Zoom Calendar

Zoom Calendar

Overview

The Zoom Calendar integration enables seamless meeting management and automation by connecting your Zoom account with our platform. This integration allows you to automatically detect meetings, send recording bots, and manage your Zoom meetings directly from our platform.

Usage

Once your Zoom account is connected, you can use the following features:

Sending Bots to Meetings

There are multiple ways to send a recording bot to your Zoom meetings:

1. Automatic Bot Deployment
   • Enable "Auto-join meetings" in your Zoom integration settings
   • Bots will automatically join all scheduled Zoom meetings
   • Configure which meeting types should have automatic bot attendance
2. Manual Bot Deployment
   • Navigate to your Meetings dashboard
   • Find the Zoom meeting you want to record
   • Click Send Bot or Start Recording
   • The bot will join the meeting within seconds
3. Meeting URL Method
   • Copy your Zoom meeting URL (e.g., https://zoom.us/j/1234567890)
   • Go to Meetings → Send Bot to Meeting
   • Paste the meeting URL
   • Click Deploy Bot
   • The bot will join immediately

Viewing Recordings

After a meeting ends:

1. Navigate to the Recordings section
2. Find your Zoom meeting by date, title, or participant
3. Click on the recording to view, download, or share
4. Access transcripts, highlights, and AI-generated summaries

Managing Meeting Bots

• Monitor Active Bots: View all active bots in real-time from the dashboard
• Remove Bots: Stop a bot from recording by clicking "Remove Bot" during an active meeting
• Bot Settings: Configure bot name, entry message, and recording preferences

Installation

Follow these steps to connect your Zoom account:

Step 1: Access the Integrations Page

1. Log into your account
2. Click on Settings in the navigation menu
3. Select Integrations from the settings menu
4. Scroll to the Calendar Integrations section

Step 2: Locate the Zoom Calendar Card

You'll see the Zoom Calendar integration card displaying:

• The Zoom logo icon
• "Zoom Calendar" as the title
• A gray "Not Connected" badge
• Description: "Connect Zoom Calendar to sync your meetings and schedule automatically"
• Two buttons:
  • Connect Now (blue button)
  • Setup Guide (link to detailed documentation)

Step 3: Initiate the Connection

1. Click the "Connect Now" button
2. You'll be automatically redirected to Zoom's secure OAuth login page
3. Enter your Zoom account credentials
4. Review the permissions that our platform is requesting:
   • meeting:read:meeting - Read meeting information
   • meeting:read:invite_links:admin - Access meeting join links
   • meeting:write:meeting - Create and manage meetings (for bot deployment)
   • user:read:user - Read user profile information
   • recording:read:recording - Access meeting recordings
5. Click "Authorize" or "Allow" on Zoom's authorization page
6. You'll be redirected back to the integrations page

Step 4: Verify Your Connection

Once connected successfully, the Zoom Calendar card will change appearance:

• The card background turns green
• A green "Connected" badge with a checkmark appears
• The description updates to: "Your Zoom Calendar integration is active and syncing"
• The buttons change to:
  • Disconnect (red button)
  • Documentation (link to help resources)

Step 5: Configure Initial Settings

After connection, configure your preferences:

1. Click on the Zoom integration card settings or gear icon
2. Meeting Types: Choose which meeting types to sync (scheduled, instant, webinars)
3. Auto-Join Settings: Enable automatic bot deployment for scheduled meetings
4. Bot Configuration:
   • Set bot display name (e.g., "Company Name Recorder")
   • Configure entry announcement message
   • Choose recording preferences (audio, video, screen share)
5. Recording Options: Enable automatic recording association
6. Participant Sync: Enable syncing of meeting participant lists
7. Click Save Settings

Uninstallation

To remove the Zoom integration and revoke access permissions:

