Zoom integration

Effective date: October 9, 2026

Lead Desk (listed in the Zoom App Marketplace as IBI CRM) lets a partner advisor connect their own Zoom account to their Lead Desk account. Lead Desk and its Zoom app are operated by immigration by investment (DBA) - Immigration Diligence LLC ("IBI").

Say you hold a consultation with a lead in Zoom and record it to the Zoom cloud with an audio transcript. Lead Desk then:

1. finds the matching consultation on that lead,
2. downloads that meeting's transcript file (VTT) and attaches it to the consultation,
3. produces an AI review of the call.

The review covers where the lead stands, their objections, the agreed next steps and how the consultation went. You see it on the lead's page while the lead is assigned to you. IBI administrators see it too.

What the app does not do:

• It never downloads the audio or video of a recording, only the transcript file.
• It doesn't download anything from Zoom meetings that don't match one of your consultations in Lead Desk.
• It never creates, changes or deletes meetings, recordings or settings in your Zoom account. All the Zoom permissions it requests are read-only.
• It never joins your meetings and adds no bot or participant.
• It imports nothing until you confirm that the people on your consultations know about the recording and the AI review.

Prerequisites

• An active Lead Desk advisor account. IBI must have switched the Zoom integration on. If you don't see Zoom on your Integrations page, contact support. IBI administrators switch the integration on; they don't connect a Zoom account themselves.
• A Zoom Pro, Business, Education or Enterprise account, with a licensed Zoom user. Cloud recording is not available on Zoom's free plan.
• These Zoom settings, in the Zoom web portal under Settings → Recording:
  • Cloud recording: on.
  • Create audio transcript: ticked, under the advanced cloud recording settings.
  • Recording disclaimer: we recommend turning it on, so Zoom tells everyone in the meeting that it is being recorded. Lead Desk doesn't check this setting.
• Consultations in English. Lead Desk uses the audio transcript that Zoom creates, and the AI review is designed for consultations held in English.
• No end-to-end encryption. Zoom does not allow cloud recording in end-to-end encrypted meetings.
• You host the consultation from the Zoom account you connected. Lead Desk only uses recordings of meetings hosted by that Zoom user.
• One Zoom account per advisor. You can connect one Zoom account, and a Zoom account can be connected to only one Lead Desk user at a time.
• Company-managed Zoom accounts: your company's Zoom administrator may have to approve the IBI CRM app before you can add it.

Add the app

From Lead Desk

1. Sign in at https://ibicrm.com.
2. Open Integrations from the menu. Under Meetings & transcripts, find the Zoom card.
3. Click Connect Zoom. You are taken to Zoom.
4. Sign in to Zoom if asked, review the permissions listed below, and click Allow.
5. You return to Lead Desk. The Zoom card shows ✓ Connected, followed by your Zoom name and email address. If the connection was refused, the card says why. For example:
   • "This Zoom account is already connected by another IBI CRM user."
   • "Zoom didn't grant the access IBI CRM needs — connect again and allow it."
   • "Access wasn't allowed in Zoom — nothing was connected."
6. Check the readiness list on the card. If a check fails, the card says how to fix it: change the setting in Zoom and click Check again. You don't need to reconnect, and Lead Desk also re-checks once a day. The three checks are:
   • Zoom Pro or higher
   • Cloud recording is on
   • Audio transcript is on
7. Turn on importing. Click I confirm — import transcripts. By clicking it, you confirm that everyone on your consultations is told the meeting is recorded and agrees to the recording and its AI analysis.
   • Nothing is imported until you confirm.
   • Only meetings that start after you confirm are imported. Earlier recordings are not.
   • You can stop importing at any time with Turn off. If you turn it on again later, only meetings that start after the new confirmation are imported.

From the Zoom App Marketplace

1. Open the IBI CRM app page in the Zoom App Marketplace and click Add. IBI gives you the link to the page. You don't have to sign in to Lead Desk first.
2. Zoom sends you back to Lead Desk. If you aren't signed in to Lead Desk, you will see its sign-in page first. After you sign in, Lead Desk continues by itself.
3. Lead Desk then runs its own Connect Zoom step and takes you to Zoom. Zoom may not ask you to allow the app a second time.
4. Continue from step 5 above.

