Log in

Log in

Log in

Book a Demo

Book a Demo

Book a Demo

Log in

Log in

Log in

Book a Demo

Book a Demo

Book a Demo

Zoom Integration

Last Updated :

Dec 15, 2025

Connect CiaraAI with Zoom to automatically schedule meetings when your AI agents book demos, consultations, or appointments with customers.

Overview

CiaraAI's Zoom integration enables your AI call agents to:

  • Create Zoom meetings automatically when customers agree to demos or consultations

  • Send calendar invites with Zoom meeting links to both parties

  • Schedule at optimal times based on customer preferences and your availability

  • Handle rescheduling when customers need to change appointment times

How It Works

  1. Customer calls or chats with your CiaraAI agent

  2. AI agent qualifies the customer and offers to schedule a meeting

  3. Customer agrees and provides their preferred time

  4. CiaraAI creates a Zoom meeting automatically

  5. Both parties receive calendar invites with the Zoom link

Setup Guide

Step 1: Connect Your Zoom Account

  1. Log in to your CiaraAI dashboard at app.ciaraai.com

  2. Navigate to Settings → Integrations

  3. Find Zoom and click Connect

  4. Sign in to your Zoom account when prompted

  5. Click Allow to grant CiaraAI permission to create meetings

Step 2: Configure Meeting Settings

After connecting, configure your default meeting settings:

  • Default meeting duration — 30 minutes, 45 minutes, or 1 hour

  • Waiting room — Enable or disable

  • Host video — On or off by default

  • Participant video — On or off by default

  • Meeting password — Auto-generate or set custom

Step 3: Enable in Your AI Agent

  1. Go to AI Agents → Select your agent

  2. Open Call Flow settings

  3. Add a Schedule Meeting action where appropriate

  4. Select Zoom as the meeting provider

  5. Save your changes

Permissions Required

CiaraAI requests the following Zoom permissions:

Permission

Purpose

Create meetings

Schedule new Zoom meetings on your behalf

View meetings

Check for scheduling conflicts

Update meetings

Reschedule or modify meeting details

Delete meetings

Cancel meetings when requested

View user info

Get your Zoom account details for meeting creation

Supported Features

Feature

Status

Create instant meetings

✅ Supported

Schedule future meetings

✅ Supported

Recurring meetings

✅ Supported

Meeting rescheduling

✅ Supported

Meeting cancellation

✅ Supported

Custom meeting passwords

✅ Supported

Waiting room

✅ Supported

Calendar invites

✅ Supported

Troubleshooting

"Unable to create meeting" error

  • Verify your Zoom account is active and in good standing

  • Check that you haven't exceeded your Zoom meeting limits

  • Reconnect the integration in Settings → Integrations

Meetings not appearing in calendar

  • Ensure calendar sync is enabled in your Zoom settings

  • Check that the correct calendar is selected in CiaraAI

Customer didn't receive invite

  • Verify the customer's email address was captured correctly

  • Check spam/junk folders

  • Confirm email notifications are enabled in meeting settings

Disconnecting Zoom

To disconnect your Zoom account:

  1. Go to Settings → Integrations

  2. Find Zoom and click Disconnect

  3. Confirm the disconnection

You can also revoke access from your Zoom account:

  1. Go to marketplace.zoom.us

  2. Click Manage → Installed Apps

  3. Find CiaraAI and click Uninstall

FAQ

Q: Do I need a paid Zoom account? A: CiaraAI works with both free and paid Zoom accounts. However, free accounts have a 40-minute limit on group meetings.

Q: Can I use my existing Zoom meeting settings? A: Yes, CiaraAI respects your default Zoom meeting settings and allows you to customize per-agent.

Q: Is my Zoom data secure? A: Yes. CiaraAI only stores the minimum data needed to create meetings. We never access your meeting recordings or participant information.

Q: Can multiple team members connect their Zoom accounts? A: Yes, each team member can connect their own Zoom account for meetings they host.

Need Help?