Integration Guide

Zoom Integration Documentation

Align Waves integrates with Zoom using Zoom's REST APIs to allow users to create and manage Zoom meetings directly from our CRM platform. This integration helps users schedule meetings without leaving the platform.

The Zoom integration is optional and only activated when a user explicitly connects their Zoom account.

Adding (Connecting) the Zoom App

Step 1: Connect Zoom Account

1. Log in to Align Waves
2. Navigate to Settings → Integrations → Zoom (or go to the Zoom Meetings section)
3. Click Connect Zoom
4. You will be redirected to Zoom's authorization page
5. Review the requested permissions and click Authorize

Once authorized, Align Waves can securely create meetings on the user's behalf.

Permissions Used

The application requests only the minimum permissions required to function:

• Create meetings on the user's Zoom account
• Read meeting details (meeting ID, join URL, start time)
• Update or delete meetings created by the application

No access to recordings, chat messages, audio, or video content is requested.

Using the Zoom Integration (Creating Meetings)

After connecting Zoom:

1. Navigate to the Zoom Meetings section in Align Waves
2. Click Create Meeting
3. Enter meeting details such as:
   • Meeting title
   • Date and time
   • Host and speakers
   • Participants (individuals or groups)
   • Meeting description (optional)
4. Submit the form

The application uses Zoom's Create Meeting API to generate a Zoom meeting and automatically returns:

• Meeting ID
• Host URL
• Join URL
• Scheduled time

These details are displayed to the user and can be shared with participants. Meetings are automatically organized into Upcoming, Ongoing, and Completed tabs for easy management.

Data Usage and Storage

Data Used

The following meeting metadata may be accessed and stored:

• Meeting ID
• Meeting title
• Scheduled date and time
• Join URL
• Host and participant information
• Meeting description

Data Not Stored

• Audio or video streams
• Meeting chat content
• Meeting recordings
• Participant audio/video data

Data Security

• All stored data is encrypted at rest
• All API communication occurs over HTTPS/TLS
• Access tokens are stored securely and used only for authorized requests

Meeting data is retained only as long as necessary to provide the service and is deleted when no longer needed or when the user disconnects Zoom.

Removing (Disconnecting) the Zoom App

Users can disconnect Zoom at any time:

1. Go to Settings → Integrations → Zoom
2. Click Disconnect Zoom
3. Confirm the action

After disconnection:

• Zoom access tokens are revoked
• No further API calls are made
• Stored Zoom-related data is deleted or anonymized according to our data retention policy

Users may also remove the app directly from their Zoom account's App Marketplace → Manage Apps section.

Features

• Automatic Status Management: Meetings automatically transition from Upcoming to Ongoing when they start, and to Completed after 1 hour
• Meeting Reminders: Participants receive notifications 10 minutes before meetings start
• Bulk Participant Management: Add participants individually, by groups, or by manager hierarchy
• Meeting Organization: View meetings by status (Upcoming, Ongoing, Completed) in organized tabs
• Meeting Details: View comprehensive meeting information including host, speakers, and participants

Support

If you experience issues with the Zoom integration, please contact us at:

Email: care@alingwaves.com
Phone: (962) 460-5792