> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rootly.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Zoom
> Connect Zoom to Rootly to create an incident meeting automatically and capture transcripts and summaries with Meeting Scribe.
## Overview
Rootly's Zoom integration automatically creates a Zoom meeting when an incident starts and posts the link directly in the incident's Slack channel. Responders can join instantly without manual setup — no time wasted creating or sharing meeting links during a critical incident.
## Features
Zoom calls created automatically when incidents start.
Meeting links posted directly in the incident Slack channel.
Configure local or cloud recording and AI meeting capture.
Configure triggers, conditions, hosts, and recording options per workflow.
## Meeting Scribe on Zoom
The Zoom integration powers **[Rootly AI Meeting Scribe](/ai/meeting-scribe)** on your Zoom incident bridges — automatic recording, live transcription, PII-redacted transcripts, and Rootly AI meeting summaries fed straight into the incident's post-incident artifacts.
To enable:
1. Go to **Integrations → Zoom** in Rootly.
2. Toggle on **Meeting transcript and summary**.
3. **Enable Auto-join bot** — highly recommended. Without this, someone needs to manually admit the scribe on every call, and it drops off after 10 minutes if no one does.
Auto-join is the single biggest lever for reliable Zoom scribe behavior. If you're seeing intermittent "the bot never joined" reports, check this first.
Running into issues? See **Zoom Meeting Scribe Troubleshooting** for the common failure modes and fixes.
***
## Before You Begin
Rootly recommends performing the installation with a **shared service account** (for example, `incidents@yourcompany.com`) rather than a personal account. This ensures the integration continues working if someone leaves the company. Ensure you are logged in as an **Admin** in Rootly.
## Installation
To connect Zoom to Rootly, you will authorize Rootly via OAuth. This grants Rootly the permissions it needs to create and manage meetings on your behalf.
Navigate to **Configuration → Integrations** in Rootly.
Search for **Zoom** and click **Setup**.
Select your sign-in method — Google, SSO, or email and password.
Choose the Zoom account you want to connect to Rootly.
If no Zoom account exists for this email, you will be prompted to create one.
Review and accept the OAuth permissions to grant Rootly access to your Zoom account.
You will be redirected back to Rootly with a success message. The integration status will show **Connected** with your Zoom account email.
Your Zoom account is now connected to Rootly. You can configure meeting name defaults and recording preferences from the integration settings page.
### OAuth Scopes
Rootly requests the following Zoom permissions during authorization:
| Scope | Purpose |
| --------------- | -------------------------------------------------- |
| `meeting:write` | Create meetings on behalf of the connected account |
| `meeting:read` | Read meeting details to generate join links |
| `user:read` | Read user information to assign hosts |
| `user_zak:read` | Required by Zoom SDK — not actively used by Rootly |
## Creating the Incident Meeting
Rootly workflows automatically create Zoom meeting rooms when incidents occur. You can use the built-in **Auto-Create Incident Call** setting for quick setup, or build a **custom workflow** when you need conditional logic, specific triggers, or advanced routing.
Rootly enforces one Zoom meeting per incident. Running the same automation multiple times updates the existing link rather than creating a new one. For additional meetings, create a sub-incident.
### Option 1: Auto-Create Incident Call
The Auto-Create Incident Call setting lets you automatically generate a Zoom meeting when an incident begins — no workflow required.
Configure the following options directly in the integration settings:
| Setting | Description |
| -------------------------------------- | ---------------------------------------------------------- |
| **Create Zoom Call on Incident Start** | Automatically spin up a meeting when an incident opens |
| **Meeting Name** | Default or custom name using Liquid variables |
| **Bookmark in Slack** | Add the meeting link as a bookmark in the incident channel |
| **Notify Slack Channels** | Announce new calls in specific Slack channels |
| **Record Call** | Enable automatic recording — None, Local, or Cloud |
| **Specify Host** | Assign a specific host by email |
| **AI Meeting Capture** | Enable transcription and AI-generated meeting summaries |
| **Bot Recording** | Start recording automatically without host approval |
Use Auto-Create for quick setup. Build a custom workflow when you need conditions, specific triggers, or advanced routing.
### Option 2: Custom Workflow
For more control — such as only creating meetings for SEV-1 incidents or routing to specific hosts — build a custom Incident workflow.
