Zoom

Bigmind’s Zoom notetaker joins an eligible scheduled meeting as a visible participant, requests host recording permission, and produces a recording, transcript, and meeting summary in Bigmind. Access depends on your organization’s plan, capture policy, and Zoom app availability. If Zoom reports that the app is unavailable or not approved, contact support; reconnecting does not bypass that restriction.

#Prerequisites

• A Bigmind account in an organization with bot capture enabled and assigned to you.
• A Zoom account that you can authorize. Your Zoom administrator may need to approve the app.
• A connected Google Calendar or Google Workspace calendar for automatic scheduling.
• A Zoom meeting link with a numeric meeting ID and its passcode when required. Vanity links and registration flows are not supported.
• The authorizing Zoom user must enter the meeting, and the host must admit the notetaker and permit recording.

#Add Zoom to Bigmind

1. Sign in to Bigmind.
2. Open Integrations, select Zoom, and choose the connect action for your own account.
3. Sign in to Zoom with the account you will use in meetings.
4. Review the requested permissions and authorize Bigmind. If administrator approval is required, request it from your Zoom administrator.
5. Return to Bigmind and confirm Zoom is connected. If authorization fails, use the troubleshooting section below.

#Permissions

Bigmind reads your Zoom user profile to associate your authorization with your Bigmind account. It obtains a meeting-specific on-behalf token so the notetaker can join on your behalf. These permissions do not bypass the host’s recording decision.

#Schedule and record a meeting

1. Connect your calendar and confirm your administrator has enabled bot capture for you.
2. Add a Zoom meeting link to a calendar event with a start time, end time, and attendees. Schedule it ahead of time so calendar synchronization can finish.
3. Confirm the event appears in Bigmind and is eligible under your organization’s capture policy.
4. Join the Zoom meeting using the same Zoom account you connected to Bigmind.
5. Ask the host to admit the visible notetaker from the waiting room and approve its recording request.
6. Confirm the notetaker is recording. Waiting for admission or recording permission is not active capture.
7. After the meeting ends and processing finishes, open the meeting in Bigmind to review its recording, transcript, and summary.

Hosts can deny recording or remove the notetaker. To stop capture immediately in Zoom, the host can remove the bot from the participant list or end the meeting. Tell participants before recording and follow your organization’s consent policy.

Automatic scheduling checks run periodically. Late calendar updates, the waiting room, and the authorizing user’s arrival can delay joining. See scheduling for timing and eligibility details.

#Troubleshooting

• App unavailable or authorization blocked: Check app availability and administrator approval with support. Do not repeatedly reinstall.
• Bot not scheduled: Check calendar sync, the numeric Zoom link, your plan, capture assignment, and the event’s capture policy.
• Bot waiting: Join with the connected Zoom account and ask the host to admit the bot.
• Bot admitted but not recording: The host must grant recording permission. A denied request does not produce a recording.
• Authorization expired: Disconnect and reconnect Zoom in Bigmind, then test with a new meeting.
• Recording or summary missing: Allow processing to finish and check the meeting Timeline. Contact support with the approximate meeting time and error, without passwords or meeting passcodes.

#Remove the integration

1. Stop any active notetaker by asking the meeting host to remove it.
2. In Bigmind, open Integrations, select your Zoom connection, and choose Disconnect.
3. Sign in to the Zoom App Marketplace, open Manage, then Added Apps, find Bigmind, and choose Remove.

Disconnecting removes the Bigmind authorization connection and prevents new bot attempts from obtaining tokens through that connection. Removing the app in Zoom revokes Zoom authorization. Neither action should be used as an immediate stop control for a bot already in a meeting.

#Data and deletion

Bigmind processes meeting audio using its transcription provider and stores recordings, transcripts, and generated summaries for review in your workspace. Disconnecting Zoom does not itself delete existing meeting content. To request removal of Zoom-derived recordings, transcripts, summaries, or account data, contact support@bigmind.ai and identify the account and meetings concerned. Do not include credentials. See our privacy policy for data handling information.

#Support

Email support@bigmind.ai or use the support form. Email support is available 24/7 with a first-response target of 48 hours. Enterprise accounts also have a dedicated Slack support channel.