The same happens if your Lead Desk session has expired when you click Connect Zoom: you sign in first, and then Lead Desk continues to Connect Zoom by itself.

Permissions the IBI CRM app requests

Use the app

Your responsibilities

You and your advisor firm are responsible for your own consultations, and the leads assigned to you belong to your firm. In particular:

• Before you record, tell everyone on the call that the meeting will be recorded and reviewed with AI, and get their agreement.
• Follow the recording and privacy laws that apply to you and to everyone on the call. Some places, such as California, require the agreement of every person on the call.
• If anyone doesn't agree, don't record the meeting. Without a cloud recording there is no transcript, and nothing is imported. If a transcript still reaches Lead Desk, remove it (see Remove a single transcript).

Before the consultation

1. Put the consultation on the lead in Lead Desk. Either:
   • book it through Calendly with a Zoom location, or
   • on the lead's Consultation card, click Mark booked and paste the Zoom join link into Meeting link.
2. Use a link with a meeting number where you can. Lead Desk reads the Zoom meeting ID from a link like https://zoom.us/j/<number> and uses it to match the recording later. A personal link with a name instead of a number (for example zoom.us/my/yourname) carries no meeting ID. In that case the match relies on the start time.
3. Tell everyone on the call that it will be recorded and reviewed with AI, and get their agreement (see Your responsibilities).

During the consultation

Host the meeting from your connected Zoom account and record it to the cloud. Use Record → Record to the Cloud, or turn on automatic cloud recording. Recordings saved on your computer can't be imported.

After the consultation

1. Zoom processes the recording. Zoom creates the audio transcript after the meeting ends. How long this takes depends on Zoom.
2. Zoom notifies Lead Desk. Lead Desk uses the recording only if all of these are true:
   • you hosted it from your connected Zoom account
   • importing is on, and the meeting started after you confirmed
   • Zoom has finished its transcript
   • your Lead Desk account is active, and IBI has the Zoom integration switched on
3. Lead Desk looks for the matching consultation. See How a recording is matched below.
4. Lead Desk downloads the transcript, and only the transcript file. If you stopped and restarted the recording, Zoom makes one transcript per part. Lead Desk joins the parts into one transcript, in time order.
5. The consultation is marked as held, if it was still marked as booked and its start time has passed.
6. The transcript and review appear on the lead. The Consultation review shows "From Zoom" and the time it arrived. The review usually takes a minute or two. It includes:
   • readiness score, interest, mood and call-quality score
   • the outcome and a summary
   • next steps
   • objections
   • red flags
   • how the call went
   • key moments
7. Read the transcript. Click Show transcript to read the full text.
8. Alerts. You get an alert in Lead Desk, and also in Telegram or browser notifications if you have turned those on. IBI's team gets it too, including in the IBI team's Telegram chat. Alerts show the lead's name, the readiness score and a short label. They never contain the transcript text.

If Zoom's notification was missed, the daily check picks the transcript up.

How a recording is matched

Lead Desk looks only at your consultations booked to start within 30 minutes of the recording's start, before or after. Among them:

• First choice: the consultation booked with the recording's Zoom meeting ID. If two are equally close to the recording's start, none is chosen.
• If none has that meeting ID: the only consultation that is set to Zoom (or has no platform set) and has no meeting ID on file. If there are two or more, none is chosen.

Consultations set to Google Meet, Microsoft Teams, phone or another meeting link never receive a Zoom recording.

The chosen consultation must also be able to take the transcript. All of these must be true:

• its lead is currently assigned to you
• it is booked or held, not canceled or marked as a no-show
• you haven't uploaded a transcript for it by hand
• no other Zoom recording has been imported for it already (each consultation takes one recording, the first)
• it is not older than the retention period (see How Lead Desk handles Zoom data)

If the chosen consultation can't take the transcript, the recording is not imported anywhere. Lead Desk never moves it to a different consultation.