Navigate to **Workflows** in Rootly and click **Create Workflow**.
Select **Incident** as the workflow type.
Choose when the workflow fires. Common triggers for Zoom meeting creation:
| Trigger | When it fires |
| --------------------------- | ----------------------------------------------------------- |
| **Incident Created** | Creates a Zoom call as soon as a new incident opens |
| **Incident Status Changed** | Creates a call when the incident moves to a specific status |
| **Commander Assigned** | Creates a call once someone takes ownership of the incident |
| **Manual Trigger** | Run the workflow on demand from the UI |
Use conditions to control when the workflow should run after triggering.
Common patterns:
* **Severity filter** — Only create calls for SEV-1 or SEV-2 incidents
* **Team filter** — Only for incidents affecting specific teams
* **Incident type** — Only when Kind is set to **Incident**
Click **Add Action**, search for **Zoom**, and select **Create Room**.
Configure the action fields:
| Field | Description |
| ---------------------- | ------------------------------------------------------------------------------- |
| **Meeting Name** | The Zoom meeting title. Supports Liquid syntax. Defaults to the incident title. |
| **Password** | Optional meeting password. Leave blank to let Rootly generate a secure one. |
| **Create as User** | Email of the Zoom account to create the meeting as. Supports Liquid syntax. |
| **Alternative Hosts** | Additional host email addresses. Must be existing Zoom accounts. |
| **Auto Recording** | `None`, `Local`, or `Cloud`. Can also be started manually during the meeting. |
| **AI Meeting Capture** | Enable transcription and AI-generated meeting summaries. |
| **Slack Channels** | Slack channels to post the meeting link to. |
For **Create as User**, use the incident creator's email via Liquid syntax, or set a dedicated service account like `zoom@yourcompany.com` to ensure meetings are always owned by a known account.
Name the workflow clearly (for example, `Create Zoom Call for SEV-1 Incidents`) and click **Create Workflow**.
### Variable Reference
Use the [Liquid Variable Explorer](https://rootly.com/account/help/liquid-explorer) to test variables with real incident data.
#### Zoom Variables
| Variable | Description |
| --------------------------- | ----------------------------- |
| `incident.zoom_meeting_url` | Link to join the Zoom meeting |
| `incident.zoom_meeting_id` | Unique Zoom meeting ID |
#### Incident Variables
| Variable | Description |
| ----------------------------- | ------------------------------ |
| `incident.title` | Incident title |
| `incident.summary` | Incident description |
| `incident.severity` | Severity level |
| `incident.status` | Current status |
| `incident.started_at` | When the incident started |
| `incident.creator.name` | Incident creator's name |
| `incident.creator.email` | Incident creator's email |
| `incident.commander.email` | Incident commander's email |
| `incident.slack_channel_name` | Incident Slack channel name |
| `incident.url` | Link to the incident in Rootly |
## Troubleshooting Meeting Scribe
Nearly every "the scribe didn't join our Zoom call" report traces back to one of a small set of causes. Work through them in this order. For the full Meeting Scribe reference (limitations, retention, subprocessors), see [Rootly AI Meeting Scribe](/ai/meeting-scribe).
### The Bot Never Joins the Meeting
#### Auto-join isn't enabled
The single most common cause. Without **Auto-join bot** on, someone has to manually admit the scribe from Zoom's participant list on every call.
**Fix:** In Rootly, go to **Integrations → Zoom** and toggle **Auto-join bot** on.
Auto-join uses a Zoom-side capability that lets Rootly's bot bypass the waiting room. If your Zoom account plan or admin policy blocks bypass tokens, Auto-join can't help — see the next section.
#### The Zoom account doesn't have permission to bypass the waiting room
Rootly's Auto-join relies on Zoom's "bypass waiting room" feature. Some Zoom account tiers or admin configurations don't allow it.
**Fix:** Ask your Zoom admin to confirm your account supports bypass tokens (typically Business, Education, and Enterprise plans). If it doesn't, either upgrade the plan or leave Auto-join off and admit the scribe manually — the fallback still works, it just needs a human.
#### The meeting URL isn't attached to the incident
The scribe joins the meeting URL attached to the incident. If a personal-meeting-room link is being used and it hasn't been attached, the scribe doesn't know about it.