Disconnect from Our Platform

Step 1: Open the Disconnect Dialog

1. Navigate to Settings → Integrations
2. Find your connected Zoom Calendar card (it will have a green background)
3. Click the "Disconnect" button (red button)
4. A confirmation dialog will appear

Step 2: Understand What Will Happen

The dialog displays a warning message explaining that disconnecting will:

• Stop syncing your Zoom meetings immediately
• Disconnect your Zoom Calendar from the platform
• Note: Historical meeting data in the platform will remain
• Note: Existing recordings and transcripts are NOT deleted
• You can reconnect at any time if you change your mind

Step 3: Confirm the Disconnection

For security, you must provide two confirmations:

Confirmation 1: Type DELETE

• You'll see a text field asking you to type "DELETE"
• Type the word DELETE exactly (all capital letters)
• This prevents accidental disconnections

Confirmation 2: Enter Your Password

• Enter your account password
• This verifies that you authorize this action
• Your password is required to proceed

Step 4: Complete the Disconnection

1. After entering both confirmations, the "Remove Integration" button becomes active
2. Click the "Remove Integration" button
3. The system processes your request
4. A success message appears: "Zoom Calendar integration removed successfully"
5. The dialog closes automatically
6. The Zoom Calendar card returns to the "Not Connected" state

Revoke OAuth Permissions from Zoom (Optional)

To completely remove our app from your Zoom account and revoke all OAuth tokens:

Step 1: Login to Zoom

• Go to zoom.us
• Sign in to your Zoom account

Step 2: Navigate to App Marketplace

• Click on your profile icon (top-right)
• Select Marketplace from the dropdown
• Or go directly to marketplace.zoom.us

Step 3: Manage Installed Apps

• Click Manage at the top
• Select Installed Apps
• Or search for our app name in the search bar

Step 4: Uninstall the App

• Find our app in the list
• Click on the app name
• Click Uninstall or Remove
• Confirm the uninstallation

Step 5: Verify Removal

• The app should no longer appear in your installed apps list
• All OAuth permissions have been revoked

Calendar Integration

Zoom calendar integration works with your Zoom account:

• Zoom Meetings: Automatically detects and imports Zoom meetings
• Meeting Details: Syncs meeting titles, descriptions, and participant lists
• Recording Links: Automatically associates Zoom recordings with meetings
• Meeting Passwords: Syncs password-protected meeting information

Meeting Auto-Detection

The platform automatically detects Zoom meetings:

• Scheduled Meetings: All scheduled Zoom meetings are imported
• Instant Meetings: Instant meetings are detected when created
• Recurring Meetings: Full recurring series are imported
• Webinar Events: Zoom webinars are also detected and imported

Zoom-Specific Settings

Configure Zoom-specific integration options:

1. Open Zoom integration settings
2. Meeting Types: Choose which meeting types to sync (scheduled, instant, webinars)
3. Recording Sync: Enable automatic association of Zoom recordings
4. Participant Sync: Sync meeting participant lists
5. Meeting Passwords: Include password information in synced meetings
6. Save settings

Sync Behavior

Zoom calendar sync behavior:

• Real-time Updates: Changes in Zoom are reflected in the platform
• Bidirectional Sync: Some settings allow two-way synchronization
• Conflict Resolution: When conflicts occur, Zoom data takes precedence
• Sync Frequency: Follows your configured sync frequency settings

Troubleshooting

Bot Not Joining Meetings

If your bot isn't joining meetings:

1. Check Integration Status
   • Verify Zoom is still connected in Settings → Integrations
   • Look for any error messages or disconnection notices
2. Verify Bot Settings
   • Ensure "Auto-join meetings" is enabled if you expect automatic joining
   • Check that the meeting type is included in your sync settings
3. Meeting Link Issues
   • Ensure the Zoom meeting link is valid and not expired
   • Verify the meeting hasn't been cancelled in Zoom
   • Check if the meeting requires a password and that it's configured
4. Reconnect if Needed
   • Try disconnecting and reconnecting your Zoom account
   • This refreshes the OAuth tokens and permissions

