Zoom Meetings and Outdoo AI

Overview

Connect your Zoom account to Outdoo AI to automatically capture meeting conversations, generate transcripts, create summaries, and unlock AI-powered meeting insights.

Outdoo supports two methods for capturing Zoom meetings:

• Real-Time Media Streams (RTMS) (Recommended): Uses Zoom's official media streaming APIs to securely receive meeting audio without a visible Notetaker joining the meeting.
• Outdoo Notetaker (Legacy/Fallback): If RTMS is unavailable, the Outdoo Notetaker automatically joins the meeting as a participant to capture and process the conversation.

Outdoo automatically uses RTMS whenever it is available and seamlessly falls back to the Notetaker join method when RTMS is not supported by your Zoom organization.

Prerequisites

Before connecting Zoom to Outdoo, ensure that:

• You have an active Outdoo subscription.
• You have a Zoom account with permission to authorize third-party applications.
• Your Google Calendar or Outlook Calendar is connected to Outdoo.
• Zoom meetings are scheduled through your connected calendar.
• Meetings are scheduled at least 15 minutes before the start time.

Recommended: Use a Dedicated Zoom User

For organizations using the Notetaker fallback method, we recommend creating a dedicated Zoom user account for Outdoo.

Benefits include:

• Consistent meeting attendance
• Simplified management of recordings and permissions
• Easier troubleshooting and administration

Enter the dedicated Zoom user's email address in:

Settings → Notetaker User Email

Note: Most users only need to connect Zoom and their calendar. If your organization wants to use RTMS, a Zoom Account Owner or Administrator must complete the one-time RTMS configuration described below.

Step 1: Connect Zoom to Outdoo

1. Log in to Outdoo.
2. Navigate to Settings → Meeting Tools.
3. Locate the Zoom Meetings integration.
4. Click Connect.
5. Sign in to your Zoom account.
6. Review the requested permissions.
7. Click Allow to authorize the connection.

Once complete, Zoom will be connected to your Outdoo workspace.

Step 2: Connect Your Calendar

To enable automatic meeting detection:

1. Navigate to Settings → Calendars.
2. Connect your Google Calendar or Outlook Calendar.
3. Verify that upcoming Zoom meetings appear in your connected calendar.

Outdoo uses your calendar to identify which Zoom meetings should be processed.

Step 3: Configure Meeting Capture

Outdoo automatically chooses the best available method to capture your meetings.

Option 1: Enable RTMS (Recommended)

RTMS provides the most seamless and reliable meeting experience.

Benefits include:

• No visible Notetaker joins the meeting
• Faster connection to meetings
• Improved reliability
• Better enterprise security
• Less disruption for meeting participants

Enable RTMS

1. Sign in to the Zoom App Marketplace.
2. Search for Outdoo AI.
3. Click Install.
4. Approve the requested permissions.

If your organization restricts marketplace applications, your Zoom Administrator may need to approve the installation.

Next:

1. Sign in to the Zoom Web Portal.
2. Navigate to:
   Admin → Account Management → Account Settings
3. Open the Meeting settings.
4. Locate Real-Time Media Streams (RTMS).
5. Enable RTMS.
6. If prompted, allow approved marketplace applications to access RTMS.

Your Zoom Administrator should also verify that:

• RTMS is enabled at the Account level.
• Group policies do not disable RTMS.
• The Outdoo AI Marketplace App has been approved.
• Users are allowed to use approved Marketplace Apps.

Note: The location of the RTMS setting may vary slightly depending on your Zoom account type and Zoom updates.

Option 2: Outdoo Notetaker (Automatic Fallback)

If RTMS is unavailable or not enabled, Outdoo automatically uses the Notetaker join method.

For this method:

• Ensure a dedicated Zoom user is configured.
• Enter the dedicated Zoom account in Settings → Notetaker User Email.

No additional setup is required.

Step 4: Test the Integration

After completing the setup:

1. Schedule a Zoom meeting at least 15 minutes in the future.
2. Ensure the meeting contains a valid Zoom meeting link.
3. Verify the meeting appears in your connected calendar.
4. Run a manual calendar sync if necessary.

When the meeting starts, Outdoo will automatically connect using the best available method:

• RTMS, if configured.
• Otherwise, the Outdoo Notetaker.

