Zoom integration for SparrowCRM

Connect Zoom to SparrowCRM to schedule Zoom meetings from the CRM and get the recording, transcript and AI summary back on the meeting record once the meeting ends.

How the integration works

Each SparrowCRM user connects their own Zoom account. The connection only affects meetings that user schedules through SparrowCRM. Meetings created directly in Zoom are never read or changed.

• Scheduling: Meetings scheduled in SparrowCRM are created as Zoom meetings in the connected Zoom account.
• Recording and transcript: Zoom records the meeting to its cloud and produces the transcript. When Zoom finishes processing, SparrowCRM retrieves both and attaches them to the CRM meeting record.
• Summary: SparrowCRM turns the transcript into meeting notes, topics and follow-up actions.

Nothing joins the meeting. There is no recording bot, no Zoom Meeting SDK and no in-client Zoom App. Transcription is done by Zoom's own cloud transcription.

Adding the app

Prerequisites

• A SparrowCRM account with access to your own profile settings.
• A Zoom account. To get recordings and transcripts, the Zoom seat must be Licensed (paid). See Before you record for the full list.

Connect Zoom to SparrowCRM

1. Sign in to SparrowCRM.
2. Go to Settings → Calendar and Meetings.
3. Find Zoom in the list of meeting integrations and select Connect.
4. Sign in to Zoom when prompted and review the permissions SparrowCRM requests.
5. Select Allow.
6. Zoom returns you to SparrowCRM. Zoom now shows as connected, labeled with the Zoom account email you authorized.

What SparrowCRM reads and stores when you connect

• Your Zoom user ID, Zoom account ID, email address and plan type.
• The OAuth access and refresh tokens for the connection.
• Your Zoom recording settings.

SparrowCRM reads your plan type and recording settings so it can warn you in advance when a meeting won't be able to produce a transcript.

Using the app

Before you record

Zoom only produces a transcript when all three of these are true. SparrowCRM checks them when you open Settings → Calendar and Meetings and shows a warning if any is missing.

Basic (free) Zoom seats can't record to the cloud, so they never produce a transcript. Zoom also caps group meetings on Basic seats at 40 minutes. If you use a Basic seat and set a longer duration, SparrowCRM shows a warning in the scheduling form.

Schedule a Zoom meeting

1. Create a meeting in SparrowCRM as usual.
2. Choose Zoom as the conferencing provider.
3. Select Save.

SparrowCRM creates the meeting in your Zoom account and saves the Zoom meeting ID and join link on the CRM meeting record. If a calendar is also connected, the join link goes into the calendar invite.

Meetings are created as scheduled meetings with join before host turned on. If you request a recording, SparrowCRM turns on Zoom cloud recording for that meeting, so recording starts when the meeting begins and nobody needs to press Record.

Reschedule a meeting

Change the date, time or duration on the CRM meeting. SparrowCRM updates the same Zoom meeting, so the existing join link keeps working and attendees don't need a new one.

Cancel a meeting

Cancel the meeting in SparrowCRM. If the meeting is running, SparrowCRM asks Zoom to end it. SparrowCRM then deletes the Zoom meeting, so the join link stops working.

Get the recording, transcript and summary

There's nothing to do after the meeting ends.

1. Zoom finishes processing the cloud recording and notifies SparrowCRM.
2. SparrowCRM retrieves the recording and the transcript file.
3. The transcript appears on the meeting record as timestamped lines with speaker names. Speakers are matched using the meeting's participant list.
4. The recording is stored in SparrowCRM's private storage. Anyone with access to the meeting record can play it back there.
5. SparrowCRM summarizes the transcript into meeting notes, topics and follow-up actions.

Processing time depends on Zoom. The recording and transcript can arrive at different times. The recording usually shows up first, and the transcript follows once Zoom finishes transcribing.

Transcripts usually appear within a few minutes of the meeting ending.

Removing the app

You can remove the app from Zoom or disconnect it from SparrowCRM. Either one ends the connection. Disconnecting in SparrowCRM also revokes the app's authorization in Zoom.

Remove from Zoom

1. Sign in to your Zoom account and go to the Zoom App Marketplace.
2. Select Manage → Added Apps, or search for SparrowCRM.
3. Select the SparrowCRM app.
4. Select Remove.

Disconnect from SparrowCRM

Go to Settings → Calendar and Meetings, find Zoom and select Disconnect.

What changes after removal

• SparrowCRM can no longer create, reschedule, end or delete Zoom meetings for you.
• Zoom meetings already scheduled are not canceled. Their join links keep working, but you can no longer manage them from SparrowCRM.
• Recordings, transcripts and AI summaries are no longer added for future meetings.
• Meetings already in SparrowCRM, and recordings and transcripts already added, stay on the CRM records as part of your organization's CRM history.

How your data is handled after removal

When the app is removed, SparrowCRM deletes the stored Zoom connection for that user. This includes the OAuth access and refresh tokens, the stored Zoom user ID and the integration record.

Recordings and transcripts already added stay on CRM meeting records. They are stored securely against your account ID and can be deleted on request by contacting [email protected].

Troubleshooting

Error messages

Other common issues

No transcript appeared. Check the three requirements in Before you record. The most common cause is the audio transcript setting being off in Zoom. It's off by default, even on paid plans.

No recording appeared. The meeting was most likely recorded to your computer instead of the Zoom cloud. Only cloud recordings reach SparrowCRM.

Zoom isn't available as a conferencing provider when scheduling. Zoom isn't connected for your user. Connect it from Settings → Calendar and Meetings, then create the meeting again.

The meeting is longer than allowed. Basic (free) Zoom seats are limited to 40 minutes for group meetings. Upgrade the Zoom seat or shorten the meeting.

Canceling in SparrowCRM didn't remove the meeting from Zoom. Check that the Zoom connection is still active. A cancellation made after disconnecting can't reach Zoom, so delete the meeting in Zoom directly.

FAQ

Does a bot join my meetings? No. Nothing joins the meeting. Zoom produces the recording and transcript in its cloud and notifies SparrowCRM afterwards.

Does connecting Zoom affect meetings I create directly in Zoom? No. SparrowCRM only reads and changes meetings scheduled through SparrowCRM.

Who in my organization can see the recording and transcript? Users who have access to that CRM meeting record.

Can several users in one SparrowCRM account connect Zoom? Yes. Each user connects their own Zoom account, and each connection is independent.

Why does SparrowCRM ask for a recording permission it doesn't seem to use? Zoom requires the cloud recording read permission to send recording notifications to SparrowCRM. SparrowCRM doesn't call Zoom's recording APIs. It reads the file list from the notification Zoom sends.

Is my transcript shared with anyone else? SparrowCRM's AI service processes transcript text to produce summaries and notes. This processing runs on Microsoft Azure AI Foundry.