Meetings Not Syncing

If scheduled meetings aren't appearing:

1. Check Sync Settings
   • Verify meeting type filters in integration settings
   • Ensure sync is enabled for calendar events
2. Wait for Sync
   • Initial sync can take up to 15 minutes
   • Subsequent syncs happen every 5-10 minutes
3. Manual Sync
   • Click the Sync Now button in integration settings
   • This forces an immediate sync of all meetings

Recording Issues

If recordings aren't available:

1. Verify Recording Started
   • Check that the bot successfully joined the meeting
   • Confirm recording was active during the meeting
2. Processing Time
   • Recordings may take 5-15 minutes to process after meeting ends
   • Large meetings can take longer
3. Storage Settings
   • Verify your account has sufficient storage
   • Check recording retention policies

Security & Privacy

Data Access

Our Zoom integration only requests necessary permissions:

• Meeting Information: Read meeting titles, times, and participant lists
• Meeting Access: Join meetings on your behalf to record
• Recording Storage: Access to store and manage recordings (if enabled)

Data Protection

• Encryption: All data transmitted between Zoom and our platform is encrypted
• Secure Storage: Recordings and meeting data are stored securely
• Access Control: Only authorized users can access your recordings
• Compliance: We comply with GDPR, CCPA, and other data protection regulations

Privacy Controls

You maintain full control over your data:

• Selective Recording: Choose which meetings to record
• Participant Notifications: Bots announce when they join meetings
• Data Deletion: Delete recordings at any time
• Export Options: Export your data before disconnecting

Frequently Asked Questions

Can participants see the bot in the meeting?

Yes, recording bots appear as a participant in the meeting. Participants will see the bot name (customizable in settings) and a camera/microphone indicator. It's best practice to inform participants that meetings are being recorded.

Does the bot need to be a co-host or have special permissions?

No, the bot joins as a regular participant. However, if the meeting has a waiting room enabled, the host will need to admit the bot.

Can I use this with Zoom Phone or Zoom Rooms?

Currently, the integration supports:

• Standard Zoom meetings
• Zoom webinars
• Recurring meetings

Zoom Phone and physical Zoom Rooms have limited support.

What happens to recordings if I disconnect?

Your existing recordings remain accessible in our platform even after disconnecting. However, new meetings will not be detected and no new recordings can be made until you reconnect.

Can I connect multiple Zoom accounts?

Yes, you can connect multiple Zoom accounts to the same platform account. Each account is managed separately in the integrations settings.

How much does the Zoom integration cost?

The Zoom integration is included with all paid plans. Recording storage limits depend on your subscription tier. Check our pricing page for details.

Best Practices

For Recording Meetings

1. Inform Participants: Always notify participants that meetings are being recorded
2. Test First: Do a test meeting to ensure bots join correctly
3. Bot Naming: Use a clear bot name like "Company Name Recorder"
4. Entry Message: Configure a friendly message when the bot joins
5. Consistent Settings: Use auto-join for consistent recording of recurring meetings

For Calendar Management

1. Regular Syncs: Enable automatic syncing for up-to-date meeting lists
2. Meeting Filters: Use filters to only sync relevant meetings
3. Time Zone: Verify time zone settings match your Zoom account
4. Permissions Review: Periodically review granted permissions

For Team Deployments

1. Onboarding: Create clear documentation for team members
2. Naming Conventions: Use consistent bot naming across the team
3. Access Controls: Set up proper permissions for recording access
4. Training: Ensure team members know how to deploy and manage bots
5. Support Channels: Establish internal support for common issues

Additional Resources

• Zoom OAuth Guide - Official Zoom OAuth documentation
• Zoom API Documentation - Complete Zoom API reference
• Contact Support - Get help with integration-specific questions
• Integration Management - Learn about managing all your integrations