure the person who schedules the meeting shares the host key with the person running the meeting.
Host Keys can only be used when the waiting room is off