Zoom integration - Workspace wide connection

This article offers detailed instructions for Zoom Admins on establishing a connection to our service via OAuth. This integration enables us to efficiently access and manage cloud recordings for all users within your Zoom account. Importantly, individual users will not need to connect their Zoom accounts, which simplifies the process of managing connections and settings directly through the admin interface.

Prerequisites

To successfully establish a connection, you must be designated as a Zoom Admin within your organization.
Ensure that the following settings are enabled and unlocked at account level for optimal performance : Cloud Recording, Auto Recording, Active Speaker view and Active Speaker view during Screen Share
Additionally, having Live-streaming settings enabled is highly recommended to make best of use of Avoma's real time features
To effectively manage storage, consider implementing the Auto Delete feature, which will automatically remove recordings older than three days.

Once the Zoom Workspace level admin connection is successfully established, any individual users within the organization who are connected through user level Zoom accounts will be automatically disconnected.

Permissions Required

Account permissions - View and manage account info , View and manage sub accounts

User permissions - View and manage all user meetings

Meeting permissions - View and manage all user recordings

Recording permissions - View users information and manage users

Steps to Connect

1. Navigate to the Organization section, select Integrations, and then choose Zoom for Workspace to connect using your Zoom Admin Account.

2. By clicking the Connect button, you will be redirected to the Zoom OAuth login page. Here, you will need to grant the necessary permissions for the Avoma app by selecting the Allow option.

3. Upon successful login, the admin will be presented with a set of recommended recording settings designed to enable Zoom's native cloud recording feature along with other optimal configurations for an enhanced recording experience. It is important to review these settings carefully before selecting the Save and Apply option, as they will be applied across the entire account, affecting all users within your Zoom organization. Please see the note below for more detailed explanation on each of these settings.

Important Note on Various Settings

Enable Zoom's Native Recording : Enabling this option will allow you to record all your Zoom meetings using the cloud recording feature. Keep in mind that a minimum Zoom Pro license is necessary to access this functionality.

Allow Live-Streaming of Cloud Recordings : Activating live-streaming improves your experience with Zoom recordings and fully leverages Avoma's real-time capabilities.

Allow Auto Deletion of Cloud Recordings: We highly encourage you to take advantage of the auto deletion feature to efficiently manage your recordings. This setting will automatically delete any recordings that are older than configured days, helping you stay within your Zoom recording limits.

Automatically Apply These Zoom Settings to New Users: To make sure that these settings are automatically applied as defaults for all new users in Avoma, be sure to select this option.

4. Once you have updated the settings, head over to the Members page to check the status of individual settings for all users within your Zoom account. This page offers a concise overview of how many users require setting updates and details about their current assigned licenses. You can easily update the settings for all users simultaneously by clicking the Update User's Zoom Settings button.

Manage Existing Connection

Transition to the Avoma Assistant (Bot) flow for all users.

Utilize the Zoom Workspace to switch between managing Zoom cloud recordings and accessing the Avoma Assistant. Please be aware that the Avoma Assistant (Bot) will automatically join meetings for users who do not have the appropriate settings or license configured.

Manage Existing Members

You can also examine the Zoom settings and licenses for each user by navigating to the Members tab. Any modifications made to these settings in zoom will be reflected in this view. Admins have the option to update settings for all users simultaneously by using the Update User's Zoom Settings button, or they can manage individual user settings directly within the Zoom interface.

Disconnect Zoom workspace connection

To disconnect the Zoom workspace connection, click on the three dots located on the Zoom for Workspace card and select the `Disconnect Zoom` option.