Using CAT with Zoom

What you need

• A CAT coach account (private beta).
• A Zoom account that can schedule meetings. Free and paid Zoom accounts both work.
• For the invite and consent emails: your client's email address saved in CAT.

Add the app: connect Zoom

1. 1

   Open Connected accounts

   Sign in at app.coachingadventuretime.com and open Settings → Account & security → Connected accounts.

2. 2

   Click Connect Zoom

   CAT sends you to Zoom. Sign in to Zoom if asked.

3. 3

   Allow access

   Zoom shows what CAT asks for: to create, update and delete meetings for you, and to see your Zoom user id and email. Click Allow.

4. 4

   Back in CAT

   You see “Zoom is connected” and your Zoom email under Connected accounts.

Use it: schedule a session with a new Zoom meeting

1. 1

   Schedule a session

   Click Schedule session on the Sessions page or on a client's page.

2. 2

   Choose “New Zoom meeting”

   Under Meeting, pick New Zoom meeting instead of pasting a link. Set the date, time and length as usual.

   Leave “Send the invite to [client name]” ticked (it is on by default) and CAT emails your client the join link. If you ask for consent by link, the consent link goes into the same email.

3. 3

   Click Schedule

   CAT creates the meeting in your Zoom account and saves its join link on the session. You find the meeting in your Zoom app like any other.

4. 4

   On the day

   Start the meeting from Zoom as usual. If your client has agreed, the CAT notetaker asks to join: admit it like any guest. Your Zoom settings (waiting room, passcode) stay as they are.

Move or cancel a session

• Change the date or time in CAT: CAT updates the Zoom meeting, and if CAT sent your client the invite, your client gets an updated one.
• Cancel the session in CAT: CAT deletes the Zoom meeting and, if CAT sent the invite, tells your client.
• Change or delete the meeting in Zoom instead: CAT updates or cancels the session to match.
• Sessions that came from your connected calendar are changed in your calendar; CAT follows it.

Remove the app

You can disconnect at any time, in either place:

1. 1

   In CAT

   Settings → Account & security → Connected accounts → Zoom → Disconnect.

2. 2

   Or in Zoom

   Sign in at marketplace.zoom.us, open Manage → Added Apps, find CAT and click Remove.

• Either way, CAT revokes its access at Zoom and deletes the access tokens straight away.
• Meetings CAT already created stay in your Zoom account, and the sessions keep their join links. If you move or cancel one of those sessions later, change the meeting in Zoom yourself.
• To use “New Zoom meeting” again, connect Zoom again.

What CAT stores from Zoom

• Your Zoom user id and email, so we show which account is connected.
• The access and refresh tokens Zoom gives us, encrypted with AWS KMS in the EU (Frankfurt). They never reach your browser and never appear in logs.
• For each meeting CAT creates: its id and join link. CAT sends Zoom the meeting's topic, start time, length, time zone and agenda.
• CAT doesn't read your other meetings, your Zoom recordings or the participant list. Recording is done by the separate CAT notetaker, which joins as a guest and only after your client's consent.
• If you delete your CAT account, we disconnect Zoom first and then delete everything within 24 hours.

Troubleshooting

• “Needs reconnecting” next to Zoom: Zoom ended CAT's access (for example, the app was removed in Zoom, or the account was unused for 90 days). Click Reconnect.
• “Zoom couldn't be connected”: you cancelled at Zoom, or the attempt took longer than 10 minutes. Try again.
• The meeting wasn't updated in Zoom: CAT shows a warning when you save. Change the meeting in Zoom, or reconnect Zoom and save the session again.