01
What the integration does
TimeSentry reads authorized historical Zoom data for a date range you select and uses that source context to draft time entries. Meeting and phone activity stay separate in the source record, while the review workflow stays the same: inspect the proposed client, project, description, date, and duration, then edit, approve, or dismiss the draft.
Clear boundaries
- TimeSentry does not join Zoom meetings or use the Zoom Meeting SDK.
- TimeSentry does not access meeting or call recordings, meeting audio or video, or phone audio.
- TimeSentry sends
include=transcriptonly when retrieving content for a linked Zoom My Notes record; Zoom returns the optional transcript when available. It does not request Zoom Phone call transcripts. - Historical meeting analysis covers scheduled meetings from the previous six months. Instant-meeting coverage is not guaranteed.
- Zoom AI Companion summaries are optional and are used only when Zoom has already produced one and makes it available to the connected user.
02
Prerequisites
- TimeSentry: an active TimeSentry account and a plan that includes the Zoom integration.
- Zoom Meetings: a Zoom user account with access to the historical scheduled meetings and full agendas you want to analyze.
- Participant details: eligible past-participant access on a supported paid Zoom account. Availability is controlled by Zoom.
- AI Companion summary: a meeting for which Zoom AI Companion has already generated a summary. This feature is optional.
- Zoom My Notes: a manual or generated note linked to a meeting and visible to the connected user. A My Notes transcript may be included when Zoom makes one available. Both note and transcript enrichment are optional.
- Zoom Phone: a Zoom Phone license and completed calls visible in the connected user’s call history.
- Administrator approval: if your Zoom organization requires app preapproval, a Zoom administrator must approve TimeSentry before a user can authorize it.
03
Add and authorize TimeSentry
- Go to TimeSentry member login and sign in.
- Choose the TimeSentry company whose time records should receive the drafts.
- Open Integrations, find Zoom, and select Connect.
- Sign in to the Zoom user account whose meeting and phone history you want to analyze.
- Review the requested permissions on Zoom’s authorization screen, then select Allow.
- Return to TimeSentry and confirm that Zoom appears as a connected integration.
A single user-managed OAuth connection covers the authorized Zoom Meetings and Zoom Phone features. TimeSentry does not require a Zoom account owner to install an account-wide integration unless that organization’s own app-approval policy requires it.
04
Use the integration
Historical Zoom Meetings
- Open Time in TimeSentry and select Capture Time with AI.
- Select Zoom as a source and choose a date range within the previous six months.
- Run the capture. TimeSentry analyzes available scheduled-meeting history and retrieves the full agenda for the connected user’s matching meetings.
- Review each resulting draft. The agenda, past-meeting details, eligible participant data, an optional AI Companion summary, and available Zoom My Notes content and transcript can help match a project and compose the draft.
A summary, My Notes record, or My Notes transcript is not expected for every meeting. Availability varies by Zoom plan, meeting, and user permissions. Missing optional enrichment does not block capture.
Zoom Phone call history
- Confirm that the completed call appears in the connected user’s Zoom Phone call history.
- Open Capture Time with AI, select Zoom, and choose a date range containing the call.
- Run the capture. TimeSentry uses available call-log timestamps, direction, duration, and phone-number context.
- Review the draft and correct its client, project, description, or duration if needed.
TimeSentry reads call-log metadata only. It does not retrieve audio, recordings, or call transcripts.
Review before approval
Zoom-derived records enter TimeSentry as drafts. Open a draft to inspect and edit it. Approve it only when the date, duration, client, project, and narrative are correct, or dismiss it without adding it to your approved timesheet. Re-running the same capture period uses Zoom source identifiers to avoid creating duplicate drafts for the same source item.
05
Zoom permissions
TimeSentry requests the following ten user-level read permissions for the features described on this page.
| Scope | Why TimeSentry requests it |
|---|---|
| user:read:user | Read the authorized Zoom user and account identifiers once during connection so a later app-deauthorization event can be matched to the correct TimeSentry connection and its associated data. TimeSentry does not retain the user’s Zoom profile fields. |
| meeting:read:list_meetings | List the connected user’s historical scheduled meetings for the selected capture period, up to six months. |
| meeting:read:meeting | Read the full scheduled-meeting record, including its agenda, so the draft can reflect the work the meeting was intended to cover. |
| meeting:read:past_meeting | Read completed-meeting details such as actual start, end, and duration. |
| meeting:read:list_past_participants | Use eligible past-participant information to improve client and project context. |
| meeting:read:summary | Use an existing Zoom AI Companion meeting summary as optional context for a draft description. |
| my_notes:read:note | List Zoom My Notes records linked to a meeting so TimeSentry can identify optional manual or generated notes associated with that source meeting. |
| my_notes:read:content | Retrieve the content of a linked manual or generated My Notes record as optional context for project matching and the draft description. |
| my_notes:read:notes_transcript | Send include=transcript when retrieving content for a linked My Notes record so Zoom can return its optional structured transcript when available. TimeSentry stores that transcript with the associated company-scoped meeting note and limits the total speaker-formatted transcript text used for AI-assisted project matching and draft-description generation to 32,000 characters per meeting capture. |
| phone:read:list_call_logs | Read the connected user’s Zoom Phone call-log history, including available timing, direction, duration, and phone-number context. |
All requested scopes are read-only. TimeSentry does not create, edit, start, or delete Zoom meetings or calls.