When there is no match, nothing is downloaded. Lead Desk doesn't guess. The Zoom card shows how many recordings matched no consultation. To get a review, download the transcript from the Zoom web portal and upload it on the lead (see below). For future consultations, add the Zoom link to the consultation.

Other notes:

• A transcript you uploaded by hand is never replaced by a Zoom import.
• While IBI has Consultation analysis switched on, Replace transcript on the review lets you swap a Zoom transcript for your own file. The old review is deleted, and its alert loses its readiness score, label and mood. The new review sends its own alert. From then on the consultation counts as uploaded by hand. Lead Desk keeps its Zoom recording ID, so that the recording is not imported again. The ID is deleted when your Zoom connection closes or when the retention period ends.
• A Zoom transcript you removed or replaced is not imported again, even if you later remove your upload. See Remove a single transcript.
• Transcript files larger than 2 MB are not imported. At most 10 parts of one recording are joined.

Who can see transcripts and reviews

• You, while the lead is assigned to you, and IBI administrators. Other advisors never see them.
• After reassignment: if the lead is reassigned to another advisor, you no longer see the lead. The new advisor sees only that the consultation took place with an earlier advisor (date and status), not the transcript or the review.
• Hidden transcripts: an IBI administrator can hide the transcript text from you. You still see the review, without verbatim quotes.
• Your connection: IBI administrators can see the status of your Zoom connection and the Zoom name and email it uses.

Run the review again

If a review failed or didn't arrive, the Consultation review shows an error with Run the review again. Click it to run the AI review on the same transcript. A finished review can't be re-run. To redo it, replace the transcript (this needs Consultation analysis switched on).

Remove a single transcript

While the lead is assigned to you, open the lead's Consultation card:

1. Click Remove, then Confirm: remove transcript and review.
2. The transcript and its review are deleted at once. Alerts about that review lose their readiness score, label and mood. The consultation itself (date and status) stays on the lead.
3. Lead Desk keeps only the Zoom recording ID on the consultation, so that the same recording is not imported again. The ID is deleted when your Zoom connection closes (Disconnect, removing the app in Zoom, or switching to another Zoom account) or when the retention period ends. Uploading a transcript does not remove it.
4. To have the consultation reviewed later, upload the transcript by hand. The same Zoom recording is not imported again, even if you later remove that upload.

Google Meet, Microsoft Teams or meetings recorded elsewhere

If a consultation wasn't recorded by your connected Zoom account, you can still have it reviewed, provided IBI has switched on Consultation analysis:

1. On the lead's Consultation card, mark the consultation as Held.
2. Click Upload transcript and choose a VTT, SRT or TXT file of up to 2 MB.
3. Tick the box confirming that everyone on the call was told it was recorded and agreed to the recording and its AI analysis.
4. Click Upload and review.

If the card says "Needs reconnecting"

Zoom has stopped accepting Lead Desk's access. For example:

• access was revoked in Zoom, or
• the connection was not used for more than 90 days, for example while your account was deactivated or while IBI had Zoom switched off. Zoom's access expires after 90 days without use.

Click Reconnect. Until you do, nothing is imported.

• If you removed the app in Zoom, click Disconnect instead. That deletes your Zoom data at once. To use Zoom again, connect it again and confirm importing again.
• If you didn't remove the app and you reconnect the same Zoom account, your import confirmation still applies. The next daily check looks back to its last run, up to 30 days, so recent transcripts can still arrive.
• If you reconnect a different Zoom account, see Switching to another Zoom account.

Transcripts already imported stay on your leads until you disconnect, remove them, or they reach the retention period.

If IBI switches Zoom off

While IBI has the Zoom integration switched off, nothing is imported. If you are still connected, your Zoom card stays, with a note, so that you can still Disconnect or Turn off importing. Removing the app in Zoom, and the deletion of your data, work as usual.

Switching to another Zoom account

If you connect a different Zoom account, Lead Desk first closes your old connection, exactly as if you had clicked Disconnect (see What happens to your data after removal). Then:

• check the readiness list for the new account, and
• click I confirm — import transcripts again.

