Using Zoom with The Coaching Map

Choose meetings before recording

This list shows meetings hosted by your connected Zoom account, not calendar-only events or invitations from another host. Save the meeting in Zoom, refresh this list, then select and save it here before cloud recording. Already completed recordings are not added retrospectively.

Recurring meeting — check dates in Zoom

Before you begin

Each coach connects their own Zoom account. The Coaching Map never asks for account-administrator access.

• Use an active Coaching Map coach account.
• Use a Zoom account that can host meetings. Cloud recording requires an eligible Zoom plan.
• For a real-client recording, obtain the client’s permission before the recording is imported.

Add and authorize Zoom

1. Open Connected meetings and choose Connect Zoom.
2. Sign in to Zoom if prompted.
3. Review the limited user permissions shown by Zoom, then choose Allow.
4. Zoom returns you securely to The Coaching Map.
5. Confirm that Connected meetings shows Connection healthy.

Choose before you record

Connecting does not import every recording. Create a dedicated room or select and save an existing meeting before recording.

1. Create the optional dedicated coaching room, which becomes an active source, or select and save one or more existing meetings.
2. Choose the languages you expect to use and save your selection.
3. Run the chosen meeting and use Zoom cloud recording.
4. After cloud processing finishes—which can take a little time—Zoom notifies The Coaching Map automatically. A metadata-only review item then appears; no media has been imported.

Review a discovered recording

Nothing is imported automatically. You decide whether each recording should continue or be skipped.

1. Open Sessions, then Zoom recordings.
2. Open the recording you want to use, or skip it without importing anything.
3. Check the suggested title and feedback language. A learning focus is optional; we detect the spoken language.
4. Leave “I already have my client’s consent” selected if you have it. Otherwise choose “Ask my client for consent” and optionally add their email, or copy the link to share yourself.
5. Choose Prepare session once. This records your declaration; it is not a client signature. If you ask for consent, the recording waits until your client signs the form. Known client restrictions still apply.

What is imported

• The audio-only M4A recording is the primary source.
• A Zoom VTT transcript may be retained only as secondary evidence.
• Video, chat, participant files, and Zoom-generated summaries are not imported.
• The verified transcript created in The Coaching Map remains the source of record.

Troubleshooting

• If no recording appears, confirm that the meeting was selected and Zoom finished processing the cloud recording.
• Confirm that the connected Zoom user hosted the meeting and that the Zoom plan supports cloud recording.
• Open Connected meetings and choose Check connection.
• Reconnect if Zoom permissions changed, the connection expired, or the connected Zoom identity changed.
• If the problem continues, contact support and share the page address, time, and whether the issue occurred during connecting, discovery, review, or import. Never send a recording, transcript, password, or access token by email.

Disconnect and remove the app

You can stop the integration from either service.

1. In The Coaching Map, open Account, then Connected meetings.
2. Choose Disconnect and confirm. This stops discovery and removes the Zoom connection tokens held by The Coaching Map.
3. To remove the app from Zoom as well, sign in to the Zoom App Marketplace.
4. Open Manage, then Added Apps, find The Coaching Map, and choose Remove.
5. Reconnect later only if you want to authorize the integration again.

After removing The Coaching Map from Zoom

Removing The Coaching Map in Zoom stops future discovery and deletes the Zoom connection, selected sources, unreviewed metadata, any previously imported Zoom audio and transcript, the session created from that recording, and learning data derived from it. To prevent an authorization already in progress from restoring access, we temporarily use only keyed, non-reversible identity and event digests plus lifecycle timing records. They contain no raw Zoom account or user identifier, credential, meeting detail, recording, transcript, or client information. These markers expire and stop being used within 24 hours. Automated cleanup removes expired rows; if infrastructure is unavailable, physical row removal completes when normal processing resumes. Unrelated Coaching Map account and engagement data remains. The recording in your Zoom account is not deleted.