Zoom integration

Prerequisites

• A Voxena account.
• Your own Zoom account. Every advisor connects their own account; there is no shared Zoom account. A Zoom account can be connected to exactly one Voxena account.
• With a company Zoom account: your Zoom admin approves Voxena once in the Zoom App Marketplace («Approve use of this app», for everyone or for a group).
• For the assistant: in the host's Zoom account, Settings → Recording has «Record to computer files» switched on. Below it, under «Who can request host permission to record?», «Internal meeting participants» and «External meeting participants» are ticked. Otherwise the assistant joins but receives no audio.

Adding the app

Connect in Voxena

1. In Voxena, open Einstellungen → Verbindungen (Settings → Connections).
2. Next to «Zoom», click «Zoom verbinden» (Connect Zoom).
3. Sign in to Zoom, review the permissions and allow access.
4. Zoom takes you back to Voxena. The card shows «Verbunden» (Connected) and your Zoom account.

Finish the connection in the same browser within 10 minutes. If something goes wrong, see Troubleshooting.

From the Zoom App Marketplace

«Visit Site to Add» opens app.voxena.ch/connect/zoom. After you sign in to Voxena, you see the same card under Einstellungen → Verbindungen (Settings → Connections); click «Zoom verbinden» (Connect Zoom) there as above. Voxena never connects on its own.

Permissions Voxena receives

• Your Zoom profile – so Voxena knows which Zoom account is connected.
• A join token on your behalf – so the assistant can join a meeting for you. It is valid for that one meeting only.
• A recording token – so the assistant receives the meeting audio.
• Read meetings – so your scheduled Zoom meetings appear in Voxena.
• Create, change and delete meetings – for meetings you plan, change or delete in Voxena.

Voxena fetches the join and recording tokens anew for each meeting and never stores them.

Features

Zoom meetings in the Voxena calendar

Use case: your scheduled Zoom meetings are in Voxena without typing them again – ready to prepare and to send the assistant.
Prerequisite: Zoom is connected.

• Every upcoming Zoom meeting becomes a meeting in Voxena, with its link and, when Zoom lists them, the invitees as participants. It shows on the «Kalender» (Calendar) page.
• A recurring meeting comes occurrence by occurrence.
• Moved or deleted in Zoom: Voxena follows; a deleted meeting is marked «abgesagt» (cancelled).
• Voxena reads upcoming meetings about once a minute while Voxena is open; past meetings stay as they were. Instant meetings and recurring meetings without a fixed time are not read.
• If the same meeting is already in Voxena from Outlook or Google, it does not come twice; it receives the Zoom link.

Creating Zoom meetings from Voxena

Use case: you plan the client meeting in Voxena and the Zoom meeting is created with it.
Prerequisite: Zoom is connected.

• A meeting with the place «Zoom» and no link of its own gets its Zoom meeting when you save it. The link is in the meeting, in the invitation and with the assistant.
• Renaming and moving change the Zoom meeting. Deleting or cancelling an upcoming meeting deletes it in Zoom, and so does changing the place away from «Zoom».
• Zoom sends no invitations. With Zoom as your «Hauptkalender» (main calendar), Voxena invites your clients itself. With Outlook or Google as the main calendar, that calendar invites as usual, with the Zoom link in the event.
• Absences, in-person and phone meetings never go to Zoom. Recurring meetings are changed in Zoom.

The Voxena Meeting Assistant

Use case: the assistant records your Zoom client meeting. Voxena turns it into a transcript and a meeting protocol for your documentation.
Prerequisites: Zoom is connected, the host's account allows «Record to computer files» (see Prerequisites), your client agrees to the recording, and you attend the meeting yourself.

1. Open the meeting in Voxena and click «Meeting beitreten» (Join meeting).
2. Paste the Zoom link or the whole invitation.
3. Confirm your client's consent («Einwilligung erteilt», consent given).
4. Join the Zoom meeting yourself.

• The assistant joins on your behalf once you are in the meeting. Until then Voxena shows «Bot wartet, bis Sie im Meeting sind» (waiting until you are in the meeting), for up to 10 minutes.
• It appears as «Voxena Meeting Assistant». If it is in the waiting room («Zoom-Bot im Warteraum»), admit it.
• In the status bar, «Pausieren» (Pause) holds the recording and «Fortsetzen» (Resume) continues it; nothing is recorded while paused. «Aufnahme beenden» (End recording) stops it.
• When you leave the meeting, the assistant leaves too. It does not come back on its own; sending it again creates a second protocol.
• After the meeting, Voxena turns the recording into a transcript and a protocol.
• Voxena shows the participants' names as suggestions for the client («Zuweisen» assign, «Anlegen» create). It never assigns a client by itself.

