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Zoom Integration

Salestools AI's Zoom integration enables AI agents to automatically handle your meeting scheduling. When you receive meeting requests via email, our AI agent reads the request, checks your availability, creates Zoom meetings, and sends intelligent responses—all without manual intervention.

Adding the App​

Follow these steps to connect Zoom with Salestools:

Prerequisites​

Before starting, ensure you have:

  • An active Salestools account (sign up at salestools.io)
  • A Zoom account (Free, Pro, Business, or Enterprise)
  • Access to your email account (Gmail or Microsoft)
  • A connected calendar (Google Calendar or Microsoft Calendar)

Step 1: Log into Salestools​

  1. Go to https://app.salestools.io
  2. Log in with your credentials
  3. Navigate to Calendar Integrations

Step 2: Connect Your Calendar​

For Google Calendar:

  1. Click Connect Google Calendar
  2. Select your Google account
  3. Grant calendar access permissions
  4. Confirm the connection

For Microsoft Calendar:

  1. Click Connect Microsoft Calendar
  2. Log in with your Microsoft account
  3. Grant calendar access permissions
  4. Confirm the connection

Step 3: Connect Zoom​

  1. In the Integrations page, find Zoom
  2. Click Connect Zoom Account
  3. You'll be redirected to Zoom's authorization page
  4. Log in to your Zoom account if not already logged in
  5. Review the requested permissions:
    • Create and manage meetings
    • View meeting details
    • Access calendar information
  6. Click Authorize to grant access
  7. You'll be redirected back to Salestools

Step 4: Configure Your Availability Preferences​

Set your scheduling preferences so the AI agent knows when you're available:

  1. Go to Settings → Calendar Preferences

  2. Configure the following:

    • Working Hours: Set your available hours (e.g., 9 AM - 5 PM)
    • Time Zone: Select your primary timezone
    • Working Days: Choose your working days (typically Mon-Fri)
    • Meeting Duration: Set preferred meeting lengths (15, 30, 45, or 60 minutes)
    • Buffer Time: Set time between meetings (optional)
    • Vacation Periods: Block out vacation days

  3. Click Save Preferences

Step 5: Set Zoom as Default Meeting Provider​

  1. Go to Calendar Integrations
  2. Under Default Meeting Provider, select Zoom

Step 6: Test the Integration​

  1. Send yourself a test meeting request email
  2. The AI agent should:
    • Read the request
    • Check your availability
    • Create a Zoom meeting (if time is available)
    • Send a response with meeting details

Verification​

To verify your integration is working:

  1. Go to Calendar Integrations
  2. Check that Zoom shows as Connected with a green indicator
  3. Check Calendar Events to see your synced availability

Troubleshooting​

If you encounter issues during setup:

Connection Failed:

  • Ensure pop-ups are enabled in your browser
  • Try clearing browser cache and cookies
  • Use an incognito/private window
  • Verify your Zoom account is active

Authorization Error:

  • Ensure you're logged into the correct Zoom account
  • Check that your Zoom account has meeting creation permissions
  • For Enterprise accounts, verify admin has enabled third-party apps

Calendar Not Syncing:

  • Disconnect and reconnect your calendar
  • Check calendar permissions in your Google/Microsoft account
  • Ensure calendar is set as "primary" in your settings

Need Help?

Usage​

Once connected, the Salestools AI agent handles meeting scheduling automatically.

How It Works​

1. Email Monitoring

The AI agent monitors your connected email inbox for meeting requests. When someone sends you an email like:

"Can we meet next Tuesday at 2 PM for 30 minutes?"

The agent automatically:

  • Detects it's a meeting request
  • Extracts meeting details (time, duration, attendees)
  • Processes the request based on your availability

2. Availability Checking

The agent performs a dual-layer availability check:

Layer 1 - Preference Validation:

  • Verifies the requested time falls within your working hours
  • Checks it's on a working day (not weekend/vacation)
  • Confirms meeting duration matches your preferences
  • Ensures sufficient buffer time between meetings

Layer 2 - Calendar Conflict Detection:

  • Fetches events from all connected calendars
  • Converts all times to UTC for accurate comparison
  • Detects overlapping meetings
  • Prevents double-booking

3. Zoom Meeting Creation

If the requested time is available, the agent:

  • Creates a scheduled Zoom meeting
  • Generates a unique meeting link and password
  • Adds all attendees to the meeting invite
  • Stores meeting details in your calendar
  • Includes meeting information in the response email

4. Intelligent Response

The agent sends a professional email response:

If accepting:

Hi [Name],

Confirmed! I'm available on Tuesday, November 12th at 2:00 PM EST 
for 30 minutes.

Zoom Meeting Details:
Join URL: https://zoom.us/j/1234567890
Meeting ID: 123 456 7890
Password: abc123

Looking forward to our conversation!

Best regards,
[Your Name]

If proposing alternatives:

Hi [Name],

Thank you for reaching out. Unfortunately, I have a conflict at 
that time. Here are some alternative times that work for me:

- Wednesday, November 13th at 2:00 PM EST
- Wednesday, November 13th at 3:30 PM EST
- Thursday, November 14th at 10:00 AM EST
- Thursday, November 14th at 1:00 PM EST

Would any of these times work for you?

