Zoom Cloud Orgwide Integration

Enable organization-wide Zoom Cloud connectivity for Rox, allowing IT administrators to authorize Rox to securely access and ingest Zoom cloud rec meeting transcripts and related meeting metadata.

1) Adding the App - Integration Flow

Step 1 - Zoom Admin Initiates Connection

For Zoom admin:

Goes to Rox → Settings → Integrations → Click "Connect" on Zoom

Step 2 — Admin Consent

The admin is redirected to Zoom's standard Admin App Consent screen.

Zoom displays the requested application permissions:

• meeting:read:list_past_participants:admin - View a past meeting's participants

• cloud_recording:read:list_account_recordings:admin - List account recordings

• cloud_recording:read:list_user_recordings:admin - Download transcript from recording

• user:read:list_users:admin - View users

The Zoom admin reviews and clicks Allow. You will be redirected to the Rox application where you can see that the Zoom integration will be connected.

2) Usage

As a user, you can go to any customer account view in Rox to view your meeting transcripts and participants for the account. See below -

• Once the integration is connected, you can view your meeting transcripts by navigating to the Accounts view on the home page.

• Search for the account name that you recorded a meeting with

• Select the account and navigate to the Notes tab

• Click on the meeting from your calendar and select the Transcription sub-tab to view the transcript

3) Removing the App

To remove the App from Zoom, follow these steps -

• Log in to your Zoom account and navigate to the Zoom App Marketplace.

• Click Manage >> Added Apps or search for the "Rox" app.

• Select the "Rox" app.

• Click "Remove"

It is recommended to remove the app from Rox after you have removed it in Zoom. To do so -

• navigate to the Settings page in Rox

• Click the "Remove" icon on the Zoom integration

4) Troubleshooting

Incase you face any issues connecting the app in Rox, please ensure that -

• You are an admin in your Rox organization

• You are an admin in your Zoom account and can consent to admin permissions

If you still face issues, please report a bug and our team will get back to you.

5) Scope of Integration

Organization-wide connection to Zoom cloud to automatically ingest Zoom cloud recordings, transcripts into Rox for search, analytics, enrichment, and AI-powered insights.

This integration allows Rox to:

• Discover Zoom cloud recordings across the organization

• Download transcript content (VTT format) for Zoom users, Zoom rooms for meetings already present in Rox

• Parse and structure transcripts

• Associate transcripts with meeting metadata and call attendees

• Enable transcript search and insights within Rox

This is a read-only integration. Rox does not modify meetings, users, or transcripts in Zoom.

Supported Data Access

Data Type	Purpose	API Permission (Delegated)
Meeting Attendee	Retrieve attendee name and email for meeting context	meeting:read:list_past_participants:admin
Transcript List	List transcript files for Zoom users and Zoom rooms	cloud_recording:read:list_account_recordings:admin
Transcript download	Download transcript files for Zoom users and Zoom rooms	cloud_recording:read:list_user_recordings:admin
Users	Map Zoom users to Rox users	user:read:list_users:admin

Permission Model

• Delegated permissions

• Granted once by a Zoom admin

• No per-user consent required

• Delegated scopes used

6) What Data Rox Accesses

Property	Description
Transcript Content	Full meeting transcript in WebVTT format
Meeting Metadata	Subject, meeting URL, scheduled start/end time, host email
Attendance Data	Participant names and email addresses
User's Data	Basic user attributes(name, email) for host mapping

This integration is strictly limited to Zoom meeting transcript ingestion.

7) Zoom Application Details

Property	Description
App Type	Admin-managed Zoom app
Protocol	OAuth 2.0
Consent Model	Zoom admin user consent based
Token Handling	Short-lived service-to-service access tokens
Redirect URI	https://run.rox.com/settings

8) Components & Hosting Locations

Component	Vendor	Region
Rox Frontend	Vercel	United States
Rox Backend	AWS	us-east-2 (Ohio)
Zoom APIs	Zoom	Zoom dependent

9) Data Handling & Privacy

Category	Description
Data Accessed	Meeting transcripts, meeting metadata, attendees
Encryption	TLS 1.2+ in transit, AES-256 at rest
Storage	Encrypted AWS storage
Retention	Operational use only
Deletion	Purged upon org request

10) Security Controls

Control	Detail
Auth Model	OAuth 2.0 client credentials
Credential Type	Certificate-based authentication
Token Handling	Short-lived access_token token and long lived refresh_token
Revocation	Admin-controlled in Zoom app and Rox app anytime
Audit	Rox logs + Zoom audit logs
Least Privilege	Cloud recording, users read, and meeting participants Zoom API scopes

11) Summary

Aspect	Detail
Purpose	Org-wide Zoom transcript ingestion
Access Model	Delegated permissions
Write Access	None
Restriction Method	Using Rox settings and Zoom marketplace page
Permissions	meeting:read:list_past_participants:admin cloud_recording:read:list_account_recordings:admin cloud_recording:read:list_user_recordings:admin user:read:list_users:admin
Revocable	Yes, anytime
Hosting	Vercel (US), AWS us-east-2 (US)
Data	Transcripts, meetings, meeting attendees, and Zoom user data synced securely and encrypted
Controls	OAuth 2.0 flow; no user credentials stored; Zoom admin consent required; least-privilege scope
Governance	Zoom remains authoritative; revocation and audit available anytime via Zoom Marketplace portal