A step-by-step guide for community managers to create and configure Zoom meeting templates for community events.
This guide walks you through creating a Zoom admin meeting template, a reusable set of meeting settings that you can apply every time you schedule a community event. Instead of configuring dozens of settings each time, you set it once and reuse it.We’ll use our own Tightknit Tuesdays template as the example, but the same approach works for any recurring community meeting.
You need a Zoom Business, Education, or Enterprise account with admin privileges to create admin meeting templates. If you only have a free or Pro account, you can still create personal templates, but they won’t be available to other hosts in your organization.
Give your template a clear, descriptive name that tells hosts exactly what it’s for.
Field
What to enter
Template Name
The name of your recurring event (e.g., “Tightknit Tuesdays”)
Template Description
A brief note on when to use this template (e.g., “This scheduled meeting template is used for our Tightknit Tuesdays recurring meetings”)
Add Template dialog showing the template name and description fields
If you run multiple event types like office hours, workshops, or AMAs, create a separate template for each. The settings that work for a 200-person webinar are very different from a 15-person workshop.
3
Configure AI Companion & Summary
These settings control Zoom’s built-in AI features for catching up and summarizing.
Recommendation: On, auto-start, all participants can ask from when they joinIf someone joins late, they can ask Zoom’s AI companion what they missed. This is especially helpful for community events where people drop in at different times.
AI Companion settings with auto-start and participant access configured
Recommendation: OnAs the host, your camera should almost always be on. You’re the face of the event, and being visible builds trust with your community.
Recommendation: On (or Off depending on event type)For community events where you want to build intimacy and connection, leaving participant video on encourages face-to-face interaction. For larger webinar-style events, consider turning it off so participants aren’t caught off guard.
Recommendation: OnThis is critical for any event with more than a handful of people. Without it, someone will inevitably join with background noise that disrupts the entire meeting. Participants can unmute themselves when they want to speak.
Video and audio settings showing host video on, participant video on, and mute on join enabled
This is a meeting template, not a webinar. Participants can unmute and turn on video. If you need stricter control, consider Zoom’s webinar product instead (that’s a separate guide).
6
Configure Recording
Recording your community events creates replay content, clips for social, and a reference for attendees who couldn’t make it.
Recommendation: On, record to the cloudCloud recording is more reliable than local recording. If your internet hiccups or your laptop crashes, the cloud recording continues from Zoom’s servers. It also makes sharing easier since the recording lives in Zoom’s cloud rather than on your hard drive.
Automatic recording toggle on with Record in the cloud selected
If you have a co-host, ask them to also record locally as a backup. Individual Zoom accounts can only select one default (cloud or local), so having a co-host record locally gives you a safety net.
Configure these for maximum flexibility when editing and repurposing content later:
Setting
Recommendation
Why
Record active speaker with shared screen
On
The default combined view, good baseline
Record gallery view with shared screen
On
Captures the full room alongside any presentation
Record active speaker, gallery view, and shared screen separately
On
Gives you separate video files for higher-quality editing
Record audio-only files
On
Both combined and separate per-participant
Record the Interpretation
Off
Only needed for multilingual events with hired interpreters
Save chat messages
On
Captures links and resources shared during the event
Cloud recording settings showing all recording options enabled except interpretation
Separate video files means more post-production work. If you don’t plan to edit recordings, you can leave the “separately” options off and let Zoom handle the combined view automatically.
Recommendation: Everyone and anyone directly (or Host only for large events)For community events where interaction is the goal, allowing everyone to chat creates a more engaging experience. For very large or formal events, restrict to host-only.
Meeting chat settings showing the chat permission dropdown and copy/save options
Recommendation: On for recurring meetings, Off for one-offsContinuous meeting chat lets the conversation persist before, during, and after the meeting in Zoom’s Team Chat.
Recommendation: On, create a custom surveyCheck “Add specified participant survey to all meetings scheduled with this template” and create your survey in Survey Management.
Feedback, co-host, polls, and meeting survey settings
Meeting survey showing 'No data' until you create one in Survey Management
You’ll see “No data. Create a survey in Survey Management” until you set one up. Creating the survey is covered in Next Steps.
Recommendation: One participant at a time, Host onlyPrevents participants from hijacking the presentation. You can promote someone to co-host during the meeting.
Recommendation: Set up laterA branded wallpaper is a nice touch but not required for launch.
Participant management settings
Default meeting wallpaper toggle set to off
11
Configure Breakout Rooms
Recommendation: On, but don’t pre-assignBreakout rooms are great for workshops, cohort discussions, or small-group conversations. Leave enabled but assign live.
Recommendation: OnA huge accessibility win. Makes your event accessible to deaf/hard-of-hearing members, non-native speakers, and anyone in a noisy environment.
Recommendation: RequiredGives you an attendee list, enables reminder emails, and provides data for follow-up.
Registration is essential if you plan to connect this event to Tightknit for one-click Slack registration. Without it, there’s no registration for Tightknit to sync to.
4
Set the Meeting ID
Recommendation: Generate AutomaticallyDon’t use your Personal Meeting ID, it’s a static link anyone can reuse.
5
Select Your Template
In the Template dropdown, select your template (e.g., “Tightknit Tuesdays”). You’ll see a blue banner confirming all template settings were applied.
The template sets defaults. You can still override individual settings for this specific meeting.
6
Save the Meeting
Click Save. Zoom generates the join link, registration page, and calendar invite. Done!
Each of these builds on what you’ve set up in this guide. Tackle them in order, or jump to whichever is most relevant for your next event.
Create a Post-Meeting Survey
Build a custom survey in Survey Management, then link it to your template. Ask about content quality, format preferences, and what topics to cover next. This is one of the most valuable feedback loops for community events.
Design a Custom Meeting Wallpaper
Add community branding for a polished look when participants join. This is a quick win that makes your events feel intentional and on-brand.
Connect Your Event to Tightknit
Let community members register with one click from Slack. Tightknit syncs registrations to Zoom, sends confirmations, and posts events in your Slack channel.What the Tightknit integration gives you:
One-click registration from Slack, no forms, no friction
Automatic sync of registrations to your Zoom meeting
Event reminders sent to registered attendees in Slack
A central place to post recordings and follow-ups in the event thread
Schedule a test meeting with your template. Walk through as both host and attendee. Verify recording, survey, and registration flow. Catching issues in a dry run is much better than discovering them live.
