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Zoom integration guide

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By the Aventide team

Updated November 13, 2026

Connect Zoom and every appointment booked through a Zoom booking type gets its own Zoom meeting. You and your client both get the join link. When a client reschedules, Aventide moves the same meeting instead of making a new one. When an appointment is cancelled, Aventide deletes its meeting.

Turn on Record this call on a booking type and Zoom records those calls to your Zoom cloud. Afterward, Aventide brings the recording and Zoom’s transcript into your meeting notes. Booked Google Meet calls are recorded the same way.

Connect Zoom

  1. In Aventide, open Business Hub → Integrations and click Connect on the Zoom card.

  2. Approve the permissions Zoom shows you, then come back to Aventide.

If the connection doesn’t finish, allow pop-ups for the Aventide app and try again, or write to support@aventide.ai.

If you connected Zoom before recording was added, click Disconnect on the Zoom card, then Connect again with the same Zoom account, so Zoom can ask you for the recording permission.

Record booked calls

A Zoom booking type has Record this call. Here is how it works.

  • What you need: a Zoom Pro plan or higher, with Cloud recording turned on in Zoom (Settings → Recording). Turn on Audio transcript there too, so Zoom writes the transcript. Your Google Calendar needs to be connected in Aventide as well: the calendar invite that tells your client the call is recorded comes from it, and Aventide records a call only after that invite has gone out. On a free Zoom plan, Aventide can’t turn on recording and tells you why.

  • Turning it on: open the booking type in Calendar and switch on Record this call.

  • Cost: about 750 AI credits per recorded hour, the figure the booking type shows.

  • Before the call: about a day before a booked call (or straight away, for a call booked less than a day ahead), Aventide turns on Zoom’s automatic cloud recording for that one meeting. It changes no other meeting and no account settings.

  • During the call: Zoom records it and shows its own recording notice to everyone in the meeting.

  • After the call: once Zoom has finished processing, Aventide reads that meeting’s recording files and copies the recording (the video, or the audio-only file when there is no video) and Zoom’s transcript into the meeting’s note in Aventide. If Zoom made no transcript, Aventide transcribes the recording.

Booked Google Meet calls work the same way: a Google Meet booking type has Record this call, and the recording and transcript land in your notes.

How the people on the call are told


When a booking type records, your client sees “This call is recorded and transcribed by [your business]” before they book. The calendar invite, the calendar file attached to the confirmation email and the page where they manage the booking say it again, with a link to opt out. In the call, Zoom shows its own recording notice. Telling your client that a call is recorded is not the same as their consent: ICF’s guidance says a client’s consent must be obtained before recording, and several US states need every party’s agreement, so check the law where you and your client are (this is not legal advice).


The opt-out link works before the call, during it and for 30 days after it:


  • Before the call, recording is turned off for that meeting.

  • Once the call has started, Zoom keeps recording, and the copy Aventide keeps (the recording, its transcript and its note) is deleted.


The recording Zoom saved in your own Zoom cloud stays yours to keep or delete in Zoom.


Who sees a recording

  • A recording, its transcript and its note belong to the person who hosted the booking. Teammates don’t see them.

  • To write the note’s summary, Aventide’s AI reads only the transcript, never the audio or video. Nothing from a recording is used to train AI models.

  • Speakers are named the way Zoom showed them in the call. When Aventide transcribes a call, they’re Speaker 1, Speaker 2 and so on. Aventide doesn’t create voiceprints.

  • Nothing goes to your client unless you share it. After the call, a card asks whether to share the recording, the summary or both to your client’s portal, and you can stop sharing at any time. In the booking type you can instead choose Share the recording automatically (the summary still waits for you) or Don’t ask.

Usage limits


Your Zoom plan’s limits still apply. For example, Zoom Basic (free) meetings end after 40 minutes, and cloud recording storage counts against your Zoom plan.


What Aventide can access


Aventide asks Zoom for these permissions. It asks for the last one only once call recording is on for your account.


  • meeting:write:meeting: creates a meeting for each booking, and for a meeting you schedule with Zoom in Aventide’s Calendar.

  • meeting:update:meeting: moves a meeting when a booking is rescheduled, and turns cloud recording on or off for a booked meeting.

  • meeting:delete:meeting: deletes a meeting when its booking is cancelled.

  • user:read:user: reads your Zoom user ID, account ID, email and plan, to confirm the connected account and check that it can record.

  • cloud_recording:read:list_recording_files: lists and downloads the recording and transcript of a booked meeting that has Record this call on.


Aventide only works with meetings it creates for you: your bookings, and meetings you schedule in Aventide’s Calendar. It doesn’t read your other meetings, your chats, or recordings of meetings it didn’t create.


What Aventide stores


  • Your Zoom user ID, account ID and email.

  • An encrypted access token and refresh token.

  • Each booking’s meeting ID and join link.

  • For a recorded call: a copy of the recording, its transcript and its note. These are kept until the host deletes them from the note, the client opts out, or the Aventide account is deleted.


Disconnect or remove the app


  • Disconnect in Aventide: click Disconnect on the Zoom card in Integrations. Aventide stops creating and changing meetings, ends its access at Zoom (unless another business in Aventide still uses that Zoom account), and deletes your tokens and Zoom account details. Meetings already in Zoom stay there; remove them in Zoom if you want them gone. Past bookings keep their meeting links. A call already set to record still records to your Zoom cloud, but Aventide doesn’t collect it.

  • Remove the app in Zoom: removing Aventide from your Zoom Marketplace installed apps does the same. Zoom tells Aventide, and Aventide deletes the connection for every business connected with that Zoom account.

  • Your recordings stay yours. Disconnecting or removing the app doesn’t delete calls already in your meeting notes. You can delete any of them from its note, and deleting your Aventide account deletes them all.


Support


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