Vicaro for Zoom

Setup and usage guide

Vicaro gives a company AI employees that work in the tools its team already uses. This app lets one of those AI employees take part in a Zoom meeting: it joins as its own named participant, follows the conversation, speaks when someone addresses it by name, and can post in the meeting chat.

Before you start

You need a Vicaro account with at least one AI employee, and a Zoom account. Video calls are enabled per customer - if your AI employee replies that video calls are not set up, ask your Vicaro contact to enable the capability for your organization.

Adding the app

You connect Zoom from inside Vicaro, not from the Zoom Marketplace.

1. Sign in at app.vicaro.ai.
2. Open the AI employee you want to use in meetings.
3. Go to its Tools tab and find the Zoom for video calls card.
4. Choose Connect Zoom. You are sent to Zoom’s own authorization screen, where you review the requested permissions and approve them.
5. Zoom returns you to Vicaro and the card shows the account as connected.

One connected account covers the whole organization. Connecting is only required for meetings hosted outside your own Zoom account - Zoom’s 2026 policy requires a bot joining such a meeting to be authorized by a Zoom account. Meetings hosted by your own account, as well as Google Meet and Microsoft Teams, work without it.

Using the app

There is no meeting console to open. You invite your AI employee the way you would invite a person, by sending it the link in whichever channel you already use - Slack, Microsoft Teams, or the Vicaro dashboard.

1. Copy the meeting link, including any passcode. A Zoom link ending in ?pwd=… needs that part kept.
2. Send it to your AI employee: “Join this call: acme.zoom.us/j/8412…”
3. Wait for it to appear. Starting up takes a few minutes, so it does not show up instantly. It messages you once it is in, and tells you if the join failed and why.

For a meeting that has not started yet, ask it to join later - “join the Monday standup at 9:30” - and it books the join and joins on its own. You can move or cancel a scheduled join any time before it starts.

Once in the call it listens continuously but stays quiet by default. It speaks only when someone says its name, and replies in meeting chat only to messages that mention its name. While it is in the call you can ask it to mute, unmute, post a chat message, or leave.

Removing the app

You can disconnect from either side, and both are reversible.

1. From Vicaro: open the AI employee’s Tools tab, find Zoom in the installed list, and choose Disconnect. The stored authorization is revoked and the AI employee stops using that account for meeting joins.
2. From Zoom: sign in to the Zoom App Marketplace, open Manage → Added Apps, find Vicaro, and choose Remove. Zoom notifies Vicaro, which marks the connection inactive automatically.

After removal your AI employee can still join meetings hosted by your own Zoom account, and can still join Google Meet and Microsoft Teams calls. It will tell you that a connected account is needed if an external Zoom join is refused.

How meeting data is handled

• Meetings are joined audio-only with recording disabled. No meeting recording is produced or stored.
• The meeting bot runs inside the Vicaro deployment that serves your organization, so meeting audio is not sent to a separate third-party meeting service.
• What persists afterwards is a written transcript in that meeting’s conversation in Vicaro, so the AI employee can summarize the call and follow up. The meeting-bot side is purged when the call ends.
• Vicaro stores only non-sensitive connection metadata for the Zoom link - the Zoom user and account id, and who connected it. Vicaro never receives your Zoom password.

See our Privacy Policy and Terms of Use for the full detail.

Support

Questions or problems with the Zoom integration: Vicaro for Zoom support, or email support@vicaro.ai.