Zoom: booking meetings and meeting notes
Connect Zoom so bookings get their own Zoom meetings and the Meeting Assistant can take notes in your Zoom calls, and remove it any time.
When Zoom is connected and chosen as the online-meeting option, each booking made on your Smoo AI booking page gets its own scheduled Zoom meeting. The join link goes on the calendar invite, the confirmation email and the booking, so neither side has to send one by hand. Cancelling the booking deletes the Zoom meeting.
With the Meeting Assistant, Smoo AI can also take notes in your Zoom calls in one of two ways. The notetaker joins a meeting you attend as a visibly named participant, only while you are in it. Or, when your Zoom account allows it, Zoom streams the meeting audio to Smoo AI directly and no participant joins. Either way you get a recording, a transcript with speakers, and a summary in Meetings.
Smoo AI asks Zoom only for what these features use: create and delete a meeting (bookings), view the connecting user (to show which account is connected), and a one-time join token for the notetaker. Meeting audio is captured only when the Meeting Assistant is on for your organization. Smoo AI does not read your chat, contacts, or meetings it was not asked to capture.
How to
- 1
Add Zoom: open Connected Apps, choose Zoom, and click Allow on the Zoom consent screen.
Connect with the Zoom account that should host the meetings. The connection belongs to your organization.
- 2
Confirm Zoom shows as connected in Connected Apps.
- 3
Use Zoom: open Booking, then Settings, and choose Zoom as the online meeting for your booking page — or set it on an individual booking type.
A booking type setting overrides the page default, so a kickoff link can use Zoom while your general link uses something else.
- 4
Share the link. Each confirmed booking now carries a Zoom join link, and cancelling it removes the meeting from your Zoom account.
- 5
Take notes with the notetaker: open Meetings, then Settings, and click Connect your Zoom. Each member connects their own Zoom account.
The notetaker joins only meetings you are in, appears under a visible name, asks the host for permission to record, and leaves when you leave or the meeting ends.
- 6
Take notes without a participant (Realtime Media Streams): start the Smoo AI app inside the Zoom meeting, or ask your Zoom admin to turn on auto-start for apps that access shared realtime meeting content.
Zoom streams the meeting audio to Smoo AI while the app runs. Cancelling the meeting in Smoo AI stops the capture and deletes the audio captured so far.
- 7
Remove Zoom: in Smoo AI, open Connected Apps and disconnect Zoom (and Meetings, then Settings, to disconnect your own Zoom). Or, in the Zoom App Marketplace, open Manage then Added Apps and remove Smoo AI.
Removing the app in Zoom deletes every Zoom credential Smoo AI holds for that Zoom user, including the notetaker connection. No further meetings are created or captured. Join links on existing bookings, and notes from meetings already captured, stay in your account.
If something goes wrong
- Zoom is greyed out in the online-meeting picker.
- Zoom is not connected for this organization. Connect it from Connected Apps first.
- A booking was confirmed without a Zoom link.
- The booking still goes through if Zoom cannot create the meeting (for example, the connection was removed in Zoom). Reconnect Zoom; new bookings will get links again.
- The notetaker did not join a Zoom meeting.
- It joins only after a member who connected their own Zoom (Meetings, then Settings) is in the meeting. Check that you connected Zoom there and joined the meeting yourself.
- A cancelled booking still shows in Zoom.
- Deleting the meeting is best effort. If Zoom was disconnected before the cancel, remove the meeting in Zoom directly.