Overview
What the Zoom integration does.
Boardmate connects to Zoom so that board meetings held on Zoom can flow into the formal record. The connection is per user: each person authorises their own Zoom account, and the app only reaches that user's meetings.
- Schedules the Zoom meetings you create in Boardmate for your board meetings.
- Records who joined and left, so the minutes can state attendance.
- Fetches the cloud recording transcript once Zoom finishes processing it, and uses it to draft formal minutes in your organisation's house style.
- Falls back to the audio recording for transcription only when a Zoom transcript is not available.
- Draft minutes always require human review and approval in Boardmate before they become part of the record.
Prerequisites
Before you connect.
You need a Boardmate account and a Zoom account that can record to the cloud. If your organisation restricts third-party Zoom apps, a Zoom admin may need to pre-approve Boardmate before users can add it.
Boardmate account The connection starts from inside Boardmate, so you need to be signed in.
Cloud recording Transcripts come from Zoom cloud recordings. Enable cloud recording, and audio transcript, in your Zoom settings.
Admin approval On managed Zoom accounts, an admin pre-approves the Boardmate app in the Zoom App Marketplace before individual users can add it.
Adding
Add the app to your Zoom account.
The connection is made from Boardmate settings and completed on Zoom's consent screen.
- Sign in to Boardmate and open Settings.
- In the Zoom connection section, choose Connect Zoom.
- Zoom shows its authorisation screen listing exactly what Boardmate may access. Review it and choose Allow.
- You are returned to Boardmate with the connection shown as active. The connection status, and any problem with it, is always visible in Settings.
Using
Using the integration day to day.
Once connected, the integration works in the background around your board meetings.
- Create the meeting in Boardmate and it is scheduled in your Zoom account with a join link.
- Hold the meeting as usual. Start cloud recording with audio transcript so a transcript exists to collect.
- After the meeting, Zoom processes the recording; when the transcript is ready, Boardmate fetches it automatically.
- Boardmate drafts the minutes from the transcript and your organisation's style memory, then routes them through your normal review and approval.
Removing
Remove the app and what happens to data.
You can disconnect at any time, from either side. Disconnecting revokes Boardmate's access to your Zoom account immediately.
- In Boardmate: open Settings, find the Zoom connection section, and choose Disconnect. This revokes and deletes the stored credentials.
- In Zoom: sign in to the Zoom App Marketplace, open Manage, then Added Apps, find Boardmate and choose Remove.
- After removal, Boardmate makes no further requests to your Zoom account.
- Content already brought into your Boardmate workspace, such as transcripts, drafts and approved minutes, remains part of your organisation's record. To have stored content deleted, email support@boardmate.app.
Support
Troubleshooting and support.
The most common issue is a meeting with no transcript, which almost always means cloud recording or audio transcript was not switched on for that meeting.
No transcript Check the meeting was cloud recorded with audio transcript enabled. Boardmate can also fetch a past meeting's recording files retroactively from Settings.
Connection problems Settings shows the connection state and lets you reconnect. Disconnecting and reconnecting resolves most authorisation issues.
Support Email support@boardmate.app and include the meeting date and organisation name. We respond during UK business hours.
