KidmaTech CRM — Zoom integration

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What the integration does

• Schedule a meeting with a client straight from their card in the CRM — the Zoom link is created for you.
• The client receives the link in the channel you already use with them, plus reminders 24 hours and 1 hour before.
• After the meeting the CRM fetches the cloud recording, transcribes it and stores the transcript together with a short summary in the client card.
• Heavy recording files can be deleted from your Zoom cloud once transcribed, so they do not take up storage.

Requirements

• A Zoom account on the Pro plan or higher — cloud recording is available there.
• A KidmaTech CRM account and the owner role in it.

Step 1. Enable cloud recording in Zoom

Performed by the Zoom account owner at zoom.us:

1. Sign in as the account administrator.
2. In the left menu open Settings (Account Management section).
3. At the top there are three tabs: Meeting · Recording · Telephone. Open the middle one — Recording.
4. The top block is Cloud recording — the toggle on the right must be on (blue, shifted right).
5. In the list below, tick “Record an audio only file” — this is the audio file the CRM transcribes.
6. Keep at least one video option enabled, for example “Record active speaker with shared screen”.
7. Click Save if the button appears.

Step 2. Connect Zoom to the CRM

There are two ways. The first one is simpler and recommended.

Option A. The “Connect Zoom” button

1. Sign in to the CRM as the owner.
2. Open Settings → Integrations → Zoom.
3. Click “Connect Zoom”. Zoom opens a consent page listing the permissions we request.
4. Make sure you are signed in to the right Zoom account and click Allow.
5. You are returned to the CRM with a “Zoom connected” message, and the connected Zoom account appears under “Connections”.

Option B. Your own credentials (if you already have a Zoom app)

1. At marketplace.zoom.us choose Develop → Build App → Server-to-Server OAuth.
2. On the Scopes tab grant read and delete access to cloud recordings.
3. Activate the app and copy three values: Account ID, Client ID, Client Secret.
4. In the CRM: Settings → Integrations → Zoom → “Enter credentials manually” — paste the three values and save.

Credentials are stored encrypted and are not visible to other CRM customers.

Step 3. Day-to-day use

1. Open a client card → “Meetings” block → “Schedule meeting”.
2. Pick Zoom as the platform, set date and time. The CRM creates the meeting and shows the link.
3. The link is sent to the client in their channel; you can resend it with a button if needed.
4. After the meeting the recording takes a few minutes to become available in the Zoom cloud, then the CRM fetches it automatically. The full transcript and a short summary appear in the client card.

How to uninstall

Either way stops the integration:

• From the CRM: Settings → Integrations → Zoom → “Disconnect”. We erase the access tokens for your Zoom account.
• From Zoom: at marketplace.zoom.us open Manage → Added Apps, find KidmaTech CRM and click Remove. Zoom notifies us about the deauthorization and we delete the stored credentials automatically.

After uninstalling, no new Zoom meetings are created from the CRM and no new recordings are fetched. Transcripts and summaries already stored in client cards stay in your CRM — to have them deleted, email support@kidmatech.com or use the data deletion page.

Troubleshooting

• The “Connect Zoom” button is missing. You are not signed in as the owner — only the CRM account owner can connect Zoom.
• An error appears after clicking Allow. The consent link is valid for 30 minutes: start the connection again. If it keeps failing, write to us and include the time of the attempt.
• “Zoom revoked access — please reconnect”. Zoom permission expires if the integration is unused for 90 days, or the account administrator revoked it. Click “Connect Zoom” again.
• No transcript in the client card. Check that cloud recording is enabled (Step 1) and that the meeting was actually recorded. Recordings take a few minutes to appear. If one never arrives, the CRM notifies the manager and the recording can be attached manually.
• Transcription is slow. The “Record an audio only file” option (Step 1, item 5) is off — enable it and the next meeting will be processed faster.
• Recording files are not deleted from the Zoom cloud. Either the host is not allowed to delete cloud recordings in your Zoom settings, or the corresponding permission was not granted. This does not affect transcription — only storage usage.

Data and privacy

Which Zoom data we process, why and for how long we keep it — see the “Zoom data” section of our privacy policy.

Support

Questions and failures: support@kidmatech.com, Sunday–Thursday 9:00–20:00 Israel time, reply within 24 hours. See the support page for details.