Humans Together for Zoom

1What it does

Humans Together runs a company’s check-ins: the yearly Guide, the quarterly Plan, each team’s monthly check-in and weekly one-to-ones. When your company connects its Zoom account, a check-in held on its linked Zoom meeting and recorded to the cloud brings Zoom’s transcript into the check-in. Humans Together then writes a summary and suggestions, and whoever runs the check-in (the team’s lead, or an admin for the Guide and the Plan) approves the ones that should change something.

Humans Together and this app are made and run by Humans Together LLC, 7832 91st St, Seminole, FL 33777.

2What you need

• Your company on Humans Together, and an admin of it to connect Zoom. There is no public sign-up: we set each company up when it becomes a customer, so to bring yours, write to us from the support page.
• A paid Zoom account (Pro or higher), because cloud recording needs one. In Zoom’s settings, under Recording and Transcript, turn on Cloud recording and Create audio transcript. We recommend keeping Zoom’s recording notifications on, so everyone hears that the meeting is recorded.
• Someone who can add apps for your whole Zoom account, usually its owner or an admin.
• Each lead signed in to Zoom with the same email address they use in Humans Together. That is how Humans Together recognises who hosts a meeting and who was on it.

3Adding the app

1. Sign in to your company’s Humans Together, at its own address, as an admin.
2. Open Settings and, under Zoom, press Connect Zoom.
3. Zoom asks you to sign in and approve Humans Together for your company’s Zoom account. Approve it as someone who can add apps for the whole account.
4. You come back to Settings, which says Zoom is connected. and who connected it.

If you add the app from Zoom’s App Marketplace instead, Zoom sends you to Humans Together, which asks you to finish from Settings: “To connect Zoom, open Settings in your company’s Humans Together and press Connect Zoom.” Do that, then remove the grant the Marketplace left behind, in Zoom’s App Marketplace under Manage, Added Apps, so only the connection you made from Settings remains.

There is no company-wide recording switch in Humans Together. Connecting Zoom brings nothing in by itself: only a check-in someone has linked to a Zoom meeting, as below, ever brings in a transcript.

4If something does not work

• There is no Connect Zoom button. Settings is for admins. If Settings has no Zoom section, or says “Nothing comes in from Zoom until the product's Zoom setup is complete.”, write to us.
• Zoom shows its own error page instead of asking you to approve. The app is not yet available to your Zoom account. Write to us.
• Settings says Zoom needs connecting again. Zoom stopped accepting the connection, for example because the app was removed in Zoom. Press Connect Zoom again. Recordings wait until an admin connects it again, and nothing already brought in is lost.
• A transcript did not come in. If the recording was matched to the check-in, the check-in’s page says why it did not come in. If it matched no check-in, Settings lists it under “Recorded on Zoom, not brought in” with its reason. The usual causes: Create audio transcript was off, the meeting was held well away from the check-in’s time, or nobody invited to the check-in was signed in to Zoom with the email they use here. A meeting recorded to the computer rather than to the cloud never reaches Humans Together, so neither place says anything. The lead can always add the transcript by hand on the check-in’s page.

Still stuck? The support page says how to reach us.

5Using it

Link a check-in to its Zoom meeting

1. Open the check-in’s schedule, where its time is set: a team’s check-in on that team’s board, the Plan’s on the Plan page, the Guide’s on the Guide page. Whoever sets the schedule can link it.
2. Paste the invite link of the check-in’s Zoom meeting, or its meeting number.
3. Tick “Everyone in this check-in knew it was recorded.” and save. The row then shows the meeting’s name from Zoom.

The meeting has to meet three conditions, and Humans Together says which one is missing if it does not:

• It is on your company’s connected Zoom account.
• It is a scheduled or recurring meeting. Use a scheduled meeting for this check-in, not a personal meeting room.
• It is hosted by you or by the check-in’s lead, going by the email each of you uses in Humans Together. For the Guide and the Plan, which have no lead, it is hosted by you.

A one-to-one cannot be linked, because one schedule serves every person on a team. Its lead adds its recording by hand.

Hold it, and record to the cloud

Start the linked meeting around the check-in’s time and record it to the cloud. Humans Together brings in a recording made from half an hour before the check-in’s time to an hour and a half after it, when at least one person invited to the check-in was signed in to Zoom with the email they use here. Only meetings held after the check-in was linked are brought in.

