Zoom integration guide

What the integration does

When a mentoring session recorded to the Zoom cloud is ready, Easy Mentor imports the video into the mentoring business's own video hosting account (Panda Video). The recording then waits in a review list, where a team member confirms which student and which session it belongs to and releases it. Students only see a recording after it has been released, and can then watch or download it.

The Easy Mentor platform is in Portuguese. Button names below are shown as they appear on screen, followed by a translation.

Before you start

• A Zoom account with cloud recording enabled (available on paid Zoom plans).
• A Zoom user who is an owner or admin of that account, to authorize the app.
• An Easy Mentor account, with a user who is an administrator of the mentoring business.
• A Panda Video account connected in Easy Mentor (Integrações → Panda Video), where the videos will be stored.

Adding the app

1. Sign in to your mentoring business on Easy Mentor (for example, yourmentoring.easymentor.com.br) as an administrator.
2. In the left menu, open Integrações (Integrations).
3. On the Zoom card, click Conectar Zoom (Connect Zoom).
4. You are taken to Zoom. Sign in with a user who is an owner or admin of your Zoom account and click Allow.
5. You return to Easy Mentor, and the Zoom card shows Conectado (Connected). A Gravações (Recordings) item appears in the left menu.

Each Zoom account can be connected to only one mentoring business on Easy Mentor.

Using the app

1. Record to the cloud. Hold your mentoring session on Zoom and record it to the cloud. When Zoom finishes processing the recording, Easy Mentor receives it and starts importing it into your video library. Depending on the length, this takes from a few minutes to about half an hour.

2. Optional: add the student code to the meeting topic. Each student has a short code for each program, shown on the student's page in Easy Mentor as Código no Zoom (Zoom code), for example C3D-7K2P. If the meeting topic contains the code, the recording arrives with that student already suggested. Without the code, the recording arrives the same way and you choose the student.

3. Review and release. Open Gravações (Recordings) in the left menu. For each recording marked Aguardando liberação (Waiting for release):

• click Assistir (Watch) to check the video;
• in De que aluno é (Which student), confirm or choose the student;
• in Em qual encontro (Which session), choose an existing session from the student's diary, or keep the option to create a new session on the recording date;
• click Liberar para o aluno (Release to student).

The student is notified and can watch the recording on the session page, or download it with Baixar gravação (Download recording).

4. Other actions. Não é um encontro (Not a session) removes a recording that is not a mentoring session from the list; it can be brought back later. If an import fails, the reason is shown and Tentar de novo (Try again) sends it once more.

5. Zoom cloud storage. After a video has been imported into your video library, Easy Mentor moves the Zoom copy to the Zoom trash, freeing cloud storage. Zoom keeps items in the trash for 30 days, so a recording can still be recovered in Zoom during that period.

Removing the app

You can disconnect the integration in either place:

• In Easy Mentor: as an administrator, open Integrações (Integrations) and, on the Zoom card, click Desconectar (Disconnect).
• In Zoom: sign in to the Zoom App Marketplace, click Manage, then Added Apps, find Easy Mentor and click Remove.

What happens after removal:

• Easy Mentor deletes the Zoom access tokens immediately, and new recordings stop arriving.
• Recordings already imported stay in your video library and, if released, on the students' session pages.
• The metadata of recordings already received (meeting ID, topic, date, duration and host) is kept while your Easy Mentor account is active, as part of your sessions' history. To have it deleted, write to the privacy contact below.

Troubleshooting

• Zoom shows an error when connecting: make sure you signed in to Zoom with an owner or admin of the account.
• A recording does not appear: check that it was recorded to the cloud (not locally) and that Zoom has finished processing it. Then open Gravações and click Atualizar (Refresh).
• An import failed: check that Panda Video is connected in Integrações and click Tentar de novo (Try again).
• The connection stopped working: the Zoom card shows Reconectar (Reconnect). Click Conectar de novo (Connect again).

Data and privacy

The app reads cloud recordings, meeting topics and the account's user list, only to import recordings and match them to the right student. It does not access participant lists or chat messages. See the Privacy Policy for details. Privacy requests: antonio@sgagenciadigital.com.br.

Support

Email antonio@sgagenciadigital.com.br. We reply within 2 business days.