Connecting Your Zoom Account
Connect your Zoom account to Agency Hero using OAuth to automatically capture meeting recordings, transcripts, and AI-extracted intelligence from your client calls. This guide covers the full connection process, what permissions are requested and why, what happens after connecting, how to manage your integration, and how to disconnect.
- Published
- 3/10/2026
Connecting Your Zoom Account
Connecting Zoom to Agency Hero lets the platform automatically detect your meetings, join them with a recording bot, transcribe the conversation, and extract structured intelligence — all without any manual effort on your part.
Why Connect Zoom?
Once connected, Agency Hero:
- Detects your scheduled meetings — Upcoming Zoom meetings are synced into your workspace automatically
- Records calls automatically — A Recall.ai-powered bot joins your meetings at the right time as a named participant
- Transcribes every call — Speaker-attributed transcripts are stored and searchable
- Extracts intelligence — AI identifies action items, decisions, and key topics from the conversation
- Builds client context — Meeting intelligence accumulates over time, creating rich longitudinal knowledge about clients and projects
- Generates follow-up materials — Post-meeting workflows produce structured summaries and next steps
Without a connected Zoom account, you’ll need to manually upload recordings or transcripts.
Prerequisites
Before connecting, make sure you have:
- An active Zoom account — Free, Pro, Business, and Enterprise accounts are all supported
- Permission to authorize third-party apps — Some enterprise Zoom accounts restrict OAuth app authorization. If you’re unsure, check with your IT administrator before proceeding
- Agency Hero workspace access — You must be signed in to the workspace where you want meetings tracked
On Zoom’s Free plan: Group meetings are limited to 40 minutes. The recording bot will capture whatever portion of the call it attends, but very short meetings may result in incomplete transcripts. Consider upgrading to a paid Zoom plan for longer client calls.
How to Connect
Agency Hero uses the standard Zoom OAuth flow — you authorize access directly through Zoom without sharing your password.
Step-by-step
- Go to Settings → Video Conferencing — Navigate to Settings in Agency Hero and select the Video Conferencing tab.
- Click “Connect Zoom” — You’ll see a Zoom card showing Not connected. Click the Connect Zoom button to begin.
- Sign in to Zoom if prompted — You’ll be redirected to
zoom.us. If you’re not already signed in to Zoom, you’ll be asked to log in. - Review and approve permissions — Zoom will display the permissions Agency Hero is requesting (see the Permissions section below). Click Allow to proceed.
- Return to Agency Hero — Zoom redirects you back automatically. The Video Conferencing page will now show a Connected badge alongside your Zoom account email address.
- Meeting sync begins — Agency Hero immediately starts a background sync to import your upcoming and recently scheduled meetings. No further action is needed.
If the connection attempt fails or times out: Click Connect Zoom again. OAuth flows occasionally time out in transit — a retry almost always succeeds. If you land on an error page from Zoom, check the Troubleshooting section below.
Permissions Requested
During authorization, Agency Hero requests the following Zoom OAuth scopes:
| Scope | Why it's needed |
|---|---|
| `meeting:read` | Read your meeting details — titles, times, Zoom join URLs, and participant information needed to sync meetings into your workspace |
| `meeting:write` | Configure meeting settings required to support bot participation and meeting management |
| `user:read` | Read your Zoom profile (name, email, account ID) to identify your connected account and attribute meetings correctly |
Agency Hero does not request access to your Zoom account billing, admin controls, webinar management, or other users in your organization.
How your credentials are stored
Your OAuth tokens are never stored in plain text:
- Access and refresh tokens are stored in Supabase Vault — an encrypted secret store that is inaccessible to the application frontend
- Your Zoom account metadata (email, display name, account ID) is stored on the connection record to identify your integration
- Token expiry is tracked so Agency Hero can refresh your credentials automatically before they expire
Agency Hero never uses your Zoom credentials for anything beyond the features described in this article.
What Happens After Connecting
Immediate meeting sync
Right after you connect, Agency Hero triggers a background sync that:
- Fetches your upcoming and scheduled meetings from the Zoom API
- Creates meeting records in your workspace with full Zoom metadata (meeting ID, timezone, duration, join URL)
- Skips any meetings that were already imported — re-syncing is safe and idempotent
Meetings will appear in your workspace within a minute or two. You can also trigger a manual sync at any time (see Manual Meeting Sync below).
Automatic bot scheduling
For each upcoming meeting with a Zoom join URL, Agency Hero schedules a Recall.ai recording bot to join automatically. The bot:
- Appears in the call as a participant named Agency Hero Bot
- Records audio and video for the duration of the meeting
- Generates a speaker-attributed transcript
- Triggers post-meeting processing automatically when the call ends
Important things to know about the bot:
- The bot only joins meetings that have a
zoom.usconference link. Meetings without a Zoom join URL will not be recorded automatically. - The bot joins as a regular participant. If your meeting has a waiting room enabled, someone in the meeting must admit the bot before it can record. The bot will wait in the waiting room and will not join — or record — until admitted.
- The meeting host can remove the bot from the call at any time. Doing so will end the recording for that meeting.
- The bot is scheduled to join slightly before the meeting’s start time. Meetings scheduled with very little lead time (e.g., less than a few minutes) may not get a bot assigned in time.
