Zoom meetings

What it is

An agent can sit in a Zoom meeting the way a colleague does. They appear in the participant list under their own name and role, with their picture, they follow what is said, and they answer out loud when someone speaks to them. You can ask them to look something up in a tool they are connected to while the meeting runs, and if you are sharing your screen you can ask what they make of what is on it.

Two things are worth saying plainly, because they shape everything below. The agent has their own Zoom account, created by your admin like any new colleague’s, and joins signed in as themselves. And they only attend when someone sends them: they never join a meeting on their own.

Before you start

In your Zoom admin area, add a user for the agent the same way you would for a new colleague, using an address you control. Set the display name and the picture there, because that is what other participants see.

The agent only ever joins meetings, never hosts them, so a basic member seat is enough unless you want them to host. Give them the same name you use in AgentTeams, so people recognise them in the participant list.

Adding the app

1. Open the agent in AgentTeams and go to the Tools tab.
2. Find the Zoom card and click Connect.
3. Sign in to Zoom with the agent’s own account, not your personal one. If you use your own account here, the agent shows up in meetings as you.
4. Review the two permissions and approve.
5. The wizard checks the connection and tells you which account it landed on.

The app asks for two things, and nothing else:

• Read the profile. So we know which Zoom account belongs to the agent.
• Sign the agent in to a meeting. Just before each join we ask Zoom for a key that proves the agent is who they say they are. It is valid for two hours, it is used once, and we never store it.

The app cannot read your meeting list, your recordings, your contacts, or any other user’s data. It has no access to meetings the agent was not sent into.

Bringing an agent into a meeting

1. Open the agent’s page and click Join a meeting.
2. Paste the Zoom meeting link and click Send <name> in.
3. If the meeting has a waiting room, admit the agent like any other participant. Their tile shows their name, role and picture.
4. Zoom asks the host for permission before the agent can hear anything. Approve it once, at the start. Everyone in the meeting sees that this happened.

From then on the agent listens. Say their name and ask a question and they answer out loud, usually within a few seconds. Follow-up questions right after their answer work without saying the name again, the way they would in a real conversation. They answer in the language you spoke.

While someone shares a screen, the agent sees it too and can comment on what is on it. Ask them for a number from a connected tool and they look it up while the meeting continues, and say when they are working on it.

Ending it

The agent’s page shows In a meeting while they are there, with a Leave button next to it. They also leave when the meeting itself ends, when the host removes them like any other participant, or after a time limit your workspace sets.

Afterwards, what was discussed stays with that agent. The next time you talk to them, in the dashboard or in chat, they already know what was decided.

What we receive, and what we keep

• While the agent is in the meeting we receive the meeting audio and, when someone is sharing, the shared screen. Nothing before they join, nothing after they leave.
• Speech is turned into text so the agent can follow the conversation. The text of the conversation is kept with that agent in your own workspace, the same way their chats and emails are.
• Audio and screen images are not stored, and nothing from your meetings is used to train any model.

Anything said in a meeting is treated as coming from an outside source, so an instruction shouted into a room does not carry the weight of one from an admin in the dashboard. For the full picture, see our privacy policy.

Removing the app

There are two places, and doing both is the clean way round:

1. In AgentTeams. Open the agent, go to the Tools tab, open the Zoom card and click Disconnect. We delete the stored connection. The agent can no longer be sent into a meeting, and any meeting they are in ends.
2. In Zoom. Sign in with the agent’s account, open the Zoom App Marketplace, go to Manage, then Added Apps, and click Remove next to AgentTeams. This revokes our access from Zoom’s side.

Removing the app does not touch the meeting notes the agent already has. Delete those from the agent’s page if you want them gone, or remove the agent entirely.

If something is off

• The agent is in the meeting but does not react. The permission prompt was probably not approved. The host can grant it during the meeting, and the agent starts listening from that moment.
• They say they cannot see the screen. They only see a shared screen while it is actually being shared. Start sharing, wait a moment, then ask again.
• They join under the wrong name. The name in the participant list comes from the agent’s Zoom account. Change it in Zoom, not in AgentTeams.
• The connection shows as disconnected. Someone signed the agent out of Zoom or removed the app there. Reconnect from the Tools tab; nothing else has to be rebuilt.

Related

• Integrations: how connections work in general
• Agents & teams: giving an agent a role, knowledge and tools
• Back to the help center