After the meeting, Outdoo automatically generates:

• Meeting transcript
• AI-generated summary
• Key discussion points
• Action items
• Additional meeting intelligence features available in your plan

How the Integration Works

Meeting Detection

Outdoo continuously scans your connected calendar for eligible Zoom meetings.

A meeting is eligible when:

• Zoom is connected.
• A calendar is connected.
• The meeting contains a valid Zoom meeting URL.
• The meeting is scheduled in advance.
• Your subscription is active.

Meeting Capture

When an eligible meeting begins:

• If RTMS is available, Outdoo securely receives the meeting audio directly from Zoom without joining as a participant.
• If RTMS is unavailable, the Outdoo Notetaker automatically joins the meeting and captures the conversation.

After processing, Outdoo generates transcripts, summaries, action items, and AI insights that are available within your workspace.

Preventing a Meeting from Being Recorded

If you do not want Outdoo to process a meeting:

• Disconnect Zoom before the meeting begins.
• Remove the Zoom meeting from your connected calendar.
• Disable the Notetaker according to your workspace settings.

Changes must be made before the meeting starts.

Disconnect Zoom from Outdoo

To stop future Zoom meetings from being processed:

1. Open Settings → Integrations.
2. Locate the Zoom integration.
3. Click Disconnect.

After disconnecting:

• Future Zoom meetings will no longer be processed.
• RTMS access will stop.
• The Notetaker will no longer join meetings.
• Previously processed meetings remain available unless separately deleted.

You may also remove the Outdoo AI application from the Zoom Marketplace by navigating to:

Zoom App Marketplace → Manage → Added Apps → Outdoo AI → Remove

Troubleshooting

Zoom Connection Fails

Try the following:

• Verify you are using the correct Zoom account.
• Ensure your Zoom account can authorize third-party applications.
• Disconnect and reconnect Zoom.
• Clear your browser cache and try again.

RTMS Is Not Available

Possible causes include:

• RTMS is disabled for your Zoom account.
• Your Zoom plan does not support RTMS.
• The Marketplace App has not been approved.
• Organization security policies are blocking RTMS.

Contact your Zoom Administrator to verify your account settings.

Notetaker Does Not Join

If RTMS is enabled, this is expected because no visible participant joins the meeting.

If you are using the Notetaker join method, verify:

• Zoom is connected.
• A calendar is connected.
• The meeting contains a valid Zoom meeting link.
• The meeting was scheduled at least 15 minutes in advance.
• The dedicated Zoom user is configured correctly.
• Your subscription is active.

Live Transcription Does Not Start

Verify that:

• The meeting has started.
• Audio is available.
• RTMS or the Notetaker successfully connected.
• Organization firewall or security policies are not blocking Zoom services.

Meeting Does Not Appear in Outdoo

Try:

• Running a calendar sync.
• Confirming the meeting exists in your connected calendar.
• Ensuring the meeting was not modified shortly before it started.

Frequently Asked Questions

Does the Notetaker join every Zoom meeting?

No.

If RTMS is enabled, Outdoo captures the meeting directly through Zoom and no visible participant joins.

If RTMS is unavailable, the Outdoo Notetaker joins the meeting automatically.

Which meeting capture method will be used?

Outdoo automatically prefers RTMS whenever it is available. If RTMS is not supported, it automatically falls back to the Notetaker join method.

Do I need to install the Zoom Marketplace App?

Only once per Zoom organization, and only if your organization wants to use RTMS.

Can I still use the Notetaker join method?

Yes. Organizations that have not enabled RTMS will continue using the Notetaker join experience.

Will my existing meeting data be deleted if I disconnect Zoom?

No.

Disconnecting Zoom prevents future meetings from being processed but does not delete previously processed transcripts, summaries, recordings, or AI insights.

Do all users need Zoom Admin permissions?

No.

Only a Zoom Account Owner or Administrator is required to install and configure RTMS for the organization. Individual users typically only need to connect their Zoom account and calendar unless your organization's policies require additional approvals.

Need Help?

If you're experiencing issues with the Zoom integration, contact Outdoo Support at support@outdoo.ai.

Please include:

• Workspace name
• Zoom account email
• Meeting ID (if applicable)
• Screenshots or error messages

Providing this information helps our support team investigate and resolve issues more quickly.