Skip to main content

Zoom

Overview​

Connect your clinic’s Zoom account to automatically create Zoom meetings for Remote appointments, show “Join Zoom” buttons in Basis, and (optionally) ingest Zoom cloud recording transcripts into client notes.

  • Supported environments: Development and Production (separate redirect URLs)
  • App type: OAuth 2.0 (User-managed)
  • Data stored: Zoom access/refresh tokens, meeting join URL, optional transcript text in client notes

Prerequisites​

  • You are a Clinic Admin in Basis
  • A Zoom user account with permission to create meetings
  • For transcripts: Zoom Cloud Recording enabled and “Audio Transcript” enabled in Zoom settings; your Zoom plan must support these features

Adding the App (Installation)​

  1. In Basis, go to Settings → Integrations → Zoom → Connect.
  2. You’ll be redirected to Zoom. Sign in and approve requested permissions.
  3. You’ll be returned to Basis and see Zoom marked as “Connected.”
  4. Optional: Verify connection by booking a Remote service and confirming a Zoom “Join” button shows on the event.

Environment-specific notes​

Ensure you connect in the environment you intend to use.

Troubleshooting install​

  • If the consent page shows the wrong domain, you’re in the wrong environment; switch to the correct Basis URL and try again.
  • If approval succeeds but Basis still shows “Not connected,” refresh and try again. If it persists, disconnect and reconnect.

Usage​

Create Zoom meetings for Remote appointments​

Use-case: When you book an appointment for a service marked as Remote, Basis creates a Zoom meeting automatically.

Prerequisites:

  • Zoom is connected (Settings → Integrations → Zoom)
  • The service has Remote enabled (toggle) or is scheduled at a Remote location

Behavior:

  • A Zoom join link is saved on the appointment and displayed as a “Join Zoom” button in Basis Flow and Basis Hybrid.
  • The ICS calendar attachment includes the Zoom invitation details.
  • We attempt to enable cloud recording automatically; if Zoom rejects it (e.g., plan or admin policy), the meeting is still created without auto-recording.

Join Zoom from Basis​

Use-case: Quickly join the Zoom meeting from event details.

Prerequisites: Appointment has a Zoom join URL (created at booking time with Zoom connected).

Behavior: A “Join Zoom” button appears in the event’s details page/modal.

Cloud recording and transcripts (optional)​

Use-case: Save post-call transcripts directly into client notes.

Prerequisites:

  • Zoom Cloud Recording enabled
  • Audio Transcript enabled in Zoom recording settings
  • Adequate Zoom plan and account policies allowing cloud recording

Behavior:

  • After Zoom finishes processing the recording, Basis receives a webhook and pulls the transcript into the appointment’s client notes.
  • If cloud recording/transcripts are disabled or not available, transcripts will not be ingested.

Fathom transcripts (optional)​

Use-case: If you prefer Fathom, transcripts can be ingested into client notes similarly to Zoom.

Prerequisites: Connect Fathom (if supported in your account).

Behavior: Fathom transcript is attached to the associated appointment’s notes.

Removing the App (Uninstall / Disconnect)​

Disconnect from Basis​

  1. Go to Settings → Integrations → Zoom → Disconnect.
  2. Basis immediately deletes your Zoom access/refresh tokens and marks Zoom as disconnected.

Uninstall from Zoom​

  1. Sign in at zoom.us.
  2. Navigate to Manage → Installed Apps.
  3. Find the Basis integration and click Uninstall.
  4. Confirm de-authorization.

Implications of de-authorization:

  • Tokens are deleted in Basis upon Zoom’s “App Deauthorized” event.
  • Existing appointments keep their previously saved Zoom links and notes to preserve clinical records.
  • Transcripts already saved remain in client notes. Admins can manually remove notes if needed, or contact support for data removal requests.

Data handling​

  • Tokens are stored encrypted at rest and deleted on disconnect or de-authorization.
  • Appointment metadata (e.g., Zoom join URL) and notes are standard clinical records and retained per your retention policy unless you delete them.

Troubleshooting​

Cannot connect (authorization page loops or fails)​

  • Ensure you’re using the correct environment (Dev vs Prod).
  • Verify your Zoom user can approve marketplace apps per account policy.

400 error when creating meetings​

  • Ensure the Zoom user can create meetings.
  • If cloud recording is disabled by policy/plan, the meeting still creates but without auto-recording. Check that your plan supports it if you need transcripts.

No “Join Zoom” button​

  • Confirm the service is Remote and Zoom was connected at the time of booking.
  • Only new bookings created after connecting will have Zoom links.

Transcripts not appearing​

  • Ensure Zoom Cloud Recording and Audio Transcript are enabled.
  • Allow processing time after the meeting ends.
  • Confirm webhooks are configured and reachable; contact support if unsure.

Environment mismatch​

  • If your authorize/redirect URL differs from the Basis URL you’re using, switch to the matching environment and reconnect.

Permissions (Scopes) and Webhooks​

Permissions requested​

  • meeting:write — create Zoom meetings for the connected user
  • recording:read — read cloud recording metadata and download transcript files for the connected user

Webhooks used​

  • app.deauthorized — clears tokens immediately upon uninstall
  • recording.completed — triggers transcript ingestion into client notes

Note: Exact scope names may appear slightly different in Zoom’s UI over time; the purpose remains as above.

Security and Privacy​

  • OAuth tokens are stored in Firestore encrypted at rest and deleted on disconnect or de-authorization.
  • Basis reads only what is necessary to create meetings and import transcripts.
  • Transcripts, if enabled, are stored in client notes as part of the clinical record.

Support​

Email: support@basishealth.io

Please include: clinic ID, appointment ID, user email, and timestamp of the issue.