Best regards,
[Your Name]

Key Features​

Multi-Timezone Coordination​

The AI agent automatically handles timezone conversions:

  • Detects timezone from email content (e.g., "2 PM EST", "14:00 JST")
  • Converts to your timezone for availability checking
  • Shows both timezones in response emails for clarity
  • Stores in UTC in the database for accuracy

Example: If you're in Alaska (AKST) and someone in Tokyo (JST) requests 9 AM JST, the agent:

  1. Converts 9 AM JST → 2 PM AKST (previous day)
  2. Checks your Alaska availability at 2 PM
  3. Creates meeting with correct time for both parties

Smart Conflict Resolution​

When conflicts occur, the agent:

  • Detects exact conflicts with millisecond precision
  • Finds alternative slots that work for both parties
  • Suggests 3-5 options to maximize scheduling success
  • Considers preferences like preferred meeting times

24/7 Autonomous Operation​

The AI agent works continuously:

  • Responds to meeting requests instantly
  • Works while you're offline, asleep, or in meetings
  • Handles multiple requests simultaneously
  • Never misses an opportunity

Calendar Synchronization​

Automatic sync with your calendars:

  • Real-time updates when meetings are created
  • Two-way sync to detect conflicts from other sources
  • Multiple calendar support (checks all connected calendars)
  • Event details include Zoom links, attendees, agendas

Use Cases​

Sales Teams:

  • Automatically schedule product demos with prospects
  • Book discovery calls without back-and-forth
  • Coordinate meetings across multiple time zones
  • Free up sales reps to focus on selling

Customer Success:

  • Schedule onboarding calls automatically
  • Book quarterly business reviews
  • Coordinate check-ins with customers
  • Handle high volumes of meeting requests

Executives:

  • Manage complex calendars with multiple meetings
  • Coordinate international meetings across time zones
  • Delegate scheduling to AI while maintaining control
  • Protect working hours and personal time

Consultants:

  • Book client meetings automatically
  • Manage availability across multiple projects
  • Handle ad-hoc meeting requests professionally
  • Maintain consistent communication

Meeting Management​

View Scheduled Meetings:

  1. Go to Calendar Integrations in the Salestools dashboard
  2. View all upcoming Zoom meetings
  3. See meeting details, attendees, and links
  4. Export to your calendar application

Modify Meetings:

  • Manual override: Edit any meeting through Salestools or Zoom
  • Rescheduling: The AI can handle reschedule requests via email
  • Cancellations: AI processes cancellation emails automatically
  • Updates sync: Changes sync between Salestools, Zoom, and your calendar

Advanced Features​

Meeting Rules:

Create rules for specific scenarios:

  1. Go to Settings → Meeting Rules
  2. Create rules like:
    • "Always decline meetings on Fridays after 3 PM"
    • "Require 24-hour advance notice for meetings"
    • "Limit meetings to 30 minutes unless specified"
    • "Block first hour of each day for focus time"

Priority Contacts:

Set priority for certain contacts:

  1. Go to Settings → Priority Contacts
  2. Add VIP contacts or domains
  3. AI prioritizes their requests
  4. Can automatically accept from trusted contacts

Email Integration​

The system integrates with your email:

Supported Email Providers:

  • Gmail (Google Workspace)
  • Microsoft 365 / Outlook
  • Exchange Server

Email Processing:

  • Monitors inbox automatically
  • Detects meeting request patterns
  • Extracts details using AI
  • Sends responses from your email address
  • Maintains email threads

Removing the App​

If you need to disconnect Zoom from Salestools:

Step 1: Disconnect Zoom​

  1. Log into https://app.salestools.io
  2. Go to Calendar Integrations
  3. Find Zoom in the integrations list
  4. Click Disconnect or Remove Integration
  5. Confirm the disconnection

Step 2: Revoke Authorization from Zoom​

To completely remove Salestools access to your Zoom account:

  1. Log into your Zoom account at zoom.us
  2. Go to Settings → Installed Apps
  3. Find Salestools AI in the list
  4. Click Uninstall or Remove
  5. Confirm the removal

Step 3: Review Calendar Settings​

After disconnection:

  1. Go to Calendar Integration in Salestools
  2. Update your default meeting provider if needed
  3. Meetings already scheduled in Zoom remain active
  4. Future meeting requests won't create Zoom meetings

What Happens When You Disconnect​

Immediate Effects:

  • AI agent stops creating new Zoom meetings
  • No new meeting invites will be sent via Zoom
  • Email monitoring continues (if you want to stop this, disable in Email Settings)

Existing Meetings:

  • Previously scheduled Zoom meetings remain active
  • Meeting links continue to work
  • Calendar events are not deleted
  • Attendees can still join scheduled meetings

Data Removal​

If you want to delete your data from Salestools:

Privacy and Security​

What Data We Store:

  • Meeting details (title, time, attendees, duration)
  • Email content related to meeting requests
  • Calendar availability information
  • Zoom meeting IDs and links
  • Usage analytics and logs

What We Don't Store:

  • Zoom meeting recordings
  • Zoom chat logs
  • Participant information beyond meeting attendees
  • Zoom account passwords
  • Calendar events unrelated to Salestools

Security Measures:

  • All data encrypted in transit (TLS 1.3)
  • Data encrypted at rest (AES-256)
  • Regular security audits
  • SOC 2 Type II compliant
  • GDPR and CCPA compliant

Re-connecting Zoom​

If you disconnected by mistake or want to reconnect:

  1. Follow the Adding the App steps again
  2. Your previous preferences and settings are preserved
  3. Meeting history remains intact
  4. AI agent resumes scheduling with Zoom

Need Help?​

If you have questions about disconnection or data removal:

We typically respond within 24 hours (faster for urgent requests).

Support and Resources​

Get Help​

Additional Resources​

Contact Information​

Salestools AI Inc.

Last Updated: November 11, 2025 Version: 2.0