Zoom Scheduling Privileges and Co Hosting: What’s the Difference?

Overview

Zoom provides multiple ways to collaborate when scheduling and running meetings. Two commonly used features—Scheduling Privileges and Co‑host—serve different purposes and apply at different stages of a meeting.

This article explains:

• What each feature does
• When to use each one
• Key limitations and best practices

Understanding the difference helps avoid permission issues and ensures meetings run smoothly.

Zoom Scheduling Privileges

What Are Scheduling Privileges?

Scheduling Privileges allow one Zoom user to schedule meetings on behalf of another user. This is commonly used by:

• Administrative assistants scheduling for executives
• Shared calendars or departmental support staff
• Staff who manage meetings for faculty or leadership

When scheduling privileges are granted, the scheduler can create meetings that appear as if they were created by the host.

What Scheduling Privileges Allow

A user with scheduling privileges can:

• Schedule meetings on behalf of the host
• Modify or cancel meetings they scheduled
• Start meetings on behalf of the host (if they are also an alternative host or the host joins later)
• Use the host’s licensed features (e.g., large meetings, webinars)

What Scheduling Privileges Do Not Do

Scheduling privileges do not:

• Automatically make the scheduler a co‑host
• Allow host controls during a meeting unless separately assigned
• Transfer meeting ownership permanently

Once the meeting starts, host controls depend on who actually joins as the host or is assigned as co‑host.

How to Assign Scheduling Privileges

For the host:

1. Sign in to the Zoom web portal.
2. Go to Settings → Other (or Profile, depending on account layout).
3. Locate Schedule Privilege.
4. Enter the email address of the user who should be allowed to schedule on your behalf.
5. Save changes.

✅ Best practice: Both users should be on the same Zoom account/tenant for full functionality.
 

Zoom Co‑Host

What Is a Co‑Host?

A Co‑host is a meeting role that helps the host manage a live meeting. Co‑hosts share many in‑meeting controls but cannot start the meeting unless designated as an alternative host.

Co‑hosts are useful for:

• Moderating large meetings or webinars
• Managing participants, chat, and breakout rooms
• Providing backup support if the host is presenting

What Co‑Hosts Can Do

During a meeting, co‑hosts can:

• Manage participants (mute/unmute, remove attendees)
• Start/stop recordings (if permitted by the account)
• Manage breakout rooms
• Share screen
• Manage chat and Q&A (if enabled)

What Co‑Hosts Cannot Do

Co‑hosts cannot:

• Start a meeting on their own (unless also an alternative host)
• End the meeting for all participants
• Change certain account‑level or meeting‑level settings

Only one host exists per meeting at a time, but multiple co‑hosts can be assigned.

How Co‑Hosts Are Assigned

Co‑hosts can be assigned in one of two ways:

During a meeting

1. Host opens the Participants panel.
2. Selects a participant’s name.
3. Chooses Make Co‑Host.

Before the meeting

• Enable Co‑host in Zoom account or meeting settings so the option is available during the meeting.

Scheduling Privileges vs. Co‑Host: Quick Comparison

Feature	Scheduling Privileges	Co‑Host
Applies before the meeting	✓	✗
Applies during the meeting	✗	✓
Allows scheduling for another user	✓	✗
Allows managing participants	✗	✓
Allows host-level meeting controls	✗	✓ (limited)
Can start meeting automatically	Only if alternative host	No

Common Scenarios

“I scheduled the meeting but can’t control it”

• You likely have scheduling privileges, not co‑host access.
• Ask the host to assign you as a co‑host once the meeting starts.

“The assistant needs to start the meeting”

• Assign the assistant as an alternative host, not just with scheduling privileges.

“We want shared control during the meeting”

• Use co‑hosts, not scheduling privileges.

Best Practices

• ✅ Use Scheduling Privileges for administrative or calendar support
• ✅ Use Co‑hosts for live meeting support and moderation
• ✅ Assign Alternative Hosts if someone other than the host may start the meeting