EvalSuite for Zoom Workplace: Add, Use, and Remove

Before you start

Adding EvalSuite in Zoom is still the authorization and setup step for the Zoom-backed meeting flow.

EvalSuite now ships a limited Zoom companion for Zoom-backed 1:1s and Team Syncs. Inside Zoom, that companion focuses on transcript status, AI coach or talking points, and follow-through only.

Use this guide if you need to install EvalSuite from Zoom, connect a Zoom host inside EvalSuite, configure an admin-managed fallback host, or remove Zoom access later.

• If Zoom is not available in your workspace yet, use the EvalSuite room for meetings now. Notes, action items, recap, and follow-through still work there.
• The full EvalSuite workspace remains the place for prep, history, wrap-up or publish, admin, Capture Inbox, and private surfaces.
• You need a Zoom account to install Marketplace apps.
• Managers and org admins can connect a personal Zoom Host in EvalSuite.
• Only org admins can configure the shared workspace fallback host in EvalSuite.
• If you are reviewing the app for security or privacy, keep the public Privacy Policy, Terms of Service, and Support links handy. Zoom surfaces those links to users when live meeting-content access is active.
• If your Zoom account uses admin pre-approval, an account owner/admin must approve EvalSuite before individual users can add it.
• Zoom meetings do not have to be scheduled in EvalSuite to be useful later. If provider capture can identify the right host but not the right meeting, it lands in the EvalSuite Capture Inbox for manager assignment.
• Live in-call Zoom transcript is not part of the current rollout. EvalSuite uses post-meeting cloud-recording coaching today and will add live Zoom transcript later.
• If you want calendar invites to keep their Zoom links aligned automatically, connect Google Calendar or Microsoft Calendar for the meeting organizer in EvalSuite as well.

Add the app

Zoom requires a documentation URL that explains how users add the app. The steps below cover the user-managed install path and the admin-managed rollout path.

Use case: connect a personal Zoom Host

Use this when a manager wants their own Zoom identity, host controls, meeting ownership, and provider-side artifacts tied to their own Zoom account.

• Prerequisites: Zoom enabled in EvalSuite, manager or org-admin role in EvalSuite, and a Zoom account that can authorize the EvalSuite app.

1. Open `Settings -> Integrations -> Zoom Host` in EvalSuite.
2. Click `Connect Zoom` or `Reconnect Zoom`.
3. Complete the Zoom authorization flow if prompted.
4. Return to EvalSuite and confirm the connected account under `Personal Zoom Host`.

Use case: configure a workspace fallback host

Use this when you want one admin-managed Zoom host to cover scheduled Zoom meetings for managers who have not connected a personal host yet.

EvalSuite always prefers the manager-owned personal host first. The workspace fallback host is only used when the manager does not have a personal Zoom Host connected.

• Prerequisites: org-admin role in EvalSuite, at least one active admin-owned Zoom Host connection in the workspace, and Zoom enabled for the workspace.
• The shipped model supports one workspace fallback host, not a host pool or round-robin.
• Overlapping meetings that would reuse the same shared fallback host are blocked instead of silently double-booking it.

1. Open `Settings -> Integrations -> Zoom Host` in EvalSuite as an org admin.
2. Under `Workspace fallback host`, choose one active admin-owned Zoom Host.
3. Click `Save workspace fallback`.

Use case: schedule Zoom-backed 1:1s or Team Syncs

Use this when you want the meeting itself to run on Zoom while scheduling, prep, history, wrap-up, admin, and private surfaces stay in EvalSuite.

When you open a Zoom-backed 1:1 or Team Sync from inside the Zoom app, EvalSuite now ships a limited Zoom companion for live transcript status, AI coach or talking points, and follow-through only.

For manager 1:1s and Team Syncs, EvalSuite resolves an effective Zoom host in this order: manager personal host first, workspace fallback host second.

If Zoom is still pending for your workspace, keep the same workflow on the EvalSuite room for now and switch the provider later when Zoom is enabled.

• Prerequisites: Zoom enabled in EvalSuite and an effective Zoom Host connection for the meeting owner.
• If there is no effective Zoom Host, EvalSuite falls back to the EvalSuite room instead of pretending Zoom is available.
• Connected Google Calendar or Microsoft Calendar invites can stay aligned automatically with the latest Zoom join link.

1. Create or edit the 1:1 or Team Sync in EvalSuite.
2. Choose `Zoom` as the meeting provider when the provider selector is available.
3. Save the meeting. EvalSuite creates or updates the Zoom meeting on the effective host and stores the provider join information on the meeting record.
4. If the meeting cannot use Zoom because the effective host is unavailable, fix the host connection or switch the meeting back to the EvalSuite room.

