Using NovoMeet with Zoom

• A NovoMeet account. You create one by signing in with Google at meet.novolink.us.
• A Zoom account you can sign in to, on a plan that allows meetings to be transcribed.
• Permission to install apps. Many organisations require a Zoom administrator to approve an app before anyone in the account can add it. If your administrator has that restriction switched on, the install will stop and tell you so, and your administrator has to approve NovoMeet before you can continue. Nothing is recorded in the meantime.

You can start from either side. Both end in the same place.

From NovoMeet.

• Sign in at meet.novolink.us.
• Open Settings, then the Integrations panel.
• Find the Zoom card and press Connect.
• You are sent to Zoom, which lists exactly what the app is asking for and who is asking. Read it, then press Allow.
• Zoom returns you to NovoMeet. The Zoom card now reads Connected as your Zoom email address. That is the confirmation that it worked.

From the Zoom App Marketplace.

• Sign in at marketplace.zoom.us and open the NovoMeet listing.
• Press Add, review the permissions Zoom shows you, and confirm.
• You are sent to NovoMeet to sign in, and the Zoom card in Settings then reads Connected.

If you do not reach the Zoom card, or it still says Not connected after you allowed access, see section 6.

Hold your meeting exactly as you normally would. Start it from Zoom, invite whoever you invite, and share your screen if you share your screen. Nothing about running the meeting changes.

While the meeting is on:

• No assistant appears in the participant list, because none is sent.
• Zoom streams the transcript to NovoMeet. Your meeting appears in the NovoMeet dashboard with a live transcript you can watch as it is written.
• A Zoom meeting in your list is labelled Zoom records this, no bot joins. If you have not connected your account yet, the same row instead reads Connect Zoom in Settings to record this.

A few minutes after the meeting ends:

• NovoMeet writes the notes: a summary, the decisions that were made, the open questions, and the action items with owners.
• The full transcript is kept alongside them, with speaker labels and timestamps, and you can search it.
• You can also ask a question across every meeting in your history and get an answer that names the meeting it came from.

Connecting your calendar is optional and separate. If you connect Google Calendar or Microsoft Outlook, your scheduled meetings appear in NovoMeet ahead of time so you can see what is coming. Zoom recording does not depend on it.

We ask Zoom for the transcript, and for your profile. The transcript is what the notes are written from. Your Zoom user id, account id and email address are read once, when you connect, so that the notes for a meeting are filed under the person who actually hosted it instead of under a shared account.

We do not take the audio or the video. Raw meeting media is never sent to us and never stored by us. Zoom performs the speech recognition for this integration, and we receive text.

Only you see it. The notes and transcript for a meeting are visible to the NovoMeet account that authorised the app, not to other NovoMeet users.

Recording a conversation is your responsibility. Tell your participants that the meeting is being transcribed, and make sure you have the right to do it. Any participant of a meeting may write to us and ask that a transcript of it be deleted.

There are two ways to stop it, and they do different things. If you want the app gone entirely, do both.

Disconnect inside NovoMeet. Open Settings, then Integrations, find the Zoom card and press Disconnect. This takes effect at once: we discard the access we were granted, and no further meeting of yours is recorded.

Uninstall from Zoom. This is the removal Zoom itself records, and it is the one to use if you want the app off your Zoom account for good.

• Sign in at marketplace.zoom.us.
• Open Manage, then Added Apps, or search for NovoMeet.
• Find NovoMeet in the list and press it.
• Press Remove and confirm.

Removing the app stops all future recording. It does not by itself delete the notes and transcripts we already hold, because those are yours and you may still want them. Section 6 explains how to delete them.

• One meeting. In your meeting list, press archive on the meeting. Then open the Archive, find it there, and press delete forever. You are asked to confirm once. The notes and the transcript go with it, and it cannot be undone.
• Everything. Write to info@novolinkai.com and ask us to delete your account. We remove your meetings, notes, transcripts and the connection records with it.
• A meeting you attended but did not host. Write to the same address. Any participant of a meeting may ask for a transcript of it to be deleted.

The Zoom card still says Not connected. The consent step did not finish. Press Connect again and make sure you reach a page on zoom.us and press Allow there. If Zoom shows an error page instead of asking for consent, your administrator has most likely restricted app installs, and they will need to approve NovoMeet first.

The card says the connection expired. Press Disconnect, then Connect again. That is enough. It happens if access was revoked on the Zoom side, or if the grant has been unused for a long time.

The meeting ran but there are no notes. Check that the Zoom card was connected before the meeting started, and that you were the host. NovoMeet is sent the transcript for meetings hosted by an account that has authorised it. If both are true and the notes are still missing, write to us with the date and time and we will look at it.

Nobody saw an assistant join. That is correct and expected. On Zoom nothing joins. If your meeting needs a visible participant taking notes, NovoMeet does that on Google Meet and Microsoft Teams instead.

Write to info@novolinkai.com. A person reads it, and we aim to reply within two business days. Telling us your NovoMeet sign in address and the date of the meeting you are asking about gets you a useful answer faster.

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