Post-meeting processing
After a meeting ends, Agency Hero:
- Retrieves the transcript from Recall.ai and links it to the meeting record
- Updates the meeting’s status to
processing - Runs AI extraction to identify action items, decisions, and key topics
- Generates a structured meeting summary
- Surfaces intelligence items in the relevant workspace and client context
Processing typically completes within 5–15 minutes of a meeting ending, depending on meeting length and current load.
Real-time webhook updates
In addition to the initial sync, Agency Hero receives real-time event notifications from Zoom for meeting lifecycle changes. This means:
- New meetings you schedule in Zoom are detected and imported automatically
- Reschedules and cancellations are reflected in Agency Hero without any manual action
- Meeting starts trigger an immediate bot-scheduling check if a bot wasn’t already assigned
Managing Your Zoom Connection
All Zoom connection management lives at Settings → Video Conferencing.
Connection status indicators
| Status badge | Meaning |
|---|---|
| **Connected** (green) | Active connection, tokens are valid |
| **Warning** (yellow) | Token is approaching expiry — use **Refresh Now** to extend it |
| **Expired** (red) | Token has expired — use **Reconnect Zoom** to re-authorize |
| **Not connected** | No Zoom account is linked |
Your connected Zoom email address is displayed below the status badge. A Last synced timestamp shows when meetings were most recently pulled from Zoom.
Manual meeting sync
To immediately pull in new or updated meetings without waiting for a webhook:
- Go to Settings → Video Conferencing
- Click Sync Meetings
The button shows a loading state while syncing and displays a confirmation when complete, including how many new meetings were imported.
Token refresh
Agency Hero automatically refreshes your access token before it expires. If automatic refresh isn’t possible (for example, if your token has already expired), the status badge will show Expired in red and a Reconnect Zoom button will appear.
You can also manually refresh a valid token at any time using the ↻ refresh button next to the status badge — useful if you’ve recently changed your Zoom password or account settings.
Disconnecting Zoom
To remove the Zoom integration:
- Go to Settings → Video Conferencing
- Click Disconnect
- Confirm when prompted
What disconnecting does:
- Removes Agency Hero’s access to your Zoom account
- Stops future meeting sync and bot scheduling
- Does not delete any existing meeting records, transcripts, or intelligence already captured in Agency Hero
- Does not affect your Zoom account or data in any way
To reconnect at any time, click Connect Zoom and go through the OAuth flow again.
To also revoke access on Zoom’s side: Sign in to the Zoom App Marketplace → Manage → Added Apps, find Agency Hero, and click Remove. This is optional — disconnecting in Agency Hero is sufficient to stop all integration activity.
Troubleshooting
The “Connect Zoom” button does nothing or shows an error
- Reload the page and try again — The OAuth URL request occasionally fails transiently
- Check for pop-up blockers — Some browser extensions or privacy settings can interfere with OAuth redirects. Try in an incognito/private window
- Enterprise accounts — Your Zoom administrator may have restricted third-party app authorization. Ask your admin to approve or allowlist Agency Hero in the Zoom Marketplace
Zoom shows an error during authorization
| Error code | Likely cause | What to do |
|---|---|---|
| `invalid_client` | Agency Hero's Zoom app credentials may be misconfigured | Contact Agency Hero support |
| `access_denied` | You clicked **Deny** on the permissions screen | Retry and click **Allow** to proceed |
| `state_expired` / `invalid_state` | Your browser session timed out mid-flow | Start the connection process again |
The connection shows “Expired”
- If the Refresh Now button is visible, click it to renew the token without re-authorizing
- If only Reconnect Zoom is shown, click it to go through the OAuth flow again and issue new tokens
Meetings aren’t appearing after connecting
- Wait a minute or two — The initial sync runs asynchronously in the background
- Click “Sync Meetings” to trigger an immediate manual sync
- Check the connection status — If it shows Expired or Not connected, reconnect first
- Confirm the Zoom account has meetings — Only meetings associated with the connected Zoom account are synced
The bot isn’t joining my meetings
- Check for a waiting room — If your Zoom meeting has a waiting room enabled, a participant must manually admit the bot. Look for Agency Hero Bot in the waiting room and click Admit
- Confirm the meeting has a Zoom join URL — The bot only attaches to meetings with a
zoom.usconference link - Allow adequate lead time — The bot needs to be scheduled before the meeting starts. Very last-minute meetings (scheduled just minutes before they begin) may not receive a bot in time
- Check host settings — Some Zoom account or meeting-level settings may prevent participants from joining before the host. Make sure participant join is enabled if you want the bot to join promptly at the start time
- Check the meeting record — Open the meeting in Agency Hero and review its lifecycle status (
scheduled,recording,processing, etc.) to identify where the process may have stalled
Transcripts or summaries are missing after a meeting
- Wait 5–15 minutes — Post-meeting processing runs asynchronously after the meeting ends
- Verify the bot joined the call — If the bot was blocked (e.g., by a waiting room, or the meeting ended immediately), no transcript will be generated
- Check workspace entitlements — Some intelligence features require a specific subscription tier. Contact support if you believe you should have access
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