# Zoom and Pilotiko: scheduled meetings, checked and cleanly cancelled

> Create, update and cancel Zoom meetings from Pilotiko with a waiting room: scopes requested, transcripts, what's still missing and the real status today.

Updated on October 15, 2026 · https://app.pilotiko.com/en/integrations/zoom

The Zoom connection is designed to create a scheduled meeting in the right slot, with a waiting room and invitees, then update or cancel it as needed. It requests the meeting:write and meeting:read scopes. Status: Being commissioned: the connector is written and tested against a test server; it has not yet been verified with a real account.

## In short
- Scopes: meeting:write and meeting:read, nothing else.
- Type 2 (scheduled) meetings, waiting room on, invitees added.
- Reading cloud transcripts is coded but not yet verified with the current scopes.
- Zoom's app-removal notice isn't handled yet, and that's a prerequisite for going live.

## What does the Zoom connection do?

It creates, finds, updates and deletes Zoom meetings for the connected account. Pilotiko picks the time from your calendar and business hours; Zoom provides the join link.

Once a meeting is approved, Pilotiko asks Zoom for a type 2 meeting, which Zoom calls a "Scheduled meeting" [2], with the topic, start time, length in minutes and time zone. Invitee addresses are passed along and the waiting room is switched on, so nobody gets in until the host admits them.

If Zoom doesn't return both a meeting ID and a join link, Pilotiko counts the creation as failed. Before recreating a meeting after a dropped connection, it scans the account's upcoming meetings for one with the same title and start time, so you don't end up with two.

When a booking moves, the meeting is updated (topic, time, length); when it's cancelled, the meeting is deleted on Zoom. A meeting that's already gone on Zoom's side isn't treated as an error.

- **meeting:write**: create, update and delete the connected account's meetings.
- **meeting:read**: read a meeting back to confirm it exists at the right time.
- **Read from Zoom**: upcoming and past meetings and, when policy allows, the file list of a cloud recording.
- **Written to Zoom**: the scheduled meetings Pilotiko sets up and their invitees.
- **Needs a person**: scheduling a meeting that sends invitations to a customer.

## How do you connect Zoom to Pilotiko?

1. **Open the Zoom card** — Under Connections, video conferencing, pick Zoom. If it reads "To be enabled by Pilotiko", Pilotiko's Zoom app isn't offered on your account yet.
2. **Sign in at Zoom** — Zoom opens its authorization screen; sign in with the account that will host meetings [1].
3. **Grant both scopes** — Zoom lists creating and reading meetings. Pilotiko uses PKCE with the S256 method, which Zoom supports [1].
4. **Make Zoom your default** — In meeting settings, pick Zoom if you use it more than Teams or Google Meet.
5. **Book a trial meeting** — Schedule a 15-minute internal meeting, approve it, then check the time, length and waiting room in Zoom.

## What is live, being commissioned or coming soon with Zoom?

| Feature | Status | Detail |
|---|---|---|
| Create a scheduled meeting (type 2) | Being commissioned | Waiting room and invitees; tested against a fake Zoom server. |
| Update or cancel the meeting | Being commissioned | Follows changes to the booking. |
| Avoid duplicates after a dropout | Being commissioned | Looks for a meeting with the same title and time. |
| Cloud transcript (VTT) | Being commissioned | Code written; recording access still to be verified with a real account and the current scopes. |
| Handling Zoom's app-removal notice | Coming soon | Required by Zoom; not built yet. |
| Zoom webinars | Coming soon | Not built. |

Being commissioned: the connector is written and tested against a test server; it has not yet been verified with a real account.

## How many Zoom meetings would a small team handle in a week?

**Example: a recruiting agency that interviews on Zoom**

Two recruiters run 9 thirty-minute interviews a day, 4 days a week. One interview in 6 gets moved and one in 12 gets cancelled.

- Meetings created per week : 2 × 9 × 4 = 72
- Meetings updated (1 in 6) : 72 ÷ 6 = 12
- Meetings cancelled (1 in 12) : 72 ÷ 12 = 6
- Zoom calls to create, update, cancel : 72 + 12 + 6 = 90
- Interview time scheduled : 72 × 30 min = 36 h
- **= 90 Zoom operations a week, each read back afterwards, for 36 hours of interviews.**

## What Zoom data does Pilotiko keep, and how do you cut access?

Pilotiko keeps the meeting ID, its link and its times. Zoom tokens are encrypted at rest (AES-256-GCM). When a transcript file is downloaded, the token is only ever sent to the Zoom API address or a zoom.us subdomain over HTTPS, never to an arbitrary address found in a response.

A transcript is fetched only when a policy allows it, and never without attendees knowing. Quebec law requires telling people why information is collected and that they can withdraw consent [4], so let your guests know at the start of the meeting.

To cut access: Connections → Zoom → Disconnect in Pilotiko; tokens are erased and the action is logged. You can also remove the app from your Zoom account. Zoom documents that it then sends a deauthorization notice and that the app must delete that user's data [1]. Pilotiko doesn't process that notice automatically yet, which is part of why the status is what it is.

## What are the Zoom integration's limits?

- No calendar at Zoom: the time comes from Pilotiko's own calendar, Outlook or Google. See [Google Calendar](https://app.pilotiko.com/en/integrations/google-calendar) and [Outlook / Microsoft 365](https://app.pilotiko.com/en/integrations/outlook-microsoft-365).
- Cloud recordings sit in Zoom's recordings endpoints [2]; the connection only asks for meeting scopes, so real file access still has to be verified.
- Zoom has renamed its older scopes "classic scopes" and offers newer ones [3]; the exact list will be reviewed at the first live trial.
- For a Microsoft 365 shop, [Teams](https://app.pilotiko.com/en/integrations/microsoft-teams) saves an extra account.

## Frequently asked questions

### Can Pilotiko start or record a Zoom meeting?

No. Pilotiko creates the scheduled meeting and, if you allow it, can read a transcript Zoom has already produced. It doesn't start the meeting or the recording.

### Why is the waiting room on?

So nobody gets in ahead of the host, even with the link. It's a cautious default for meetings with customers or candidates.

### What happens when a customer reschedules?

Pilotiko updates the existing Zoom meeting (time, length, topic) rather than creating a new one. The join link stays the one Zoom issued.

### Do I need a paid Zoom plan?

Pilotiko doesn't require one to create scheduled meetings. Cloud transcripts depend on what your Zoom plan includes, so check with Zoom.

### Does the Zoom integration work today?

Not with a live account yet. The connector is being commissioned, and handling Zoom's required removal notice has to be built before a real trial.

### Zoom or Teams in Pilotiko?

Go with the one your customers already know. Teams runs through your Microsoft 365 connection; Zoom needs its own. Pilotiko follows the choice saved in your settings.

## Sources

1. Zoom Developer, « OAuth for user-level apps », https://developers.zoom.us/docs/integrations/oauth/ (accessed on 2026-10-15)
2. Zoom Developer, « Zoom Meetings API », https://developers.zoom.us/docs/api/meetings/ (accessed on 2026-10-15)
3. Zoom Developer, « OAuth scopes », https://developers.zoom.us/docs/integrations/oauth-scopes/ (accessed on 2026-10-15)
4. LégisQuébec, « Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1) », https://www.legisquebec.gouv.qc.ca/en/document/cs/P-39.1 (accessed on 2026-10-15)
5. RFC Editor (IETF), « RFC 7636 : Proof Key for Code Exchange by OAuth Public Clients », https://www.rfc-editor.org/rfc/rfc7636 (accessed on 2026-10-15)