**Fix:** Either use the Rootly-generated meeting link pinned in the incident's Slack channel (works automatically), or attach the URL you're using via [Updating incident integration links](/incidents/managing-incidents/updating-incident-integration-links).
#### The bot is in the waiting room and no one admitted it in time
The scribe waits **10 minutes** in a Zoom waiting room. If no one admits it, it disconnects.
**Fix:** Reinvite the bot from the **Meeting** tab on the incident and admit it promptly. Prevention: enable Auto-join.
***
### The Bot Joined but Left Early
#### Nobody-joined timeout (5 minutes)
If the bot enters the meeting but no other participants show up within **5 minutes**, it leaves.
**Fix:** Start the meeting on your side first, then reinvite the bot. Alternatively, invite the bot after your team is already on the call.
#### The host removed the bot
Zoom hosts can eject any participant, including the scribe. If a host removed it (intentionally or by accident), the bot leaves and does not auto-rejoin.
**Fix:** Reinvite from the **Meeting** tab. Consider giving your team a heads-up that the scribe should stay.
#### Network / Zoom-side disconnect
Rare, but the bot can be disconnected by Zoom for reasons outside Rootly's control (network blip, Zoom service issue, plan-level restriction changing mid-call).
**Fix:** Reinvite. If it happens repeatedly across incidents, check Zoom's status page and open a support ticket with Rootly if the issue is inside Rootly.
***
### Transcript or Summary Missing
#### Post-meeting processing is still running
Transcripts and Rootly AI meeting summaries are generated after the meeting ends. Processing typically completes within a few minutes.
**Fix:** Wait \~5–10 minutes and refresh the **Meeting** tab.
#### The bot never actually recorded
If the recording icon didn't appear in-meeting, the bot was likely in a waiting room the whole time or was removed early.
**Fix:** Check the incident timeline for a "Recording started" event. If it isn't there, the bot didn't record. Reinvite for the next session.
#### Recording was paused and not resumed
The Meeting Scribe supports pausing mid-call (useful for sensitive topics). If it was paused and no one resumed, that segment isn't captured.
**Fix:** Check the recording session status in the **Meeting** tab. Resume any paused session.
***
## Uninstall
**In Rootly:**
1. Go to **Configuration → Integrations** and find **Zoom**
2. Click the **Connected** button to reveal the disconnect option
3. Click **Delete**
**In Zoom** (to fully revoke access):
1. Log in to your Zoom account and navigate to the **Zoom App Marketplace**
2. Click **Manage → Apps on Account** or search for the Rootly app
3. Click the Rootly app and select **Remove** or **Disable**
## Frequently Asked Questions
Rootly enforces one Zoom meeting per incident. If you need additional meetings, declare a sub-incident from the main incident and create a separate Zoom link for it.
Ensure the **Slack Channels** field in the workflow action is configured with the correct channel. You can use Liquid syntax to reference the incident channel dynamically. Also confirm the Slack integration is connected under **Configuration → Integrations**.
The Meeting Name field supports Liquid syntax. Use the [Liquid Variable Explorer](https://rootly.com/account/help/liquid-explorer) to preview available variables. Common examples include the incident title, severity, and ID.
The meeting creation will fail if the email is not associated with a valid Zoom account. Use a dedicated service account email or verify the Liquid variable resolves to a known Zoom user.
### Meeting Scribe Questions
With **Auto-join** on, Rootly uses a Zoom bypass token so the scribe skips the waiting room. Without it, the bot enters the waiting room like any external participant and needs a host or co-host to admit it. Auto-join is the recommended setup for reliable incident bridge coverage.
Auto-join works for meetings hosted on your own connected Zoom account. If your team joins someone else's Zoom meeting (an external partner, a vendor call), the scribe would need that host to admit it — Auto-join tokens don't carry across Zoom accounts.
Yes — declare a test incident (`/rootly test` in Slack) and the scribe will join the resulting bridge just like a real one. Test incidents are excluded from production metrics.
Each time the bot joins or rejoins is a new **recording session**. Up to 10 sessions per platform per incident. Both sessions are valid — the transcripts and recordings are attached chronologically.
***
## Related Resources
* [Rootly AI Meeting Scribe](/ai/meeting-scribe)
* [Workflows](/workflows/workflows)
* [Integrations overview](/integrations/overview)