Remove the app

You can remove the app in either of two ways. Both work even while IBI has the Zoom integration switched off.

In Lead Desk

1. Open Integrations.
2. On the Zoom card, click Disconnect, then Yes, disconnect.
3. The card confirms "Zoom is disconnected. Transcripts it brought in were removed." and shows Connect Zoom.

In Zoom

1. Sign in to the Zoom App Marketplace at https://marketplace.zoom.us.
2. Click Manage, then Added Apps.
3. Find IBI CRM and click Remove.

Zoom notifies Lead Desk, and Lead Desk closes the connection and deletes your Zoom data as described below.

• Zoom sometimes sends this notice without its signature. In that case Lead Desk first confirms with Zoom that its access was revoked. It does this at once when it can, and otherwise about an hour later.
• The Zoom card then shows Connect Zoom. If it still shows your connection (for example Needs reconnecting), click Disconnect to delete everything at once.

If you can no longer sign in to Lead Desk, for example because your account was deactivated, remove the app in Zoom. Lead Desk then deletes the same data. You can also email contact@immigrationbyinvestment.com with the subject "Privacy request" and ask us to delete it.

What happens to your data after removal

This applies when you disconnect in Lead Desk, when you remove the app in Zoom, and when you switch to another Zoom account.

• Access ends.
  • When you disconnect in Lead Desk or switch accounts, Lead Desk asks Zoom to revoke its access. When you remove the app in Zoom, Zoom revokes it.
  • In every case, Lead Desk erases its stored Zoom access and refresh tokens.
• Imports stop. Lead Desk stops importing anything from that Zoom account.
• What Lead Desk stored about your Zoom account is erased:
  • your Zoom user ID, name and email
  • your Zoom account ID and user type
  • the permissions you granted
  • the readiness results
  • your import confirmation
  • the import counters, including the codes kept for unmatched recordings
• Everything that connection brought in is deleted at once:
  • every transcript imported from it
  • every AI review of those transcripts
  • the Zoom recording IDs on all your consultations, including where you removed a Zoom transcript yourself or replaced it with your own upload
• If a deletion step fails, it is retried automatically within minutes. The consultation entry (date and status) stays on the lead.
• Alerts: Lead Desk alerts about those reviews lose their readiness score, label and mood. The alert itself, with the lead's name, stays in the activity history. Alerts already delivered by Telegram or browser notification can't be withdrawn, but they never contain transcript text.
• What Lead Desk keeps:
  • a record that your Lead Desk account had a Zoom connection: when it was made and closed, and why (for example "Disconnected" or "Removed in Zoom");
  • activity entries saying that Zoom was connected and disconnected. These show at most your Lead Desk name.
  • None of this holds any Zoom identity, settings or tokens.
• Your import confirmation doesn't carry over. If you connect Zoom again, you confirm again, and only meetings that start after that are imported.
• Manual uploads are not affected. Transcripts you uploaded by hand stay, including one you uploaded to replace a Zoom transcript. Only the Zoom recording ID kept on such a consultation is deleted. Uploads follow the normal retention period, or you can remove them yourself.
• Your Zoom account is not changed. Your recordings and transcripts stay in your Zoom cloud under your own Zoom settings.
• Everything else in Lead Desk (leads, calls, messages, activity history and your account) is kept until it is deleted on request. To ask, email contact@immigrationbyinvestment.com with the subject "Privacy request".