Use case: post-meeting coaching from Zoom recordings

Use this when you want EvalSuite to ingest Zoom cloud-recording transcript artifacts after the meeting and turn them into recap, follow-through, and reviewable coaching output inside EvalSuite.

• Prerequisites: Zoom Workplace Pro or above, a licensed host with cloud recording enabled, and the meeting mapped to the corresponding EvalSuite meeting context.
• This is the current Zoom transcript path in EvalSuite.
• If the provider artifact belongs to a known Zoom Host but EvalSuite cannot map it to the meeting yet, EvalSuite buffers it into the Capture Inbox for later assignment instead of dropping it silently.
• Historical coaching output and accepted follow-through remain in EvalSuite after they are created, even if you later disconnect the Zoom host.

Use case: live in-call Zoom transcript later

Live in-call Zoom transcript is intentionally deferred for now. The current product uses the processed post-meeting Zoom transcript instead of promising an in-call feed.

Even while the call itself runs on Zoom, the shipped in-Zoom surface stays intentionally narrow: the Zoom companion shows transcript status, AI coach or talking points, and follow-through only.

Prep, history, wrap-up or publish, admin, Capture Inbox, and private surfaces remain in the full EvalSuite workspace.

If EvalSuite reintroduces live in-call Zoom transcript later, this guide will be updated with the exact setup, pricing, and reviewer requirements before rollout.

• Do not promise live in-call Zoom transcript in the current rollout.
• Use the post-meeting transcript path today for Zoom-backed coaching inside EvalSuite.
• If Zoom live transcript returns later, confirm pricing, entitlement, and any participant notice requirements with Zoom before rollout.

Privacy, data handling, and de-authorization

Zoom reviewers and workspace admins usually need a faster answer than a generic privacy policy. This section summarizes the Zoom-specific data path EvalSuite uses today.

EvalSuite uses Zoom data only for the user-authorized meeting workflow: connecting a Zoom host, scheduling Zoom-backed meetings, and ingesting post-meeting transcript artifacts for coaching inside EvalSuite.

• While the connection is active, EvalSuite stores encrypted Zoom OAuth access and refresh tokens plus the Zoom host identifiers needed to bind the authorized Zoom host to the right EvalSuite profile.
• For scheduled meetings, EvalSuite stores the Zoom meeting identifiers and join details needed to keep the EvalSuite meeting record aligned with the provider meeting.
• For transcript-based coaching, EvalSuite stores the transcript content, recap, notes, action items, and other customer-visible follow-through created inside the EvalSuite workspace.
• The current rollout does not use live in-call Zoom transcript access.
• If you remove the host in EvalSuite or remove the app in Zoom App Marketplace, EvalSuite stops future Zoom scheduling and future Zoom transcript ingress for that host, clears the stored Zoom OAuth credentials, and scrubs the stored Zoom host account identifiers tied to that connection.
• Previously created EvalSuite notes, action items, recaps, and other workspace records remain in EvalSuite until the customer separately requests deletion through the normal privacy or support path.
• Public references: `/privacy`, `/terms`, and `/help`.

Remove the app

Removing Zoom access cleanly has two parts: remove the usable Zoom host from EvalSuite, then remove the app from Zoom App Marketplace if you no longer want the Zoom-side authorization in place.

Troubleshooting and support

Use the Zoom docs for setup-path questions first, then use the public support page if the issue still needs manual tracing or account-specific help.

• Workspace fallback host setup: `/docs/zoom-workplace-installation-usage-and-removal#workspace-fallback`
• Personal Zoom Host setup: `/docs/zoom-workplace-installation-usage-and-removal#personal-host`
• Provider fallback and meeting-behavior questions: `/docs/zoom-workplace-installation-usage-and-removal#zoom-backed-meetings`
• Transcript not appearing after a meeting: EvalSuite requires Zoom cloud recording to capture transcripts. If your Zoom account is set to record locally (to your computer), no webhook fires and no transcript is captured. Go to Zoom Settings → Recording and set automatic recording to the cloud, or ask your Zoom admin to enable cloud recording for your account.
• If Zoom is still pending for your workspace, use the EvalSuite room for now and contact support if you need rollout status.
• If the issue still needs manual investigation, contact support at `support@evalsuite.app`.

Sources and verification basis

• Zoom support: Adding and removing Marketplace Apps for personal use
• Zoom support: Approving apps and managing app requests
• Zoom support: How to add Marketplace Apps as an admin
• Zoom support: Managing cloud recording settings
• Zoom Public Workspace: Get a meeting transcript
• Zoom support: Cloud recording transcripts
• Zoom support: Active Apps Notifier
• Zoom pricing overview
• Current EvalSuite Zoom host and 1:1 feature documentation

Need help with a Zoom rollout decision?

Use the EvalSuite room if Zoom is not enabled for your workspace yet, or start with the public support page if you need help confirming rollout timing and the right fallback path.

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