Zoom Integration Documentation

Last Updated: March 25, 2026

Overview

Inflowave integrates with Zoom to provide meeting scheduling, calendar management, and optional AI-powered Meeting Intelligence. This document explains how to connect, use, and remove the Zoom integration from your Inflowave account.

1. How to Connect Zoom

  1. Log in to your Inflowave account at app.inflowave.io
  2. Navigate to Settings (gear icon in the sidebar)
  3. Select the Integrations tab
  4. Find Zoom in the integrations list and click on it
  5. Click the Connect button
  6. You will be redirected to Zoom's authorization page
  7. Sign in to your Zoom account and click Allow to authorize Inflowave
  8. You will be redirected back to Inflowave. A confirmation message will appear showing your connected Zoom email

2. What Inflowave Does With Your Zoom Data

Once connected, Inflowave uses your Zoom account for the following purposes:

Meeting Scheduling

  • Automatically creates Zoom meetings when appointments are booked through Inflowave
  • Updates meetings when appointments are rescheduled
  • Cancels meetings when appointments are cancelled
  • Displays your scheduled meetings in the Inflowave calendar

Meeting Intelligence (Optional, Opt-In)

Meeting Intelligence is an optional feature that must be explicitly enabled in your settings. It is disabled by default.

To enable Meeting Intelligence:

  1. Go to Settings > Integrations > Zoom
  2. Ensure Zoom is connected
  3. Toggle Meeting Intelligence to ON

When enabled, after each Zoom meeting with cloud recording:

  • The meeting transcript is fetched from Zoom
  • All personally identifiable information (emails, phone numbers, names) is stripped from the transcript
  • Only anonymized keyword extracts are sent to AI for analysis — the full transcript never leaves our servers
  • AI extracts meeting outcome, action items, topics discussed, and sentiment
  • Results appear in the lead's Journey timeline and can trigger workflow automations

Requirements for Meeting Intelligence:

  • Cloud Recording must be enabled in your Zoom account settings
  • Audio Transcript must be turned on (Zoom Settings > Recording > Cloud Recording > Audio Transcript)

Workflow Triggers

The following meeting events can trigger automated workflows in Inflowave:

  • Meeting Completed — fires when a meeting ends and is processed
  • Meeting No-Show — fires when a meeting ends but the expected attendee never joined
  • Transcript Ready — fires when AI analysis of a meeting is complete

3. Data We Access

Inflowave requests the following permissions from your Zoom account:

  • Meeting management — create, update, delete, and view meetings
  • Calendar events — create and view calendar events for scheduling
  • Cloud recordings — access recording metadata and transcripts (when Meeting Intelligence is enabled)
  • Meeting participants — track attendance for no-show detection
  • User profile — verify your connected Zoom account identity

We do not access or store audio/video recordings. We do not access your Zoom chat messages, webinar data, or phone data.

4. How to Disable Meeting Intelligence

  1. Go to Settings > Integrations > Zoom
  2. Toggle Meeting Intelligence to OFF

This immediately stops all transcript fetching and AI analysis. Your Zoom connection for meeting scheduling remains active.

5. How to Disconnect Zoom

  1. Go to Settings > Integrations > Zoom
  2. Click the Disconnect button
  3. Confirm the disconnection

This will:

  • Revoke Inflowave's access to your Zoom account
  • Delete your Zoom OAuth tokens from our database
  • Stop all meeting scheduling and intelligence features
  • Existing meeting intelligence data will be retained per our data retention policy (transcripts: 90 days, AI analysis: 12 months) unless you request deletion

You can also remove Inflowave from your Zoom account directly:

  1. Go to marketplace.zoom.us
  2. Click Manage > Added Apps
  3. Find Inflowave and click Remove

When you remove the app from Zoom, we receive a deauthorization notification and automatically clean up your tokens.

6. Data Retention and Deletion

  • Meeting transcripts: Retained for 90 days, then automatically deleted
  • AI analysis results: Retained for 12 months as part of your CRM data
  • Zoom OAuth tokens: Deleted immediately when you disconnect

To request immediate deletion of all Zoom-related data, contact us at support@inflowave.io.

7. Privacy and Security

  • All Zoom data is stored encrypted at rest
  • OAuth tokens are encrypted with a separate key
  • PII (emails, phone numbers) is encrypted at the application level
  • Meeting transcripts are never sent to third parties in raw form
  • For AI analysis, all PII is stripped and speaker names are anonymized before processing
  • Audio/video recordings are never downloaded or stored

For full details, see our Privacy Policy (Section 7: Zoom Integration).

8. Troubleshooting

Zoom shows as disconnected

If your Zoom connection stops working, your token may have expired. Go to Settings > Integrations > Zoom and click Reconnect.

Meeting Intelligence not showing results

  • Ensure Meeting Intelligence is toggled ON in Zoom settings
  • Ensure Cloud Recording is enabled in your Zoom account (zoom.us > Settings > Recording)
  • Ensure Audio Transcript is enabled in your Zoom recording settings
  • Results appear 5-15 minutes after a meeting ends (Zoom processing time)

Need help?

Contact our support team at support@inflowave.io.