Troubleshooting

Zoom shows a «requires pre-approval» page

Your company Zoom account has not approved Voxena yet. Voxena then shows «Nutzen Sie ein Firmenkonto? Dann muss Ihre IT Voxena im Zoom Marketplace freigeben.» (Using a company account? Your IT must approve Voxena in the Zoom Marketplace.) Ask your Zoom admin to approve it, then connect again.

«Die Verbindung zu Zoom ist fehlgeschlagen.» (The connection to Zoom failed.)

Start «Zoom verbinden» (Connect Zoom) again and finish it in the same browser within 10 minutes.

«Dieses Zoom-Konto ist bereits mit einem anderen Voxena-Konto verbunden.» (This Zoom account is already connected to another Voxena account.)

A Zoom account belongs to exactly one Voxena account. Disconnect it in the other Voxena account or sign in to Zoom with a different account, then connect again.

«Zoom ist nicht verbunden. …» (Zoom is not connected.)

Zoom no longer accepts the connection: for example after 90 days without use, or when Voxena was removed in Zoom or your Zoom user was deactivated. Until Voxena next uses the connection, the card may still show «Verbunden» (Connected). Connect Zoom again under Einstellungen → Verbindungen (Settings → Connections).

The Zoom card shows «Zoom-Verbindung aktualisieren» (Update Zoom connection)

The connection lacks the meeting permissions. Click «Jetzt aktualisieren» (Update now) and confirm in Zoom.

«Der Assistent hat 10 Minuten gewartet, Sie waren aber nicht im Zoom-Meeting.» (The assistant waited 10 minutes, but you were not in the Zoom meeting.)

The assistant only joins while you are in the meeting yourself. Join the meeting and send the assistant again.

«Das Zoom-Konto des Gastgebers lässt den Assistenten nicht zu …» (The host's Zoom account does not admit the assistant.)

The host's account has not approved the app or admits only its own users to the meeting. Ask the host or their IT to approve it – or record the meeting yourself.

«Der Bot wurde nicht ins Meeting zugelassen.» (The bot was not admitted.)

Next time, admit «Voxena Meeting Assistant» from the waiting room.

«Es wurde kein Audio aufgenommen.» (No audio was recorded.), or the assistant was in the meeting but the recording is empty

Check that the assistant was admitted and that the host's Zoom account allows «Record to computer files» for internal and external participants (see Prerequisites). Recording must not be revoked during the meeting.

Anything else

Write to us through the support page or at info@voxena.ch.

Removing the app

Disconnect in Voxena

1. In Voxena, open Einstellungen → Verbindungen (Settings → Connections).
2. Next to «Zoom», click «Trennen» (Disconnect).

Voxena first withdraws its permission at Zoom.

Remove in Zoom

1. Open the Zoom App Marketplace and go to Manage → Added Apps.
2. Click «Remove» next to Voxena.

Zoom notifies Voxena. Running assistants are ended: one that is still joining is cancelled; one in the waiting room or the meeting leaves and keeps the audio recorded so far.

What happens afterwards

• Voxena deletes the connection: the Zoom tokens, your Zoom user ID and the e-mail address of your Zoom account. The card shows «Nicht verbunden» (Not connected).
• The calendar sync with Zoom stops, and the assistant cannot be sent until you connect again.
• Meetings imported from Zoom that nobody worked on are deleted. Meetings already documented stay, without their Zoom link and Zoom IDs.
• Meetings you created in Voxena keep their Zoom link: you still host them in Zoom. Voxena remembers which Zoom account they belong to, so reconnecting the same account creates no duplicates.
• Recordings, transcripts and protocols stay in Voxena: they are your company's documentation, not Zoom data.
• Voxena deletes nothing in Zoom itself.

To have this data deleted as well, write to us through the support page or at info@voxena.ch. Where Voxena processes the data on behalf of your company, we forward the request to your company or answer it on its instructions. See our privacy policy (in German).