How Lead Desk handles Zoom data

• Roles: IBI operates Lead Desk and its Zoom app, IBI CRM. Each advisor firm is responsible for its own consultations, and the leads assigned to it belong to that firm.
• What Zoom sends: Zoom notifies Lead Desk about the cloud recordings you host. While importing is on, the daily check lists them too. To look for a matching consultation, Lead Desk uses only these details of a recording:
  • your Zoom user ID (as the host)
  • the meeting ID
  • the recording ID
  • the start time
  • the list of the recording's files, to find the transcript file
• Unmatched recordings: for a recording that matches no consultation, Lead Desk downloads nothing. It keeps only:
  • a count
  • the time of the last unmatched recording
  • a short one-way code made from the recording ID, for the last 100 such recordings, so each recording is counted only once
• What is stored while you are connected:
  • your Zoom user ID, name, email, Zoom account ID and user type
  • the permissions you granted
  • whether cloud recording and audio transcripts are on
  • when you confirmed importing
  • the import counters
  • your Zoom access and refresh tokens, encrypted with AES-256-GCM and decrypted only on Lead Desk's servers
  • for matched consultations: the transcript text (split into speaker turns with timestamps), the Zoom recording ID and the AI review
• What is not stored: audio, video, the original transcript file, other recording files, meeting topics, download links, and Zoom's temporary download tokens.
• Downloads: Lead Desk downloads transcript files only from Zoom's own servers, over HTTPS, and only up to 2 MB each.
• AI processing: to produce the review, Lead Desk sends the transcript to Anthropic, PBC (USA), the provider of the Claude AI models, through Anthropic's commercial API. It sends, together with the transcript:
  • the lead's name, program of interest and motivation
  • the consultation's time, platform and booked length
• What Anthropic does with it: under Anthropic's Commercial Terms of Service, Anthropic may not use this content to train its models. According to Anthropic's published policy, it deletes API inputs and outputs from its systems within 30 days. It may keep them longer where the law requires, or to enforce its Usage Policy. For example, content flagged by its automated safety systems can be kept for up to two years. The review itself is stored in Lead Desk (see "How long it is kept" below).
• Alerts: when a review is ready, an alert goes to you (while the lead is assigned to you) and to IBI's team. It contains the lead's name, the readiness score and a short label. It appears in Lead Desk and, where turned on, in Telegram and browser notifications. It never includes transcript text.
• Where it is stored: Lead Desk is hosted on Vercel, and its database is Prisma Postgres, both in the United States.
• How long it is kept:
  • Transcripts and reviews are kept for 365 days after the consultation by default. IBI can set this anywhere from 30 to 3,650 days.
  • After that they are deleted automatically, together with the Zoom recording ID. The consultation's date and status remain.
  • A consultation already older than this period doesn't receive a transcript.
  • Everything a Zoom connection brought in is deleted at once when that connection is closed (see What happens to your data after removal).
• Separation between advisors: every advisor sees only the leads assigned to them. Zoom data from your account is attached only to your own consultations, on leads currently assigned to you.
• Security of Zoom's notifications: Lead Desk accepts a notification from Zoom only if it carries Zoom's signature (HMAC-SHA256) and its timestamp is within 5 minutes. Zoom sometimes sends an "app removed" notice without a signature. Lead Desk acts on such a notice only after Zoom confirms that Lead Desk's access was revoked.
• More details: see the Privacy Policy and the Terms of Use.

Troubleshooting: no transcript after a consultation

Check that:

• your Lead Desk account is active, and the Zoom card doesn't say that Zoom is switched off
• your Zoom plan is Pro, Business, Education or Enterprise, and Cloud recording and Create audio transcript are on (the card's readiness list shows ✓ for all three)
• the meeting was recorded to the cloud, not to your computer, and was not end-to-end encrypted
• you hosted it from the Zoom account connected to Lead Desk
• importing is on (you clicked I confirm — import transcripts), and the meeting started after you confirmed
• the card doesn't say Needs reconnecting
• the consultation is on the lead in Lead Desk, and the lead is assigned to you
• the consultation starts within 30 minutes of the recording's start
• the consultation has the Zoom link, or it is your only consultation in that window with no meeting ID (set to Zoom, or with no platform set)
• the consultation is not set to Meet, Teams, phone or another link
• the consultation is not canceled or marked as a no-show
• you haven't uploaded a transcript for it by hand, and no other recording was imported for it
• the transcript file is no larger than 2 MB
• Zoom has finished processing the recording (check your recordings in the Zoom web portal)

If everything looks right, download the transcript from the Zoom web portal, upload it on the lead, and contact support.

Support

Email contact@immigrationbyinvestment.com, or see the Support page.