After the meeting

The check-in’s page says “Waiting for Zoom’s transcript.” Zoom prepares it after the meeting, usually within about twice as long as the meeting ran. It comes in here by itself. Zoom tells Humans Together when it is ready, and once a day Humans Together also asks Zoom for any recording of a linked meeting it has not heard about, so a missed message from Zoom costs a day, not the transcript.

When the transcript is in, Humans Together writes the summary and its suggestions straight away, naming each speaker as Zoom did. The check-in’s page then says “Who spoke was read from Zoom. Check the names, correct any, and write the summary again.” The lead checks the names, corrects any, and can have the summary written again. Nothing changes in the company’s Guide, Plan or work until the lead approves a suggestion.

6What it reads from Zoom

Humans Together asks Zoom for five permissions, each for one job, and Zoom adds one more for the recording messages described below:

Recording files

To find the transcript Zoom made of a linked check-in and fetch it. cloud_recording:read:list_recording_files:admin

Users

To know which Zoom account was connected, and who connected it. user:read:user:admin

Meetings

To check a pasted meeting before it is linked: its host, its type and its name, and to recognise its host by email. meeting:read:meeting:admin

Past meetings

To see every session of a linked meeting around the check-in’s time, and to find recordings Zoom’s messages missed. meeting:read:list_past_instances:admin

Past participants

To check that someone invited to the check-in was on the call, and to put names to who spoke. meeting:read:list_past_participants:admin

It also listens for Zoom’s messages that a recording or its transcript is ready, and that the app was removed. Every message is checked against Zoom’s signature before anything is done with it.

What it keeps

• Your Zoom account’s id, the Zoom user id of the person who connected it, and the access Zoom granted. The keys Zoom issues are encrypted before they are stored, are sent only to Zoom, and are never written to a log.
• Each linked check-in’s meeting number, and who confirmed that everyone knew it was recorded, and when. Never the passcode.
• For each recorded session of a linked meeting: its number, start time and length. A session that turns out not to be a check-in is deleted after 30 days.
• The transcript of each check-in it brings in, kept with that check-in, with the summary and suggestions made from it.

It never fetches audio or video, never stores a meeting’s name, host or file, and never stores the email addresses of the people on a call: they are compared with your people’s and then dropped. The privacy policy covers everything else.

7Removing the app

From Humans Together

1. An admin opens Settings and, under Zoom, presses Disconnect Zoom. Settings says first: “Disconnecting removes the words of the transcripts Zoom brought in. Their summaries and every decision made from them stay.”
2. Humans Together asks Zoom to revoke its access, and deletes its keys whatever Zoom answers. If Zoom did not confirm, Settings says: “Zoom did not confirm the removal. To be sure, remove Humans Together in Zoom's App Marketplace under Manage, Added Apps.”

From Zoom

1. Sign in to Zoom’s App Marketplace as someone who can manage apps for your account.
2. Open Manage, then Added Apps, and remove Humans Together.

When Zoom tells Humans Together that the app was removed, Humans Together does exactly what Disconnect Zoom does, and Settings says it was removed in Zoom. If that message never arrives, the next time Humans Together uses the connection Zoom refuses it: Settings then says Zoom needs connecting again, and nothing more comes in. An admin can press Disconnect Zoom then to delete the words as well.

8Your data after removal

The moment Zoom is disconnected, or Zoom tells Humans Together the app was removed:

• The keys Zoom issued and the Zoom user id are deleted.
• The list of recorded sessions of linked meetings, their numbers and times, is deleted.
• The words of every transcript Zoom brought in are deleted. A transcript still being summarised at that moment keeps its words until its summary is written, and they are deleted within a few minutes of that.

What stays in Humans Together, because it is your company’s record of its own meetings:

• Each summary, who spoke, and every suggestion, approved, dismissed or still waiting.
• A note on each check-in that its transcript’s words were deleted, and when.
• The record that Zoom was connected and disconnected, when and by whom, with the Zoom account’s id and the permissions it granted, so Settings can say so.
• Each check-in’s meeting number, until whoever sets its schedule removes it.

Nothing is deleted from your Zoom account: your recordings and transcripts stay in Zoom under your own settings. To have the rest of your company’s information deleted, see your rights in the privacy policy.