06
Troubleshooting
| Symptom | What to check |
|---|---|
| Zoom blocks authorization | Ask your Zoom administrator to preapprove TimeSentry, then start the connection again from TimeSentry. |
| No meeting draft appears | Confirm the meeting was scheduled, belongs to the connected user, is within the selected six-month window, and Zoom was selected as a capture source. Instant meetings may not be included. |
| Meeting agenda is missing | Confirm the scheduled meeting has an agenda and that the connected user can open the full meeting details in Zoom. The meeting can still produce a draft without an agenda. |
| Participants are missing | Past-participant data requires an eligible paid Zoom account and a meeting for which Zoom exposes that data. The meeting can still produce a draft without participants. |
| AI Companion summary is missing | Verify that Zoom AI Companion generated a summary for that meeting and that the connected user can view it in Zoom. Summaries are optional. |
| Zoom My Notes is missing | Confirm a manual or generated note is linked to the meeting and visible to the connected user. My Notes enrichment is optional, and capture continues without it. |
| My Notes transcript is missing | Confirm Zoom exposes a transcript for the linked My Notes record and that the connected user can view it. Transcript enrichment is optional, and capture continues with the remaining meeting context. |
| No phone draft appears | Confirm the user has Zoom Phone, the call is complete, the call is visible in that user’s call history, and the capture date range includes it. |
| Zoom shows as disconnected | The authorization may have expired or been revoked. Remove the stale connection if it remains visible, then connect Zoom again. |
| Client or project is incorrect | Edit the draft before approval. Repeated mappings can be refined with TimeSentry integration rules when that feature is enabled for your account. |
07
Remove and deauthorize
Remove from TimeSentry
- Sign in to TimeSentry and choose the company with the Zoom connection.
- Open Integrations and find the connected Zoom account.
- Select Remove connection and confirm.
Remove from Zoom
- Sign in to the Zoom App Marketplace.
- Open Manage, then Added Apps.
- Open TimeSentry, select Remove, and confirm.
What deauthorization changes
- TimeSentry stops requesting Zoom data and deletes the integration connection and stored OAuth credentials.
- TimeSentry deletes all Zoom-derived data associated with that connection, including source metadata and drafts or approved entries enriched with meeting agendas or Zoom My Notes.
- Future Zoom captures are unavailable until you authorize a new connection.
- Removing the Zoom app does not close your Zoom or TimeSentry account.
08
Data handling and deletion
Data used
- The authorized Zoom user and account identifiers used to own the connection and match a later deauthorization event. Other Zoom profile fields are not retained.
- Meeting identifiers, topic, timing, duration, full scheduled agenda, and available past-meeting details.
- Eligible past-participant information.
- An optional AI Companion summary when one exists.
- Identifiers for Zoom My Notes linked to a meeting, available manual or generated note content, and an optional My Notes transcript when Zoom makes it available.
- Zoom Phone call-log identifiers, timing, direction, duration, and available phone-number context.
Data not requested
- Meeting or call audio and video.
- Cloud recordings.
- Zoom Phone call transcripts. My Notes transcripts are requested only through the My Notes content endpoint when available.
- Permission to create, edit, start, or delete Zoom meetings or calls.
Storage and retention
While the integration is connected, OAuth credentials are encrypted at rest. TimeSentry stores connection metadata, source identifiers needed to trace and deduplicate captured activity, and the draft or approved TimeSentry records created from Zoom data. Available manual or generated My Notes content and the complete structured transcript returned by Zoom are stored with the associated meeting note under the connected TimeSentry company. The total speaker-formatted transcript text sent to the configured AI provider is capped at 32,000 characters per meeting capture and can be used with the meeting agenda, AI Companion summary, and My Notes content as context for project matching and draft-description generation. Relevant context may be reflected in the generated narrative. The current notes interface does not expose a raw-transcript viewer. TimeSentry does not obtain recordings, audio, or video through this integration.
Delete Zoom-derived data
- Remove the Zoom connection in TimeSentry or remove TimeSentry from the Zoom App Marketplace.
- TimeSentry deletes the integration connection, OAuth credentials, source metadata, Zoom-derived meeting notes and stored My Notes transcripts, and all Zoom-derived drafts and approved entries associated with that connection.
- This connection-level purge does not close your TimeSentry account or delete data created from other sources.
Delete your TimeSentry account
Full account deletion is separate from removing Zoom. Email privacy@timesentry.ai to request deletion of your TimeSentry account and associated data. TimeSentry completes verified account-deletion requests within 30 days, except where retention is required by law or legitimate business needs.
See the complete TimeSentry Privacy Policy for account-level retention, security, and deletion terms.
09
Support
For installation, authorization, capture, removal, or deletion help, email info@timesentry.ai. Include the TimeSentry company name, the affected feature, and the approximate time of the error. Do not send OAuth tokens, passwords, meeting summaries, Zoom My Notes content or transcripts, participant lists, or phone numbers by email.