Village security & protections

Village Labs Connector: Zoom

How Village's Zoom app works and how to connect it.

How the Village's Zoom transcription app works‍

  • User of the Village Labs platform are able to transcribe and summarize meetings using the Village Labs Zoom app Connector.
  • To connect your organization's Zoom account to the Village Labs meeting transcription, you'll be making a simple OAuth connection from the Village Labs Network Manager that will connect the approved Village Labs Zoom app to your account.
  • Once this is done, our Notetaker will automatically ask to join your Zoom meetings. You'll be able to admit or deny the Notetaker entry to the meeting.
  • Once the meeting has finished, Village Labs will automatically create a summary of the meeting which will be available in the 'Meetings' section of the Village app.

How will the transcript and summary be shared?

  • Meeting Summaries are available in the Village app to the participants of a given meetings. Summaries and transcripts are not automatically added to as a data sources that is otherwise used to generate other organizational Updates (such as the Individual & Team Updates or Need to Know Updates). This is to ensure that you are able to review and approval the content of a given meeting being shared before it is shared elsewhere in your organization's reporting on Village Labs.
  • As such, you're able to view Summaries, and approve that a specific Meeting Summary is able to be used as a data source for reporting in the Village app. You can also set a default where a recurring meeting's Summary will always be shared as a data source with the organization (in the case of Meetings like All-Hands or Daily Eng Standups).
  • You're also able to edit and remove particular Summaries if they contain sensitive materials. Also note that Village has protections in place on our Meeting Summary generation which will automatically avoid reporting on particularly sensitive or personal topics as a safeguard.

How to add Village's Zoom app

We use OAuth to connect your Zoom account to the Village Labs Zoom app.

  1. Login to the Village Network admin using Google Single Sign-on: https://app.villagelabs.net/
  2. Navigate to the Network Manager https://app.villagelabs.net/networks/{network-name}/management
  3. In the side menu, go to 'Data' > 'Zoom'
  4. Click "Connect Your Zoom Account" and follow the OAuth connection steps. Note: if you have multiple Zoom accounts, it is important that you connect to the right account for your company or organization.
  5. You'll see a success message. Please reach out to your Village account rep if there are any issues.

Once successfully connected, you should see a list of your scheduled Zoom meetings on the Meetings tab of the Village Labs app.

How to remove Village's Zoom app

FAQ

What happens if someone says something that I don't want transcribed or included in a summary?

  • You're able to edit and remove particular Summaries if they contain sensitive material. Also note that Village has protections in place on our Meeting Summary generation which will automatically avoid reporting on particularly sensitive or personal topics as a safeguard.

Does each individual need to enable the Zoom Connector individually?

  • No, only your company's administrator needs to enable the Zoom Connector once for your organization. Once enabled, it will ask to join meetings in your workspace by default.

Do all Zoom Summaries and transcripts automatically appear in Individual and Team Updates?

  • No, by default these summaries are not automatically added to the data sources used for generating Village Labs Individual and Team Updates. Once generated, you're able to approve a given transcript or Summary so that it can be used as part of other reports. You're also able to set a default so that a given recurring meeting's Summary will be used as a data source for reporting by default.

Troubleshooting

I have enabled the Village Labs Zoom Connector but the bot is not appearing in my meetings?

  • Please ensure that a Zoom admin from your workspace enabled the connection. If not, disconnect and have an admin redo the connection.
  • Some Zoom workspaces require administrators to approve apps before they can be downloaded to the workspace. If your users are seeing a message like "Unable to install this app because it needs pre-approval by your account admin", they'll need to request pre-approval from their Zoom administrator.
  • This can be done by searching your app on the Zoom Marketplace. On the application page, the user will see an option to request pre-approval from their Zoom admin. Once they request approval, the admin will receive an email from noreply@zoom.us with details on how to approve your application. After it's approved, the user will be able to install the Zoom app.

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