Overview of Zoom Meeting Templates

Zoom meeting templates allow hosts to use pre-configured meeting settings: simplifying the process of creating meetings and introducing greater consistency. Templates are also helpful for maintaining security and privacy requirements for sensitive meetings. Meeting templates can be created by individual Zoom users or configured by Zoom administrators based on institutional needs.

This article contains resources for creating and reusing meeting templates, as well as information on HIPAA-Compliant meeting templates for the Counselor Education Program.

Using Zoom Meeting Templates

Creating a Personal Meeting Template

Personal meeting templates can be used to pre-configure various settings for a single Zoom meeting or a series of meetings. To create a meeting template for personal use, hosts must configure and save a meeting with their preferred settings, then save that meeting as a template.  Meeting templates do not save the meeting time and date or alternative host settings. All other settings made while scheduling the meeting will be applied to the meeting template, including polling.  Personal Meeting ID (PMI) cannot be used for a meeting template. Only automatically-generated meeting IDs can be used for meeting templates.

More information on personal meeting templates, and their limitations, can be found in Zoom's Creating Personal Meeting Templates article.

Scheduling a Meeting from a Template

To use a Zoom template:

1. Log in to NC State’s Zoom portal.
2. Click the Meetings tab on the left column.
3. Click the Schedule a Meeting button.
4. Complete the following fields as desired:
   • Topic
   • When
   • Duration
   • Time Zone
   • Recurring meeting
   • Invitees
   • Registration
5. Click the dropdown menu to the right of the Template field and select the desired template. All preconfigured settings will populate automatically, and are summarized in the View Template Details link.
6. Click the Save button to finalize all changes.

Additional instructions for scheduling new meetings or meeting series can be found in Zoom's Scheduling a Meeting from a Template article.

HIPAA-Compliant Meeting Template for Counselor Education Program Students

A dedicated meeting template has been created in NC State's Zoom portal to help ensure Counselor Education virtual counseling sessions are HIPAA compliant. This template is also available for use by others in the university community, but it does not replace the HIPAA Zoom requirements for those that provide professional medical services as part of a covered entity.

To maintain HIPAA compliance, Counselor Education students should use the "Counselor Education" template and its preconfigured settings for every counseling session. All recordings will be saved to the cloud only, and should not be stored locally on devices.

It is each meeting host's responsibility to ensure their device complies with RUL 08.00.18 – Endpoint Protection Standard (EPS) for highly sensitive (red) data. Counselor Education students with questions about adhering to the EPS should consult with their local IT or contact the NC State Help Desk via the NC State IT Service Portal or call 919.515.HELP (4357).

Additional Resources

Creating Personal Meeting Templates (Zoom)

Scheduling a Meeting from a Template (Zoom)

For additional assistance, please contact the LearnTech Help Desk at learntech@ncsu.edu or (919) 513-7094, or via the Get Help form on the DELTA Knowledge Base.