Guide: adding, using and removing the app

How the Wolfman CPA Meeting Bot is connected to Zoom, what happens in a meeting, and how to take it out again. Written for the firm's staff; meeting hosts and participants may find the "In a meeting" section useful.

Adding the app

The app is added once, by a member of the firm, either with Add on the app's Zoom App Marketplace page or with Connect Zoom on the firm's private control page. Both open the same Zoom authorization screen. The app is unlisted and used only by the firm; finishing the connection needs the firm's private network.

Choose Add on the app's Marketplace page, or open the firm's control page (reachable only on the firm's private network) and choose Connect Zoom.
Zoom shows its authorization screen for Wolfman CPA Meeting Bot, listing what the app may do: read your own Zoom user profile, and obtain a token that lets the bot join meetings on your behalf. Sign in to Zoom if asked and choose Allow.
Zoom returns you to the control page, which now shows the Zoom account as connected. (Coming from the Marketplace, the control page confirms the sign-in with Zoom once more before it connects.)

The app reads nothing from other people's Zoom accounts. It uses your authorization only to join meetings you are attending.

Using the bot

Once connected, no further action is needed for most meetings.

Scheduled meetings. The control page watches the firm's calendar. Every Zoom, Microsoft Teams or Google Meet meeting on it gets a bot at the start time unless you press Skip on that meeting beforehand.
Any other meeting. Paste the join link into the control page to send the bot now or at a chosen time.
Stopping. Press Stop next to a running bot to make it leave immediately; the recording up to that point is kept.

In a meeting

The bot waits until the firm member who authorized it is in the meeting, then asks to join as a participant named Wolfman CPA Notetaker. It shows the firm's picture.
If the meeting has a waiting room the host admits it like any other participant. The host can decline or remove it at any time.
As soon as it is in, it posts to everyone in the meeting chat: "This meeting is being recorded and transcribed for Wolfman CPA's records."
The bot records locally. Zoom asks the host for recording permission; when the host allows it, Zoom's recording indicator is shown to all participants.
The bot leaves when the firm member leaves, when it is removed, or when the meeting ends.

After the meeting

The recording is transcribed on the firm's own equipment and both files are moved to the firm's encrypted storage, then removed from the recording server. Nothing is sent to an outside transcription service. See the privacy policy for retention and your rights.

Removing the app

Either of the following removes the app's access to Zoom immediately.

On the firm's control page, choose Disconnect Zoom. This deletes the stored authorization.
Or in Zoom: sign in to marketplace.zoom.us, open Manage → Added Apps, find Wolfman CPA Meeting Bot and choose Remove. The control page notices the revocation and shows Zoom as disconnected.

After removal the bot can no longer join meetings hosted outside the firm's own Zoom account. Recordings already made remain firm records under the privacy policy; to have one deleted, contact support.